***Minor amendments to Regulation 36 will be noted by the University Council at its meeting on 20 February 2020. The version detailed below took effect from 25 November 2019.***

Regulation Governing Student Registration, Attendance and Progress

Notes

1. Where a University officer, Head of Department, or the Academic Registrar is named in the Regulation, this refers to the member of staff concerned or their authorised nominee.

2. Points in italics are included for information.

This Regulation sets out requirements for registration, enrolment, attendance and progress. It includes expectations of students and information on penalties that may be imposed if these are not met. It sets out procedures for requiring a student to withdraw. This applies to all students following a University course, whether they are based at Warwick or elsewhere, for the duration of their course of study.

More information on specific course requirements, including course duration and assessment methods, is set out by academic departments and in the Course Regulations.

Advice for international students on the implications of any changes to their registration for their right to remain in the UK is available from the Immigration Service in the International Student Office.

Students should also refer to the University’s Dignity at Warwick and the Disciplinary Regulations, including Regulations 23 on student disciplinary behaviour and Regulation 27 on On-Campus Residential Accommodation, for further information on student behaviour within the University community.

36.1 Registration

This section sets out requirements for registration and enrolment. It includes information on temporary withdrawal, voluntary years out and the granting of student status to elected Sabbatical Officers in the Students’ Union.

Enrolment

1. All students are required to maintain registration with the University by enrolling and re-enrolling when asked to do so. By enrolling students confirm that they agree to observe the University’s Charters, Statutes, Ordinances and Regulations, to submit to the University’s discipline for the duration of their course, and to make appropriate residential accommodation arrangements suitable to undertake their course of study (including where relevant living within a reasonable distance from the location of study).

2. All individuals who fail to enrol or re-enrol within 5 weeks of being asked to do so by the University, or by the latest start date set by their academic department if this date is sooner, may be required to withdraw from their course of study. No individual should receive teaching or supervision or be granted access to associated university facilities unless they have completed the course registration enrolment procedure. UKVI Compliance stipulates that any non-UK/EEA national who does not fully enrol (including uploading immigration documentation and attending an in person immigration event where their right to study is validated) may be in breach of UK immigration law. Non-UK/EEA nationals are strictly prohibited by the UKVI from engaging with their studies until such checks have been carried out and their right to study confirmed.

Provisional enrolment

3. Students (excluding those who are non-UK/EEA nationals) who have not met all the requirements associated with the offer of a place at the University at the point of enrolment may be allowed to enrol provisionally, at the discretion of the Academic Registrar. Students in this category are expected to provide satisfactory evidence that they have met these requirements within a time period specified at enrolment. If a student does not provide satisfactory evidence by this deadline, the Academic Registrar may make a recommendation to the Chair of the Committee on Admission of Students to Courses of Study that the student be required to withdraw under section 36.4.3.

Withdrawal

4. (a) A student may withdraw permanently from the University or a course of study at any point, through notifying the Academic Office in writing.

(b) A student enrolled on a Degree Apprenticeship may only be permanently withdrawn from the University or a course of study when this request is received from their employer.

Temporary withdrawal

5. (a) A student may ask to withdraw from the University temporarily, normally on health or personal grounds. Requests for a period of temporary withdrawal, supported by medical evidence if appropriate, should be made initially to the Head of Department and then to the Academic Office.

(b) A student enrolled on a Degree Apprenticeship may only be withdrawn temporarily from the University or a course of study when this request is received from the employer of the apprentice.

6. A student will not normally be allowed to withdraw temporarily for more than two consecutive years, or for more than a total of two years over the duration of a course.

7. Students are not permitted to attend classes either formally or informally during a period of temporary withdrawal or resit without residence. However, to help students prepare for their return to study or sitting examinations access to University IT facilities and the Library will normally continue during a period of temporary withdrawal or resit without residence.

8. Return to the University following a period of temporary withdrawal may be subject to conditions. Any conditions will be set out when the request to withdraw temporarily is approved. If these conditions have not been met at the point of return to the University, the student will not be allowed to re-enrol without the written agreement of the Academic Registrar.

9. Students registered for some part-time taught courses may be permitted to suspend their studies, if this is set out under the relevant Course Regulations. In this instance, a student may request a suspension for a period of up to twelve months. The maximum consecutive period of suspension will normally be three years. The maximum period of registration set out within the Course Regulations will apply. This provision should not be used in cases where a student wishes to seek temporary withdrawal on health or personal grounds, when the procedure set out in point 36.1.5 should be followed.

Voluntary Year Out for work experience

10. A student may make a request to take a voluntary year out for work experience, following guidelines for the Voluntary Year Out Scheme available from the Academic Office (https://warwick.ac.uk/services/academicoffice/studentrecords/students/vyo/). These requests are considered by the Academic Registrar and Pro-Vice-Chancellor (Teaching and Learning) on behalf of the Senate. If a request is approved, the student will be granted registered student status for this period. Unfortunately, this option is not available to Tier 4 students due to the fact that the Home Office will only permit a student to undertake a work placement if it is an integral and assessed part of the course for which the Tier 4 students is being sponsored.

Sabbatical officers

11. A full-time student elected to a sabbatical office in the Students’ Union may be granted leave of absence from their course, subject to approval by the Senate. A student may only be granted leave of absence on three separate occasions and for no more than two consecutive years.

12. The Senate may confer registered student status on students who have completed their course of study and have been elected to sabbatical office in the Students’ Union.

13. A student who is required to withdraw after election to a sabbatical office in the Students’ Union shall not be permitted to take up or continue any sabbatical office.

Requirement to withdraw

14. The University may require a student to withdraw either temporarily or permanently, through the procedures set out in University Regulations.

36.2 Satisfactory progress, attendance and completion of work

This section sets out general requirements and expectations in terms of progress, attendance and the completion of work. Further detail and requirements for courses of study is provided by departments.

Boards of Examiners and student progress

A student’s formal progress through an undergraduate or taught postgraduate course is determined by the Board of Examiners for the course in line with the relevant University Regulation. In cases where a Board of Examiners decides to require a student to withdraw, to award no qualification or to award a lower qualification than that for which a student is registered, the student has a right of appeal as set out in the Regulation for the course in question.

Information on course requirements

At the start of an academic year, each department provides students with information on the courses for which it is responsible. This will include information on classes, assessment, monitoring processes and any other requirements for students. This will include details of monitoring points identified by departments for each course.

Information on absence

The department will also provide details of procedures to be followed if a student is absent from classes and information on any penalties that may be imposed if a student fails to submit work required, submits work late or fails to attend classes without a reasonable explanation.

1. Students are expected to engage fully with their course of study, take responsibility for their own learning and co-operate with their department and wider University as members of the University community. Students must comply with the requirements for their course as set out by the department.

2. Students are expected to inform departments of any health problems, changes in circumstances or other difficulties that may affect their progress. If a student fails to inform the department, these circumstances cannot be taken into account.

3. Students may be required by the Head of Department to meet with staff in the department. Students may also be required to meet with administrative staff in the wider University.

4. If a student’s progress or behaviour persistently fails to meet the expectations set out in this Regulation and departmental course requirements, the Head of Department may recommend to a Continuation of Registration Committee that the student be required to withdraw (under section 36.4.4).

36.3 Penalties for late submission or failure to attend classes

This section sets out penalties that may be imposed if a student submits work late or does not attend classes.

1. Students are required to submit all assessed work by 12 noon (mid-day) on a University working day and departments are required to inform students of the submission deadline in module information published via Tabula, websites or other relevant module information.

2. Heads of Departments may impose the penalties set out below for late submission of assessed work or failure to attend classes. If additional coursework or examination is required this will contribute to the student’s mark for that module, as determined by the Head of Department and module leader.

(a) For late submission, if no formal extension has been granted, a reduction in marks of 5 percentage points per working day for undergraduate students and postgraduate students should be imposed. A day is counted as a 24 hour period counting from the original published deadline. Penalties only accrue on University working days (not on weekends and public holidays). Pieces of work with a credit value less than or equal to 2 CATS are exempt from this policy. Alternatively a Head of Department might require a student to submit additional coursework or sit an additional examination.

(b) For failure to attend classes a requirement to submit additional coursework or sit an additional examination.

3. Before determining a penalty for failure to attend classes, the Head of Department will consult the module leader, the personal tutor of the student concerned and the departmental senior tutor. The student will be given 10 University working days from notification to present their case to the Head of Department. The decision of the Head of Department is final and the student will be notified in writing.

4.In addition to the sanctions within departments, if a student is absent from classes for a period of at least five weeks or misses eight departmental monitoring points, the Academic Registrar may require the student to withdraw (under section 36.4.1). A student may appeal against this decision under section 5 of this Regulation, unless there is clear evidence that the student has breached the terms of their immigration permission.

36.4 Grounds and procedure for requiring a student to withdraw temporarily or permanently

This section sets out the grounds on which a student may be required to withdraw and the procedure to be followed. A student has a right of appeal, under section 5 of this Regulation, unless there is clear evidence that the student has breached the terms of their immigration permission.

Under the University’s Ordinances, the Vice-Chancellor may also suspend any student or exclude them from the University without notice. This provision is intended to protect members of the University and the University’s reputation.

Unexplained absence and failure to enrol

1. The Academic Registrar may require a student to withdraw under points 36.1.2 or 36.3.3 in the following circumstances:

(a) If a student fails to enrol within the timeframe stated in 36.1.2.

(b) If a student is absent from classes for five weeks without a reasonable explanation or excuse.

(c) If a student misses eight departmental monitoring points without a reasonable explanation or excuse.

Immigration requirements

2. Students who are non-UK/EEA nationals must hold acceptable UK immigration permission at all times during their period of enrolment at the University. The aforementioned immigration permission must remain valid and of a type which is appropriate for the course of study pursued. If satisfactory original evidence of this UK immigration permission is not presented to the University when required, for example, before enrolment or re-enrolment or at any point at which it is extended or replaced with alternative permission, the Academic Registrar may require the student to withdraw temporarily or permanently. Immigration permission pertains to both a visa and a passport.

3. Where a student is found to have failed to comply with their responsibilities as a Tier 4 student, breached the conditions of their immigration permission or failed to act in accordance with UK Law, the University reserves the right to use its discretion to withdraw existing Tier 4 sponsorship from a student, or refuse to sponsor a student. Likewise, where a student does not meet the requirements to apply for a Tier 4 visa successfully, such as where insufficient funds are available or where the student will exceed the study time limit imposed by UK immigration law, the University reserves the right to refuse to sponsor a student under Tier 4.

Fraudulent information within an application or failure to meet entry requirements within a period of provisional enrolment

4. This procedure should be used if evidence arises that was not available at the point of admission to the University of the inclusion of fraudulent information within an application made by a student who is already enrolled (as set out in the Regulation on Admission to the University (6.3(3)(d)), or if a student fails to meet entry requirements by the deadline set out at enrolment (under section 36.1.3).

(a) The Academic Registrar will advise the student in writing that a recommendation that the student should be required to withdraw is likely to be made. The student should be given the opportunity to make their case in person or in writing within 10 University working days of notification.

(b) The Academic Registrar will consider the student’s explanation and may recommend to the Chair of the Committee on Admission of Students to Courses of Study that the student be required to withdraw.

(c) The Committee on Admission of Students to Courses of Study, appointed in line with Regulation 6.3(4)(a) will consider the case, in line with the Procedures for Committees dealing with student cases.

(d) The Committee may either uphold the recommendation requiring the student to withdraw or reject the recommendation. If the Chair rejects the recommendation, the student will be allowed to continue unless the student is registered on a professional course covered by Regulation 34 on Fitness to Practise. In this case the Chair should consult the Head of the relevant department to determine whether a Fitness to Practise Committee should be convened to consider the case.

(e) If the Committee upholds the recommendation requiring the student to withdraw, the student has a right of appeal under Section 5 of this Regulation, unless there is clear evidence that the student has breached the terms of their immigration permission.

Concern over attendance, progress, capacity to study, behaviour and re-admission following temporary withdrawal

5. A Head of Department or the Registrar may recommend to a Continuation of Registration Committee that a student be required to withdraw either temporarily or permanently on the grounds set out below. In all cases, the student should be advised in writing that a recommendation is likely to be made. The student should be given the opportunity to make their case in person or in writing within 10 University working days of notification.

Concern over attendance or progress

(a) If a student’s attendance or progress is unsatisfactory, the Head of Department may recommend to a Continuation of Registration Committee that the student be required to withdraw.

Concern over capacity to study

(b) If a student’s health or personal circumstances are preventing them from continuing effectively with their course, the Head of Department or the Registrar may recommend to a Continuation of Registration Committee that the student be required to withdraw. In an emergency, if a student is unable to continue with the course, the Registrar may require the student to withdraw immediately on a temporary basis, pending a recommendation to a Continuation of Registration Committee.

Concern over behaviour

(c) The University seeks to maintain a safe, positive and productive learning and living environment and to support the wellbeing of all members of the University community. The University has a Fitness to Attend Protocol (https://warwick.ac.uk/services/supportservices/fitnesstoattend) for supporting students displaying unacceptable behaviour as a result of physical, mental health, personality or other conditions which may or may not have a formal diagnosis. It is not reasonable, however, for inappropriate behaviour by those with such conditions to persistently and negatively impact on the wellbeing of other students and staff. The Fitness to Attend Protocol has three stages with the point of entry depending on the level of concern or urgency of the particular situation. If a situation cannot be resolved by early intervention at stages 1 or 2, or if these stages are not appropriate, the member of staff responsible for Student Support Services (or their nominee) will in stage 3 refer the case to the Registrar to consider whether the case should be considered under (d) below or via an alternative route as appropriate.

(d) If a student repeatedly behaves in a way that is unreasonable or inappropriate, the Registrar or Head of Department may recommend to a Continuation of Registration Committee that they be required to withdraw. If a student’s behaviour constitutes an offence under the Disciplinary Regulations, then the matter may be considered under the Disciplinary Regulations, either as an alternative to the Continuation of Registration process or alongside it.

Re-admission following temporary withdrawal

(e) If there is reasonable concern about the readmission of a student to the University as a result of information which becomes available during a period of temporary withdrawal the Academic Registrar may ask a Continuation of Registration Committee to consider whether or not the student should be permitted to re-enrol. This might apply if evidence becomes available regarding illegal activities or a clear risk of involvement in illegal activities.

Fitness to Practise

6. For students registered on the programmes listed in Appendix A of Regulation 34 (Fitness to Practise), the Head of Department may recommend that a case be referred to a Fitness to Practise Committee instead of or in addition to the Continuation of Registration Committee, in line with the University’s Fitness to Practise Regulations.

Constitution of Continuation of Registration Committees

7. A Continuation of Registration Committee shall be appointed by the Vice-Chancellor to consider any recommendations that a student be required to withdraw made under point 36.4.5 of this Regulation.

8. (a) The Committee shall have three members, drawn from a panel appointed by the Senate. The Committee should not include any member of the student’s department or any other member of staff involved in the teaching or supervision of the student.

(b) A Preliminary Review Panel (PRP) for an appeal shall have two members, drawn from the panel appointed by the Senate in 36.4.8(a) and should not include any member of the student’s department or any other member of staff involved in the teaching or supervision of the student, or who served on the original hearing.

(c) An Appeals Committee shall have three members, drawn from the panel appointed by the Senate in 36.4.8(a) and should not include any member of the student’s department or any other member of staff involved in the teaching or supervision of the student, or involved at the original hearing or PRP.

9. The panel appointed by the Senate will include the Chairs of the Faculty Education Committees of the Boards of the Faculties, the Chair of the Committee on Admission of Students to Courses of Study and up to 21 other members of academic staff, including at least one member of staff involved in the four-year MBChB.

10. A Continuation of Registration Committee may make the following decisions.

(a) To require the student to withdraw permanently from the University.

(b) To require the student to withdraw temporarily, in which case the Committee should determine the period of withdrawal and set out any conditions relating to the student’s return to the University.

(c) To allow the student to continue at the University.

(d) To allow the student to continue at the University, subject to any conditions relating to the student’s continued enrolment.

11. The student will be given at least 10 University working days’ notice of the date of the Continuation of Registration Committee.

12. The Continuation of Registration Committee may take evidence from the Head of Department (or their authorised deputy), other departmental representatives (including chairs of boards of examiners if relevant) and others as it deems appropriate. The Head of Department, or their authorised deputy, must be available when the case is being considered to advise the Committee on departmental procedures.

Failure to submit a research thesis

13. The Academic Registrar may require a student registered for a research degree to withdraw if they fail to submit their thesis by the end of the period of study (as set out in University Regulation 38.3 Governing Research Degrees)

Termination of Degree Apprentice contract of employment

14. Subject to Degree Apprenticeship funding rules, the University may require a student registered on a Degree Apprenticeship to withdraw where the employer has notified the University that the apprentice’s contract of employment has been terminated.

36.5 Procedure for appealing against a requirement to withdraw

Grounds for appeal

1.If a Continuation of Registration Committee or the Committee on the Admission of Students to Courses of Study requires a student to withdraw temporarily or permanently, the student has a right of appeal within 10 University working days of notification unless there is clear evidence that the student has breached the terms of their immigration permission. Appeals may be made on the following grounds:

(a) A procedural irregularity or unfair discrimination in the conduct of the Committee.

(b) That relevant evidence has become available which the student was unable to present to the Committee. In this instance, the student is required to explain why the evidence was not available earlier.

2. Students who are required to withdraw under points 36.4.1, 36.4.2, or 36.4.13 of this Regulation also have a right to appeal within 10 University working days of notification unless there is clear evidence that the student has breached the terms of their immigration permission. Appeals may be made on the following grounds:

(a) Procedural irregularity or unfair discrimination in the decision to require the student to withdraw.

(b) That relevant evidence has become available which the student was unable to present previously. In this instance, the student is required to explain why the evidence was not available earlier.

Preliminary Review Panel stage

3. An appeal will first be considered by a Preliminary Review Panel. The Preliminary Review Panel will be constituted under the Regulation relevant to the student’s course of study.

4. The Preliminary Review Panel will consider whether an appellant has brought his or her appeal within the grounds as set out in 36.5.1 or 36.5.2 above and may also consider the substance and merits of the case and whether the factors advanced by the appellant would have had relevance at the time of the Continuation of Registration Committee.

5. The Preliminary Review Panel must reject an appeal if it decides that:

(a) The student has not put forward any grounds for appeal, as allowed in Section 36.5.1 or 36.5.2.

(b) For appeals on the basis that relevant evidence has become available which the student was not able to present previously, the student has not put forward an explanation for the lack of availability of this evidence when the original decision was made to require the student to withdraw.

6. Where the Preliminary Review Panel considers that the evidence constitutes grounds for an appeal, the case will be referred to an Appeals Committee, constituted under the Regulations relevant to the student’s course of study.

7. The student and department will be notified of the reasons for the Preliminary Review Panel’s decision.

Appeals Committee stage

8. The student will be given at least 10 University working days’ notice of the date of the Continuation of Registration Appeals Committee.

9. The Continuation of Registration Appeals Committee may take evidence from the Head of Department (or their authorised deputy), other departmental representatives (including chairs of boards of examiners if relevant) and others as it deems appropriate. The Head of Department, or their authorised deputy, must be available when the case is being considered to advise the Committee on departmental procedures.

10. An Appeals Committee may make the decisions set out below. The decision of the Appeals Committee is final.

(a) To reject the appeal, thus confirming the decision to require the student to withdraw permanently or temporarily. In the case of temporary withdrawal, an Appeals Committee may set out any conditions relating to the student’s return to the University.

(b) To uphold the appeal, thus allowing the student to continue at the University. An Appeals Committee may also put in place any conditions for the student’s continued enrolment that it deems appropriate.