Regulation IX

Registration, Attendance and Engagement, Leave of Absence, Withdrawal and Transfer

(Version effective from 1 August 2025)

Scope of Regulation

1. This regulation shall apply to all students on taught programmes and to research students where specified in Regulation XXVI. The Academic Registrar may waive any of the requirements of this regulation in the case of individual students. Any such waiver shall be reported to the next meeting of Senate.

2. In this regulation:

  1. Dean of School shall be taken to include any nominee of the Dean of School agreed with the Academic Registrar.
  2. Academic Registrar shall be taken to include any nominee of the Academic Registrar.

3. For the purposes of student financial support legislation the relevant academic authority shall be deemed to be the Academic Registrar

Registration as a Student of the University

4. Students must register as students of the University by a date prescribed by the Academic Registrar:

  1. At the start of their programme before registering on any modules.
  2. Subsequently at the beginning of each academic year if they are taking a taught programme and normally on the anniversary of their initial start date if taking a research programme.

Credit Transfer

5. The Academic Registrar, on the recommendation of the Dean of School, may permit credit transfer or exemption from part of a programme of study for new entrants holding credit from another Higher Education Institution. In such cases entrants will normally be permitted to transfer no more than one third of the credit required for the Loughborough University award, and only Loughborough University Module Marks will be used in determining the average mark for each Part and the Programme Mark.

6. Where students transfer between programmes in accordance with paragraph 7 hereof, the Dean of School responsible for the new programme must approve any element of credit transfer and shall determine:

  1. which if any Module Marks are to be carried forward from the original programme to the new programme for the purposes of Regulation XX or Regulation XXI, and
  2. whether a waiver of programme regulations is required.

Transfer Between Programmes

7. Students seeking to transfer programme must first obtain permission, in writing using the appropriate form, from the Dean of School responsible for the intended new programme.

Such permission may also be deemed as authorisation for the student to take leave of absence, if appropriate, in accordance with the requirements of paragraph 32 hereof.

8. Students must inform the Dean of their current School of the intended transfer of programme, although there shall be no requirement for approval from the current School.

9. Before permission to transfer is given, both the student and the Dean of School responsible for the programme to which they seek to transfer shall give due consideration to the student's ability to meet the requirements of that programme.

10. The effective transfer date shall be the later of:

  1. the date on which the Academic Registry receives formal notification of transfer from the student.
  2. the date indicated on the transfer form.

In exceptional cases, the Academic Registrar may permit the effective transfer date to be backdated.

Postgraduate Credit Accumulation by Module

11. Students may be permitted to register on and be assessed in postgraduate modules and to accumulate modular credit without being registered on a specific programme or subjected to the requirements of Programme Regulations. Such students shall hereinafter be referred to as Continuing Professional Development students.

12. Where a Continuing Professional Development student has accumulated credit, this credit may be considered under any of the University’s Programme Regulations subject to the following considerations:

  1. Any Module Assessments which can be taken into account for a particular programme must be taken into account for that programme.
  2. The time limits outlined in paragraph 8 of Regulation XXI and in Programme Regulations will commence from the date of the student's registration on the first module that can be taken into account.

Module Registration

13. Students are required to register for modules which they are taking a particular year by a date prescribed by the Academic Registrar.

Late Registration and Failure to Register

14. Students who fail to register by the deadlines prescribed in paragraphs 4 or 13 hereof may be deemed to have abandoned their studies. The Academic Registrar may permit late registration for individual students and in such cases may require payment of a late registration fee.

Attendance Requirements and Failure to Engage

15. Students are required to attend in person and engage with scheduled teaching sessions and assessments for their programme of study (whether on or off campus) in accordance with the University’s attendance and engagement policy and any specific requirements for their programme. If a student is unable to attend or engage for a valid reason (e.g. illness or injury, bereavement etc.) they must notify their Academic School in writing before the start of the scheduled teaching session unless the nature of the issue means it is not possible for them to do so, in which case they should inform their Academic School of the reason for their absence at the earliest opportunity.

16. If a student is absent from a timetabled session in which work is assessed, a mark of zero will be awarded for the relevant session, and this zero mark will be used in determining the Module Mark.

17. If a student is absent from a timetabled session in which work undertaken is integral to the assessment process (for example, where the session involves the collection of data in a laboratory or fieldwork activity that will form the basis of a piece of assessed coursework), a reduced mark will be awarded for the relevant assessment. If failure to engage with the session results in a student being unable to submit coursework which is their own, then a mark of zero for the coursework will be awarded.

18. Where timetabled sessions are assessed (paragraph 16 hereof), integral to the assessment process (paragraph 17 hereof) or attendance and engagement is necessary to guarantee future access to facilities (paragraph 20 hereof), students absent for good cause should submit a claim for mitigating circumstances in accordance with the provisions of Regulation XVII.

19. Students will be made aware of:

  1. The attendance and engagement records which are kept by the University and by the School/Department in relation to timetabled sessions, and for what purpose;
  2. When work in a timetabled session will contribute to the module assessment.

20. Where students must experience a timetabled session at first hand in the interests of their own, or others’, health and safety, students may be banned from the use of equipment or laboratories until they have completed the necessary training.
Such a restriction on access to facilities will not be accepted as cause for a claim of mitigating circumstances at a later date unless the reason for missing the essential session is accepted as a valid mitigating circumstances claim.

21. Where a School/Department considers that the absence of an individual student is detrimental to a session as a learning experience for the students who do engage, that student’s mark shall not be reduced for that reason. Students shall not be penalised for non-engagement at any timetabled session by reducing marks except in the circumstances described in paragraphs 16 and 17 hereof.

Termination of Studies for Failure to Engage

22. Where a student is failing to engage satisfactorily with their programme of study as defined in the University’s attendance and engagement policy or in relation to the specific requirements of their programme, the Dean of School may send a formal written warning to the student setting out the actions required of the student for adequate engagement.

23. If the student's engagement remains unsatisfactory, the Dean of School shall inform the Academic Registrar.

24. The Academic Registrar may write to the student advising that if they do not contact the School/Department within 10 working days with a view to agreeing arrangements for satisfactory engagement, the student shall be deemed to have abandoned their studies and the student's registration will be terminated.

25. If the student contacts the School/Department within 10 working days, they will be given a final opportunity to establish engagement in accordance with the attendance and engagement policy and to the satisfaction of the Dean of School. Where a student fails to adhere to the requirements for satisfactory engagement, the Dean of School may inform the Academic Registrar who will arrange for the student's registration to be terminated with immediate effect.

Termination of Studies for Fraud during Admissions Process

26. Where evidence comes to light after the registration of a student, that the decision to offer them a place at the University was based on fraudulent information provided during the admissions process, the Academic Registrar may terminate the student’s registration with immediate effect.

Appeals Against Termination of Studies for Failure to Engage or for Fraud during Admissions Process or for Failure to Return from Leave of Absence

27. The student will be informed in writing of any decision to terminate their studies under paragraphs 24, 25 or 26 above or 33 below. Reasons will be given for the termination of studies. The student will be given the right to appeal against the decision within 10 working days. In exceptional circumstances only (e.g. relating to the health or personal situation of the student), the Academic Registrar may permit appeals to be considered after the 10 working day time-limit has expired. Appeals may be made on the following grounds:

  1. that there are mitigating circumstances relating to ill health or personal difficulties which the student was not in a position to raise at an earlier stage;
  2. that the information held by the School/Department relating to the student's engagment is incomplete or inaccurate and the student was not in a position to correct this information at an earlier stage;
  3. that the information held by the University relating to the student's admission is incomplete or inaccurate and the student was not in a position to correct this information at an earlier stage;
  4. that there is evidence of prejudice or bias in the University's decision-making process.

28. The appeal should be submitted to the Academic Registrar in writing with supporting evidence. The Academic Registrar will appoint a member of staff who has no previous involvement with the case as their designated nominee for the following paragraphs.

29. The appeal shall be considered initially by the Dean of a School other than the student's own, who may take one of the following decisions:

  1. to dismiss the appeal where the case is not in accordance with the permitted grounds in paragraph 27 above and/or where the appeal is not supported by evidence. The student shall be given the reasons for the decision in writing. There shall be no further right of appeal against this decision;
  2. to refer the appeal for further consideration.

The student shall be informed in writing of the initial decision of the Dean, with reasons, within five working days of receipt of the complete appeal documentation from the student.

30. Appeals that are not dismissed under paragraph 29 (i) above shall be considered further in accordance with the following procedure (in the cases of admissions fraud, the relevant Admissions Office will normally be asked to comment rather than the student’s School):

  1. The Academic Registrar shall send the appeal documentation to the student’s School for written comment. The Academic Registrar’s nominee may also seek written comments on the appeal documentation from other sources; for example, from Student Wellbeing and Inclusivity.
  2. Where the School is supportive of the appeal, and where a decision to uphold the appeal would, in the judgement of the Academic Registrar’s nominee, be consistent with the precedents established in other cases, the Academic Registrar’s nominee may decide to uphold the appeal without recourse to the remaining provisions of this paragraph.
  3. The written comments on the appeal from the School and any other written comments obtained by the Academic Registrar’s nominee shall be made available to the student for written comment if the student so wishes. The Academic Registrar’s nominee may initiate further iterations of written submissions where they consider it necessary to seek clarification of any issues raised in the appeal.
  4. Appeals that are not upheld in accordance with paragraphs 30 (ii) above shall be considered further by the Dean considering the case under paragraph 29 above.
  5. The Dean may ask the Academic Registrar’s nominee to seek further information from the School and/or from other sources and/or from the student. Any further submissions from the School or from other sources shall be made available to the student for written comment if the student so wishes.
  6.  The Dean may take one of the following decisions:
    1. to dismiss the appeal, in which case the student shall be given the reasons for the decision in writing, and there shall be no further right of appeal against this decision;
    2. to uphold the appeal.

31. Where an appeal is upheld under paragraphs 30(ii) or 30(vi)(b) above:

  1. The student's registration shall be reinstated with or without a recommendation that the student be granted retrospective leave of absence.
  2. Conditions of reinstatement, and the consequences of the student failing to adhere to those conditions, may be specified. (Should subsequent failure to adhere to those conditions result in the termination of the student's studies, the student shall have a further right of appeal on the grounds detailed in paragraph 27 above.)

Leave of Absence

32.

  1. Students should apply to take Leave of Absence from their studies where they are unable to engage adequately in their programme for reasons beyond their control but they expect to be able to return to study within a limited timescale. Applications should be made to the relevant Dean of School in accordance with the published procedure and in advance of the intended period of Leave of Absence. The Dean of School will consider, in light of the reasons given by the student, whether Leave of Absence should be granted.
  2. Part-Time postgraduate taught students who do not intend to undertake any modules within the next academic year should contact their School Administrator to be placed on a Leave of Absence. Where a part-time postgraduate taught student has not made contact to be placed on Leave of Absence and has not registered for any modules for the upcoming academic year, they will be placed on a Leave of Absence for the year and informed of this action. Where such students fail to register for subsequent modules within four weeks of the academic year following the original leave of absence, they will be placed on a further Leave of Absence for the year and informed of the action. Where part-time postgraduate taught students do not return after two years consecutive Leave of Absence, action will be taken in line with paragraph 33 hereof.
  3. Leave of Absence shall normally be granted for no more than 12 months at a time and the maximum consecutive period of Leave of Absence shall normally be two years.
  4. In exceptional circumstances, the Academic Registrar may permit retrospective leave of absence on the recommendation of the Dean of School.
  5. Students intending to return to a different programme should apply to the Dean of their intended School for leave of absence.
  6. Any period of leave of absence will be discounted for the purposes of determining the length of study for Programme Regulations requirements only. The maximum time periods specified in paragraph 12 of Regulation XX and paragraph 8 of Regulation XXI will still apply.

33. Where a student who has taken Leave of Absence does not re-register with the University within two months of their expected return date, their studies will be terminated. They will have the right to appeal against this decision in accordance with paragraph 27 above.

34. In exceptional circumstances, the Academic Registrar may place a student on Leave of Absence, without receiving an application from the student, if the student is unable to engage adequately and/or or the continued study of the student is having a serious detrimental impact on the student and/or on other students or staff of the University. In such cases, the Academic Registrar will normally make the decision having considered a recommendation of the Director of Student Services and/or following application of the Fitness to Study procedure. The student will be informed in writing of the decision and the reasons for it.

35. Students have the right to appeal against the decision of the Academic Registrar under paragraph 34. Appeals should normally be submitted in writing within 10 working days to the Academic Registrar's designated nominee with supporting evidence. In exceptional circumstances only, the Academic Registrar’s nominee may permit appeals to be considered after the 10 working day time-limit has expired.

36. The appeal shall be considered by the Dean of a School other than the student's own who will decide whether to confirm or reverse the period of Leave of Absence. Where an appeal is upheld, the Dean may attach conditions to the resumption of registration, and the consequences of the student failing to adhere to those conditions, may be specified. Subsequent failure to adhere to the conditions may result in a period of enforced leave of absence or the termination of the student's studies according to the provisions of this Regulation and related policies and procedures. In this eventuality, the student shall have a further right of appeal under the relevant appeals procedure.

Withdrawal from the University

37. Where a student wishes to withdraw from the University, it is that student’s responsibility to inform the Academic Registry.

38. The effective withdrawal date shall be the later of:

  1. the date on which the Academic Registry receives formal notification of withdrawal from the student;
  2. the last date of engagement.

In exceptional cases, the Academic Registrar may permit the effective withdrawal date to be backdated.

Withdrawal from Modules

39. Under no circumstances will a student be permitted to withdraw from a module after the provisional or final Module Marks have been published.

40. Withdrawal from a module before the Module Marks have been published shall be subject to the following rules:

  1. if a student withdraws from the University, they will remain registered on the module and a mark of zero shall be entered for any assessments not taken;
  2. if a student withdraws from a module within the first two weeks of the relevant Semester, the module will be permanently deleted from the student’s record, notwithstanding the fact that assessments may already have been taken; 
  3. in exceptional circumstances the Academic Registrar, on the recommendation of the Dean of School, may permit students to withdraw from a module after the first two weeks of the relevant Semester. In such cases, the module will be removed from the student’s record, notwithstanding the fact that assessments may already have been taken;
  4. if a student has been granted leave of absence in accordance with paragraph 32 hereof, all modules, the marks for which have not yet been fixed, will be permanently deleted from the student’s record, notwithstanding the fact that assessments may already have been taken. In such cases, which, if any, of the module assessment marks shall be carried forward and applied following the student’s return from leave of absence shall be determined according to the following scheme:
    1. if deadlines for coursework components amounting to 50% or less (weighted) of the total module assessment (including examinations) have passed prior to the Leave of Absence request being made, then the module will automatically be deleted from the record;
    2. if deadlines for coursework components amounting to over 50% (weighted) of the total module assessment (including examinations) have passed prior to the Leave of Absence request being made, then the module cannot be deleted from the record and the student should submit a mitigating circumstances claim in accordance with Regulation XVII.
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