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Withdrawals Policy

Eileen Long
Eileen Long
  • Updated

1.  Purpose

The purpose of this policy is to ensure that all student withdrawals are managed consistently, fairly, and transparently. It establishes the principles that govern voluntary withdrawals and College-initiated withdrawals, ensuring compliance with regulatory requirements, funding body conditions, and immigration obligations, while safeguarding the interests of both students and the College.

 

2.  Scope

This policy applies to all students registered on programmes of the College, including undergraduate and postgraduate learners, whether full-time or part-time. It also applies to students enrolled on government-funded initiatives such as Springboard+ , apprenticeship programmes, and international students subject to immigration requirements and the provisions on attendance, engagement, and appeals set out in Chapter 6 of the Quality Assurance and Enhancement System.

 

3.  Definitions

  • Withdrawal 

    The formal cessation of a student’s registration on a programme of study at the College. A withdrawal is not considered effective until it is formally recorded by the College.

  • Voluntary Withdrawal 

    A student-initiated withdrawal, normally confirmed through the submission of a Withdrawal Form. The student is not considered withdrawn until the College has received and processed this form.

  • Non-Engagement Withdrawal 

    A College-initiated withdrawal where a student is deemed not to have engaged with their programme, following the procedures set out in the Learner Attendance and Engagement Policy. The decision is made by the Registrar or delegated authority

  • Re-registration 

    The process by which a student who has previously withdrawn from the College seeks to return to their programme of study, subject to specified conditions such as clearance of fees and demonstration of readiness to re-engage. This differs from that pertaining to deferred students

 

4.  Policy Statement

  • All student withdrawals must be formally recorded by the College to ensure accurate student status, compliance with external requirements, and safeguarding of learner protection.
  • A withdrawal will normally only take effect once a completed Withdrawal Form has been received and processed by the College, with limited exceptions defined in the Withdrawals Procedure.
  • The College may initiate a withdrawal where a student is deemed to be non- engaged, following the procedures set out in the Learner Attendance and Engagement Policy.
    • Students must show progression in their programme and as such are entitled to four attempts to complete a stage (first sitting, repeat sitting, repeat by attendance sitting, repeat sitting). If a student has not progressed following these sittings, they will not be permitted to re- register, including through transfer to another programme.
    • Further repeat opportunities can be issued to students with exceptional circumstances following assessment of the student’s record by the Registrar.
    • In addition to the above provisions NCI reserves the right to withdraw any student who demonstrates a clear failure to engage in their studies and to progress in their programme, as assessed by the Registrar. These students will not be permitted to re-register.
  • All students who are withdrawn, whether voluntarily or through College decision, will be notified in writing of the outcome.
  • Students have the right to appeal a withdrawal decision in line with the College’s
  • established appeals procedures.
  • Financial obligations and eligibility for fee refunds are governed by the College’s
  • Fee and Refund Policy.
  • Students who have previously withdrawn may apply for re-registration, subject to conditions defined in the Withdrawals Procedure, including clearance of outstanding fees and demonstration of readiness to re-engage.
  • The timing of a withdrawal may have implications for fee liability and HEA/SRS reporting. Withdrawals must be recorded in accordance with the College’s census deadlines for HEA funding returns (normally October and March each academic year).

 

5.  Roles and Responsibilities

Role Responsibilities
Registrar

Executive Owner of the policy, responsible for institutional oversight of withdrawals, approval of College-initiated withdrawals for non-engagement, and ensuring accurate student record-keeping in compliance with regulatory,

funding, and immigration requirements.
Student Support and Retention Officer

Manages the day-to-day operation of the withdrawals process, including receipt and processing of withdrawal forms, contact with students, issuing confirmation notices,

and maintaining reports.

Head of Admissions

and Student Records

Responsible for reporting on total number of registered

students to HEA.

International Office, Springboard+ Office, and Apprenticeships

Team

 Notify Student Support of relevant student withdrawals and ensure that programme-specific funding or immigration requirements are met.
Finance

Applies the College’s Fee and Refund Policy in relation to

withdrawn students and ensures outstanding obligations are addressed before re-registration.
Students

Responsible for notifying the College of their intention to withdraw, completing required documentation, responding

to engagement queries, and meeting financial obligations.

 

6. Compliance & Monitoring

Periodic audits of withdrawal and re-registration records will be conducted by the Registrar’s Office to confirm alignment with the Withdrawals Procedure and the College’s Fee Policy. Academic Council, through its approval and review role, will

receive reports on policy effectiveness as part of the scheduled policy review cycle.

 

Version Control

Reference Code LRN-POL-002-PUB Executive Owner Registrar
Policy/Procedure Manager Head of Student Support and Welfare Approval Body Academic Council
Date Approved December 2025 Effective Date 01/01/2026
Date of Next Review December 2028 Version Number V1.0

Change Log:

V1.0 This policy replaces and supersedes the following sections of the previous Quality Assurance and Enhancement System (QAES):

  • Chapter 6.10 Withdrawals – Requirement for a Withdrawal Form and confirmation by the Registrar has been retained. This policy refines responsibility by recognising the Student Support and Retention Officer as the operational manager of the process, with the Registrar retaining executive oversight.
  • Chapter 6.10.1 Fee Guidelines – Part-Time Learners – The non-refund principle has been maintained, but the procedural detail on refunds has been relocated under the Fee and Refund Policy to avoid duplication. This policy instead cross- references the Fee Policy for governance of financial obligations.
  • Chapter 6.11.8 Withdrawal (Attendance and Engagement Policy) – The principle that non-engagement may lead to withdrawal has been retained, with the Registrar as the decision-maker. This policy now clarifies the operational steps (identification of disengagement, notification, escalation) as matters for the supporting Withdrawals Procedure, and preserves the right of appeal through the College’s established appeals process.

Key changes introduced in this policy compared to Chapter 6:

  • Re-registration: Establishes a new policy principle allowing previously withdrawn students to apply for re-registration, subject to conditions (e.g. fee clearance, readiness to re-engage). This was not addressed in Chapter 6.
  • Operational ownership clarified: The Registrar remains the executive owner and decision-maker for non-engagement withdrawals, but operational management of voluntary and routine withdrawal processes is explicitly assigned to the Student Support and Retention Officer.
  • Scope broadened: The scope now explicitly includes Springboard+, apprenticeships, and international students, aligning with funding body and immigration compliance requirements.
  • Cross-references streamlined: Fee and refund provisions and appeals are no longer embedded in this policy but are explicitly cross-referenced to the College’s Fee Policy and the appeals provisions in Chapter 6.

Compliance and monitoring: Introduces scheduled audits by the Registrar’s Office and oversight by Academic Council, ensuring systematic monitoring of withdrawals and re-registrations.


 

 

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