Enrolment and Registration Policy

Contents

Introduction and Scope
Enrolling with the University
Identity Check
Module Registration
Changing Course
Attendance and Engagement
Withdrawing from a Course
Interrupting Studies

Introduction and Scope

1. This policy outlines University of Gloucestershire’s intent regarding student enrolment, module registration and the on-going maintenance of a student’s record. It is applicable to all students enrolling with the University from 1 August 2023.

2. The term ‘student’ (you) includes any individual eligible to participate in a University of Gloucestershire course, including those undertaking placements or exchanges, where delivery maybe on-campus, at an off-site venue, at a partner institution, or remotely via distance learning or online delivery.

Enrolling with the University

3. You must enrol at the beginning of the course and annually thereafter as notified by the University. You will not be able to enrol with the University if you:

• i. Are a debtor to the University of Gloucestershire
• ii. Are found to have provided false or inaccurate information at application
• iii. Have not completed the requirements stipulated by a study visa
• iv. Are under investigation under another University policy
• v. Are under investigation by the police or another authority for a matter that is not compatible with being a student of the University

4. You must enrol and pay tuition fees within 14 calendar days of the start of your course. If you are not enrolled without good cause you will lose access to the University’s facilities and will be withdrawn from your programme.

Identity Check

5. You are required to have your identity confirmed within 14 calendar days of the start of your course.

6. The accepted ID documents for UK students include a current and signed passport, driving licence or birth certificate (UK birth certificate issued within 12 months of the date of birth). For non-UK students a full and current passport is required.

7. Good quality images of these documents must be upload as requested, where details (such as date of birth) are clearly visible and photographs are recent and a good likeness of you.  Poor quality images will be rejected.

8. If you do not satisfactorily complete an Identity Check you cannot remain enrolled on a University of Gloucestershire programme and will be withdrawn from your course.

Module Registration

9. You must register on the correct number of module credits within 14 calendar days of the start of your course. For full-time Undergraduates this typically means taking 120 credits a year and for full-time Masters students 120-180 credits (pro-rata for part-time students):

		Credits per academic year
Mode of Study	Standard Undergraduate	Fast-track Undergraduate	Masters
Full-time: Maximum(1)	150	210	180
Full-time: Minimum(1)	90(2)	180	90(2)
Part-time: Maximum	90	n/a	90(3)
Part-time: Minimum	15	n/a	15(3)

10. It is not normally possible to join or de-register from a module more than 14 calendar days after the module’s first timetabled activity.

11. You will be assessed according to published assessment criteria for all modules on which you are registered, unless:
a. A request to withdraw from a module due to extenuating circumstances is approved^**
b. A request to ‘Restart’ a programme is approved^**

^** Student will remain registered on all modules and may by liable for fees according to the relevant Tuition Fees Policy. However, in the circumstances outlined, modules will not be considered in future progression decisions or award outcomes.

Changing Course

12. It may be possible to change your course of study if you have determined that your original course is no longer suitable. Opportunities to make such a change will be considered on a case-by-case basis and are constrained by course entry requirements, the availability and capacity of modules, restrictions on any study-visas, whether you meet the entry requirements for the new course and the timing of the request.

13. There may be significant academic and financial consequences in changing course, as well as leave-to-remain implications for students studying under a visa.  It is your responsibility to ensure that you understand the implications of changing course.

14. Course changes that require a change of module registrations must be approved within 14 calendar days of the start of the course.

attendance and engagement

15. The University’s expectations in relation to engagement attendance are described in the Engagement and Attendance Policy which also describes the consequences for students who are not meeting requirements.

16. Your continued enrolment depends on your engagement with the course and attendance at learning opportunities.

Withdrawal from a course

17. Students may wish to permanently leave their course (withdraw), or may be withdrawn by the University.

18. If you are considering withdrawing from your course you should seek advice from the Student Helpzone before committing. In particular you should receive guidance on the financial implications of leaving the course, and especially on any student loans and tuition fee liability (see the University’s Tuition Fee Policy for details). 

19. The University may withdraw you from your course in the following circumstances:

• i. where there is evidence that you are not in attendance or fully engaged with your studies;
• ii. as the result of being in tuition-fee debt to the University**;
• iii. as a result of disciplinary action by the University;
• iv. as a result of academic failure or failure to meet the requirements of the course;
• v. as a result of a breach in the Student Contract or one of the policies referred to in the Contract;
• vi. as a result of the failure to complete the Identity Check requirements or to enrol on your course within the stipulated time;
• vii. for students studying under a visa, as a result your immigration status becoming invalid.

** No student with debt can progress to the next stage or year of their course, receive an award, be considered for further qualifications or be given a reference from the University without prior approval from the Financial Operations Manager.

Once your fees become overdue, you will be sent statements and reminder letters.  Failure to pay your fees or arrange alternative appropriate payment arrangements with the Income Team will result in your access to learning resources (Moodle) being restricted and you will subsequently be withdrawn from your course. Following this your debt will be referred to the University debt chasing agents.  Such referrals will also incur Legal Recovery Costs and interest, which are also payable by you.

Students who are debtors to the University and studying under a Student Visa will not be confirmed as eligible for the Graduate Route Visa.

20. Following your withdrawal, you will lose access to the University’s services and facilities (e.g. teaching, assessment marking, student support and wellbeing services, IT services/library) including the University email and cloud storage facilities. Important documents should be backed-up outside the University network within 48hrs of a withdrawal confirmation.

Interrupting Studies

21. You may request to interrupt (pause) your studies on a temporary basis. An Interruption of Studies is not an automatic right and each request will be reviewed on a case-by-case basis:

• i. An interruption will be for a defined period (normally no longer than one academic year) which still counts toward the maximum period of registration;
• ii. An interruption will usually coincide with natural breaks in the academic year or course delivery and the anticipated date of return must be established in accordance with this;
• iii. Incomplete modules caused by an interruption will be recorded as ‘fail’ and will count toward future progression decisions unless:
  • a) The student interrupts their studies within two weeks of the module’s first scheduled activity
  • b) The interruption is caused by extenuating circumstances which have been approved by the University.

22. An interruption will not normally be approved for courses phasing-out.

23. An interruption will not normally be approved where a course is subject to curriculum amendment during the period of interruption and it is considered that that a student’s ability to resume their studies will be affected.

24. You may be required by the University to Interrupt your studies as a result of an investigation under the Student Disciplinary Procedure or, under the Professional Suitability and Fitness to Practice Procedures.