Break in Studies Procedures

The School understands that students may encounter exceptional circumstances which require them to take a break from their studies; these Procedures provide information on how this process is managed.

Break in Studies Procedures

1. Background
2. Grounds for Break in Studies
3. Process for Applying for Break in Studies
4. Process for finalising a Break in Studies
5. Process for Returning to Study
6. Break in Studies Required by the School

1. Background

1.1 The Break in Studies Procedures exists to allow students and research candidates (the generic term ‘student’ is used throughout these Procedures) an extended break from the School where such a break will enable them to resolve circumstances that have impacted on their ability to fully engage with their studies. It is only used in the most exceptional of circumstances, as defined below.

1.2 The terms ‘Break in Studies’ and ‘suspension’ are used interchangeably throughout these Procedures.

1.3 Suspension may also be used by the School to require a student to take a break from their studies, but this will only be done in very particular and formal circumstances, such as in relation to a disciplinary case.

1.4 Suspension is a formal process that is managed by the Programmes Office.

1.5 The School endeavours at all times to provide the best learning experience for our students and we recognise that sometimes it becomes impossible for a student to continue to properly engage with their studies through no fault of their own – this policy exists to provide a means for a student to take some ‘time out’ during any such exceptional circumstances.

1.6 Suspension is a formal process designed to deal with a single, extended and normally unexpected need to be absent from study. Where a student’s situation is particularly complicated or long term in nature, it is not appropriate to use these Procedures and the School will make a more detailed investigation with the student into the particular set of circumstances, so that appropriate support arrangements could be put in place on a case- by-case basis. In some cases it will be in the student’s best interests to withdraw from their studies altogether and reapply to join the programme again at a later date – in such circumstances it may be possible for the student to rejoin at the beginning of the year of study in which they withdrew.

1.7 Suspension is not normally available to undergraduate students in their first year of study (except for those students with specific needs who have a Reasonable Adjustments Plan (RAP) in place, for whom such requests will be considered on a case-by-case basis to determine whether a Break in Studies would be a reasonable and supportive adjustment); the School believes that anyone needing to take a break from their studies at this early stage of a three-year programme is better served by withdrawing and then reapplying to join a new cohort at the beginning of the programme when they are able to fully engage with their studies. Any student in this situation should consult with their academic tutors and/or the Student Advice Service for further help and advice.

2. Grounds for Break in Studies

2.1 A student may request an extended leave of absence from their programme of study by approaching a member of staff in the Programmes Office (appointments can be made via email); evidence must be provided of the grounds on which the suspension is being requested. A Break in Studies will only be granted in the most exceptional circumstances, according to the following criteria:

• it must be on the basis of an unforeseen, unforeseeable and/or unpreventable change in a student’s individual circumstances (where a student has disclosed a disability, a Break in Studies may form part of the reasonable adjustments being offered and therefore such a student would be exempt from this clause;
• the required length of absence from studies must be longer than that which could be accommodated by other means;
• an intended date of return must be agreed that is achievable by the student and appropriate to both the student and the programme;
• it cannot be granted to address academic failure unrelated to other circumstances.

2.2 It is recognised that there are many different factors that may influence an individual’s decision to request a Break in Studies and the criteria are therefore necessarily broad – each request is considered entirely on its own merits and is treated in complete confidence by all those involved. Students may wish to discuss their situation with their Programme Leader (or Year/Pathway/Strand Tutor, or research supervisor in the case of research candidates) and the Student Advice Service prior to starting the formal process of suspension; the Programmes Office will, in any case, consult with these persons as a part of processing a request for a Break in Studies.

2.3 Except in the case of research candidates, where it might be relevant to or form a part of their research activity, a Break in Studies will not normally be granted for paid or voluntary employment opportunities.

3. Process for Applying for Break in Studies

3.1 All formal requests for suspension should be preceded by informal discussions with the School’s academic and support staff to ensure that all alternative avenues to avoid a Break in Studies have been fully explored.

3.2 The process of making a formal request for suspension is set out in the Student Handbook. In order to submit a formal request for suspension, a student must ensure that they conform to the grounds given above. It is also a requirement that supporting evidence is provided to corroborate the grounds cited for the request (e.g. a medical certificate where the request relates to illness). It is not normally possible for the School to grant a Break in Studies without supporting evidence being provided, although in exceptional circumstances testimony from a personal tutor or research supervisor would be permissible in lieu of such documentation. This form and the supporting evidence should then be submitted to the Programmes Office Manager, who might invite the student to attend a meeting of the Break in Studies Panel. The Break in Studies Panel will be chaired by the Programmes Office Manager and may include the Programme Leader (or Year/Pathway/Strand Tutor, or research supervisor), the relevant Programmes Officer (or the Head of Research Services for research candidates) and a member of the staff of the Student Advice Service or Neuro-Inclusion and Disability Service (as appropriate). The Academic Registrar (or their deputy) may also attend the meeting at the request of the Programmes Office Manager and will act as Chair if the Programmes Office Manager is not available. If a student is unable to attend a scheduled Break in Studies Panel, it will normally meet in their absence.

3.3 The purpose of the Break in Studies Panel is to:

• consider the grounds for the Break in Studies request;
• discuss the academic and practical consequences of suspension with the student;
• ensure the best possible opportunity for the student to successfully continue in their studies.

3.4 The Break in Studies Panel will result in a decision being made about the Break in Studies request. If the School does not consider that the request meets the grounds given above, then it will be declined and the student will be expected to continue with their studies. This decision is final and there is no right of appeal (the nature of the circumstances that lead to a formal request for a Break in Studies being made do not properly allow for an extended process of appeal, as this risks negatively impacting on the student’s academic progress and personal circumstances).

3.5 If a request for a Break in Studies is successful, then the student will be permitted to temporarily discontinue their studies until the agreed return date.

3.6 The return date will be agreed with the student to enable the circumstances of the suspension to be addressed fully and to provide the most suitable re-entry point back into their programme. This will normally be the day following the date of suspension, one year later; the minimum period of time that a research candidate can take a break in their studies for is one term, and they will normally be required to resume their studies on the first day of the term in which they are returning. However, the Break in Studies Panel will make a judgement based on the circumstances of the suspension and the nature of the particular programme. The maximum period of any single suspension, or any combination of suspensions, is two years for students on taught programmes, and one year for students on research programmes.

3.7 By undertaking a Break in Studies, a student accepts that amendments may be made to the programme curriculum and/or regulations during the period of absence and agrees to abide by any such changes. Amendments to the curriculum will be discussed at the Returner’s Interview. In exceptional circumstances a programme may be suspended or closed during the period of suspension, in which case the measures outlined in the School’s Student Protection Plan will be applied.

3.8 A date for a Returner’s Interview with the Break in Studies Panel will also be agreed, which will normally be approximately 2-6 weeks before the agreed return date. It is the responsibility of the student to note these dates and to ensure that they are met.

3.9 Where a student does not contact the School to undertake their Returner’s Interview, or subsequently does not return to their studies on the agreed date, they will automatically forfeit their place at the School and will be deemed to have permanently withdrawn.

4. Process for finalising a Break in Studies

4.1 The Break in Studies Panel will provide the final sign off of a student’s Break in Studies (alternative arrangements will be made for those students who have already departed or are otherwise unable to attend in person).

4.2 It should be noted that the last date of attendance is normally the date of suspension, and therefore the final date that formal student status is held. By this date the student must have returned all library and equipment loans (including those from the University of London library) and have copied all electronic files from their email and network accounts. The School is not responsible for any loss of data caused by a student not copying their electronic files off the network prior to completing their Break in Studies.

4.3 Following sign-off of the Break in Studies, the student’s School ID will be deactivated. The Student Loans Company and other relevant statutory and/or financial bodies will be informed. The student will be required to provide contact details to cover the period of their suspension. The student will then start their Break in Studies, effective from the date agreed at the Break in Studies Panel. Advice on the financial consequences of taking a suspension must be sought from the School, as these can vary depending on the individual circumstances. To undertake a Break in Studies students must normally be up-to-date with their tuition fee payments for the academic year. Students undertaking a Break in Studies will normally return to the programme at an equivalent point the following year and be charged the difference in published tuition fees between the academic years in which they begin the break and in which they return, and any unpaid fees. If a student returns to study at an earlier point in the following year to repeat part of their programme, then they will normally be charged for that repeated tuition. The amount of fees due for a student’s return to study will be noted on their Break in Studies form and will be payable in advance of their return date. Students who do not return from a Break in Studies and permanently withdraw will receive a proportionate refund of tuition fees they have paid, in line with the School’s terms and conditions.

4.4 From the date of suspension until the intended date of return, the student will not be permitted, or required, to undertake any formal study. Informal arrangements that support a student’s return to studies may be made with the Programme Leader (or Year/Pathway/Strand Tutor, or research supervisor in the case of research candidates) upon request, but these will not include any form of assessment and must not be substantive in nature. A suspension will not be granted to a student who is able to continue engaging in their studies.

4.5 Students who have submitted assessments during the academic year up to the point of suspension shall receive marks awarded for those assessments already submitted. Mitigating Circumstances claims must be submitted if the student was unable to attend or submit assessments up to the point of suspension or if any assessments before suspension were affected by such circumstances. A Break in Studies will not normally be approved unless these mitigating circumstances are upheld by the Mitigating Circumstances Panel. However, the Chair of a Stage 2 or 3 Health, Wellbeing and Support for Study Procedures Panel may exceptionally recommend that a student is permitted to apply for a Break in Studies without first being required to submit a Mitigating Circumstances application for assessments affected by unpreventable and unforeseen health or wellbeing matters raised in the panel meeting.

5. Process for Returning to Study

5.1 On the agreed Returner’s Interview date a student must attend the interview (or undertake it by Teams/Zoom), which will be conducted by the Break in Studies Panel. The purpose of this interview is to assess the ability of the student to re-engage with their studies and the student will normally provide supporting evidence to demonstrate that the circumstances leading to the Break in Studies have now been resolved. If a student does not attend the interview, then they may be deemed to have permanently withdrawn – this is necessary because the School cannot indefinitely hold a place that could otherwise be filled by another student.

5.2 The outcome of the Returner’s Interview will be one of the following:

(i) where there are any doubts of a student’s ability to immediately reengage with their studies, a further suspension may be required (up to the maximum of two years in total for students on taught programmes, and one year for students on research programmes);

(ii) where there are serious doubts of a student’s ability to continue with their studies in the foreseeable future, they may be required to withdraw permanently;

(iii) where the student is able to demonstrate that they are ready to continue in their studies, they will be reinstated from the intended date of return.

5.3 Where a student does return to their studies, the Break in Studies Panel will complete the Returner’s Form, which will be passed to the Academic Records Office in order for their formal student status to be reinstated and all associated actions taken, including the return of their ID card; the relevant funding authority will also be notified.

6. Break in Studies Required by the School

6.1 If the School requires a student to take a Break in Studies, the relevant formal procedures will take precedence (e.g. the Student Disciplinary Procedures).