Enrolment and Registration Policy

Introduction and Scope

1. This policy outlines Albion’s intent regarding student enrolment, module registration and the on-going maintenance of a student’s record. It is applicable to all students (see the definition in paragraph 3, below) enrolling with Albion from 1 August 2022 onwards.

2. In order to participate in any course, students must be enrolled on their course and registered to the correct modules in order to:

1. ensure that all students are encompassed within the full range of Albion’s academic and support facilities;
2. allow for the timely confirmation of personal details and payment of tuition fees;
3. ensure that students are aware of and agree to abide with the provisions of various policies, regulations and other notifications that are in force;
4. provide the Albion with assurance of the identity of its enrolled students;
5. ensure that students are registered on the correct modules for their course and can access facilities and undertake assessment as required; and/or
6. ensure that the Albion is fully compliant with the requirements of its external stakeholders including funders, governments, and professional bodies.

The term ‘student’ covers any individual eligible to participate in an Albion course, including those undertaking placements or exchanges, and where delivery maybe on campus, at an off-site venue, at a partner institution, or remotely via distance learning.

Enrolling with Albion

4. All students should enrol at the beginning of the course and annually as notified by the Albion. Those who are debtors to Albion, or are found to have provided false or inaccurate information at application, or have not completed the requirements stipulated by a study visa, or are under investigation under another policy, will not be permitted to enrol.

5. Students should enrol and pay tuition fees within 14 calendar days of the start of their course. In accordance with Albion’s Initiated Withdrawal Procedure (see paragraph 27 below), students who are not enrolled without good cause (e.g. because of a delay caused by a third party), will lose access to the Albion’s facilities and procedures to withdraw them from their programme will commence.

6. For those enrolled students who are campus based, they will receive an Albion Identity Card. This ID Card must be retained by students whilst on campus since it provides evidence of student status.

Identity Check

7. All new students are required to have their identity checked within 14 calendar days of the start of their course. Scanned copies of Identity documents (see accepted document list in paragraph 8) should be uploaded to Albion’s systems for identity verification purposes.

8. Documents that can be used to confirm a student’s identity are scanned copies (or good quality photograph such that details are clearly visible) of:

1. Current signed passport;
2. Current Photo Driving Licence;
3. National Photo ID Card;
4. EEA member state identity card; and/or
5. Birth certificate (e.g. UK birth certificate issued within 12 months of the date of birth in full form including those issued by UK authorities overseas such as Embassies High Commissions and HM Forces)

9. In accordance with the Albion Initiated Withdrawal Policy (see paragraph 27 below), students who do not complete this requirement may be withdrawn from their programme.

Module Registration

10. Students should register on the correct number of credits for their programme of study. For fulltime Undergraduates this typically means taking 120 credits a year. Full details are available in the Academic Regulations for Taught Provision.

11. Students must ensure that they register for credits appropriate for their mode of study in order to meet the rate-of-study requirements stipulated by funders:

1. Pro-rata for students studying full-time for less than one academic year.
2. There may be financial consequences for registering for fewer credits than defined by a full-study load. Students should seek guidance before taking this option.

12. Students must register for all modules that they intend to take for the academic year within 14 calendar days of the start of their course, ensuring course requirements are met.

13. Modules may be added or deleted from a student’s record within 14 calendar days of the module’s first timetabled activity, subject to the stipulations in paragraphs 10 and 11.

14. Students will be assessed according to published assessment criteria for all modules on which they are registered according to Albion’s student record system, unless:

1. A request to withdraw from the assessment of a module due to extenuating circumstances is approved;
2. A request to ‘Restart’ a programme is requested and approved; and/or
3. A request to withdraw from a module is made no more than 14 calendar days after the module’s first timetabled activity.

Restarting a Course (Level 4 Students Only)

15. Currently enrolled students studying at Level 4 (typically first-year Undergraduates) may request a change of course where they have determined that their original programme is no longer suitable.
It is not possible to restart onto the same programme.

16. The request to ‘restart’ must be made and approved no later than 14 calendar days from the start of the academic year in which the new course commences.

17. Where a ‘restart’ is approved, the module results associated with the previous course will not be included in future academic progression decisions

Changing Course (Subject)

18. In certain circumstances, it may be possible for students to change course / area of study. The stipulations in paragraph 13 mean that it is normally only possible to change course within 14 calendar days from the start of the academic year, however, it may be possible to do so later if the
change does not require changes to module registrations.

19. Course changes must be approved by the appropriate Academic Course Leader.

20. In changing course, all existing module results (including passed and failed modules) will be
recorded on the new course record.

Discontinuation of Study: Withdrawal and Interruption of Studies at Student Request

21. Students may wish to leave permanently leave their course, or interrupt their studies on a temporary basis.

22. Students should clarify the financial implications of leaving their course, and in particular on their tuition fee liability.

23. Students may request to interrupt their studies on a temporary basis. Interruption of studies is not an automatic right. Each request will be reviewed on a case-by-case basis considering the following:

1. An interruption will be for a defined period (normally no longer than one academic year);
2. The period of interruption still counts toward the maximum period of registration;
3. 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; and
4. An interruption will not normally be approved for courses currently phasing-out or where a course is subject to curriculum amendment during the period of interruption such that a student’s ability to resume their studies will be affected.

24. It is the student’s responsibility to ensure that the consequences of interrupting studies/withdrawing are understood, particularly from the perspective of impact on academic progress, any fee liability, and responsibility to funders. Students will remain liable for tuition fees in accordance with the Tuition Fee Policy. The last date of attendance on the programme will be the date that the interruption/withdrawal is processed unless evidence is provided by the student that supports an alternative date.

25. The provisions in paragraph 14 will apply to incomplete module results at the time of the request to withdraw/interrupt.

26. Following withdrawal from a programme students will lose access to the Albion’s facilities (e.g. teaching, assessment, IT services/library). This includes email and other IT infrastructure, so students should ensure that all information is downloaded and backed-up outside of Albion’s
network before requesting the withdrawal.

Albion Initiated Withdrawal of a Student

28. Enrolled students may be withdrawn from their course by the Albion in the following circumstances:

1. where there is little evidence of attendance and engagement with studies;
2. where at any time within a student’s period of study their immigration status becomes invalid (e.g. their leave to remain in the UK expires or is revoked);
3. as the result of being in tuition-fee debt to Albion;
4. as a result of disciplinary action by Albion which results in a requirement for the student to withdraw from Albion;
5. as a result of academic failure which is confirmed by a Board of Examiners;
6. as a result of a breach in the Student Contract or one of the policies referred to in the Contract; and/or
7. as a result of the failure to complete the Identity Check requirements or enrol on their course within the stipulated time.

28. The provisions in paragraph 14 will apply to incomplete module results at the time of the withdrawal.

Albion Initiated Interruption of Studies

29. Enrolled students may be required by Albion to interrupt their studies in the following circumstances:

1. as a result of an allegation of misconduct under the Student Disciplinary Procedure; and/or
2. where an allegation has been made under the Student Disciplinary or Fitness to Practice Procedures which suggests that there may be a mental health issue or otherwise, and where the student’s behaviour is causing distress or concern to other students or staff.

30. The provisions in paragraph 14 will apply to incomplete module results at the time of the interruption.

Appeal against Albion Initiated Withdrawal/Interruption

31. Students may appeal against the decision to withdraw them from their programme by following the Academic Appeals Procedures.