6. Registration
6.1 Students register onto a programme that leads to an award once, following initial entry.
6.2 Maximum periods of registration regulate the amount of time allowed to complete an award. Registration periods manage the currency of learning and credibility of University of Derby awards. The registration period for an award starts following initial registration on the award.
6.3 Concurrent registration on more than one full-time taught programme is not usually permitted. However, exceptionally, concurrent registration on more than one full-time taught programme may be permitted to allow a student to progress to the next level of study, providing that the student has not failed more than 20 credits. If this failure is not redressed by the date specified by the Assessment Board, the University may cancel the registration onto the higher award.
6.4 Concurrent registration on more than one part-time programme may exceptionally be considered. However, concurrent part-time study should only be approved on the basis of academic judgement and assurance that it is in the student’s academic interest.
6.5 Students’ registration automatically ends following successful completion of their awards or on withdrawal or termination from their programmes.
7. Enrolment
7.1 Enrolment is the process when a student confirms their continued study, enrols onto modules as defined in their programme structure and agrees to abide by all of the University’s regulations and to the terms of the contract.
7.1.1 Students may enrol onto standalone modules outside of the programme structure. This should be agreed by the Programme Leader. However, these modules will not be counted towards their awards, and students will be responsible for managing their workloads with any additional study. There may be an extra fee for studying additional modules.
7.2 Changing modules
7.2.1 A student may request to change modules up until the end of the second week of the start of term. Programme Leader approval is required to change modules.
7.2.2 For programmes using block delivery, the timescale for module changes should be prorated to give an equivalent timescale.
7.2.3 Apprentice students cannot change modules following enrolment, unless there is a change in apprentice standards or knowledge, skills and behaviours (KSBs) for the programme of study.
7.3 Volume of credit
7.3.1 Students will be recorded as full-time if they are enrolled upon the following credit volume per academic year:
7.3.2 Undergraduate:
- A programme that contains 120 credits over one academic year (12 months), either:
- Two terms, each with 60 credits
- Three terms, each with 40 credits
- Accelerated undergraduate programmes will study a maximum of 180 credits per year, over three terms
7.3.3 Postgraduate taught:
- One term, with 60 credits
- Two terms totalling 100 credits and one term totalling 80 credits in an 18-month period, for programmes with a two-stage model
- Two terms, each with 60 credits, in a 12-month period
- Either three terms, each with 60 credits, in a 12-month period, or three terms, each with 60 credits, in an 18-month period
7.3.4 Any study less than the credits per term stated will be recorded as part-time study.
7.3.5 Apprentice students will always be recorded as part-time, in line with external regulations.
7.4 Registration period
7.4.1 The registration period describes the maximum amount of time to complete an award to ensure that credit contributing to an award is current and credible.
7.4.2 Maximum registration periods are detailed in the University’s Award and Credit Framework.
7.4.3 The period of registration starts from the first date of registration for the award and will be based on a year from that date. For example, September–September or January–January.
7.4.4 A registration period includes time taken on a Break in Learning or suspension and the resubmission of assessed work.
7.4.5 Some programmes that include PSRB registration have different registration period requirements; these should be detailed in the relevant Programme Specification.
7.4.6 The period of registration for a programme should be more than sufficient time to complete an award. In exceptional circumstances, registration periods can be extended by one year with the approval of the relevant Assessment Board. This should only be granted where the maximum period of registration is not breached or where the professional body would allow this.
7.5 Direct entry
7.5.1 Direct entry gives part exemption from a programme of study for students who have already gained an award at a different institution or on a different University of Derby programme. For example, it can allow a student who has already obtained a foundation degree (Levels 4 and 5) to join a bachelors degree at Level 6 or a student who has obtained a Cert HE (Level 4) to join a bachelors degree at Level 5.
7.5.2 It is not possible to gain part exemption from part of a level. For example, it would not be possible to use a part-completed certificate to join the certificate level at the University of Derby partway through. However, Recognition of Prior Learning may support this.
7.5.3 In all cases, direct entry should only be granted where the learning outcomes of the previous award map directly to the University of Derby’s award completely.
7.5.4 Registration periods for students who have directly entered a programme at a higher stage will be prorated down.
7.5.5 Direct entry onto a programme where a student was previously registered is not permitted. Students wishing to return to their programmes of study must follow the standard re-entry procedures.
7.6 Programme transfer
7.6.1 Students can request a transfer to a different programme, providing that:
- It is the same level of study – for example, undergraduate, postgraduate, etc.
- The entry requirements of the programme are met, particularly for professional programmes, which may have additional entry requirements, such as occupational health screening
- The student can complete the programme they are transferring to within the registration period for the programme
7.6.2 The programme the student wishes to transfer onto will usually be joined at the next available intake point. If this means a gap in learning, the Break in Learning process should be used to enable the student to join at the start of the new academic year or next available intake point.
7.6.3 Programme transfer requests must be approved by the incoming Programme Leader, to ensure that any passed modules of the outgoing programme contribute towards the programme learning outcomes for the new award.
7.6.3 If modules that have been passed on the outgoing programme do not contribute towards the new programme learning outcomes, additional modules may need to be identified and taken to achieve the new award.
7.6.4 Students studying on a Student Visa are responsible for understanding the possible implications for their Student Visa before requesting a programme transfer.
7.6.5 Students on apprenticeship programmes cannot transfer to another apprenticeship programme.
7.6.6 If the desired programme is at a different level of study (e.g. postgraduate taught vs. current undergraduate study), standard admissions processes should be followed.
8. Break in Learning
8.1 Taking a break
8.1.1 A Break in Learning may be required if a student’s circumstances mean they are temporarily unable to engage in learning. A Break in Learning pauses a student’s study.
8.1.2 Breaks in Learning may be approved for a minimum of one term, up to a maximum of one academic year.
8.1.3 Students taking a Break in Learning due to pregnancy or family leave should consult the University’s Student Pregnancy and Family Leave Policy.
8.2 During a Break in Learning
8.2.1 During a Break in Learning, students will not be able to access any of the University’s resources, such as lectures, placements, laboratories, workshops, etc. However, access to the University’s IT services and the library is still possible.
8.2.2 For undergraduate and postgraduate taught students – if the Break in Learning is taken after 50% of the teaching* has been completed for the modules enrolled onto, the modules will remain on the students record. If the Break in Learning is taken before 50% of the teaching, the modules will be dropped from the student’s record.
*The definition of ‘teaching’ for this specific regulation is as follows:
8.2.3 For undergraduate and postgraduate taught students:
- Taught timetabled sessions for on-campus students
- Weeks of study for online students
- For independent studies, 50% of the total study block for the independent studies module
8.2.4 Apprentice students may take shorter breaks in line with Education and Skills Fund Agency (ESFA) regulations. The maximum period for a Break in Learning initially will be one academic year.
8.2.5 For postgraduate research students – independent research phases, modules or research is paused upon approval of a Break in Learning. Students should apply for a Break in Learning via PhD Manager, and approval for the break is granted by the College Research Degrees Committee. Further information can be found within the Postgraduate Regulations (PGR Regulations), including regulations on applying for an extended Break in Learning.
8.2.6 For undergraduate, postgraduate taught and apprentice students – Breaks in Learning may be extended by up to one year by the relevant Assessment Board, providing that the student can complete their award within the maximum registration period.
8.3 Circumstances when the University can automatically record a student on a Break in Learning
- Where students have not secured a placement for a sandwich year and have indicated that they want to take a year out. Studies can then resume with the rest of the cohort
- Where students stop studying pending a transfer to a different programme at the beginning of the next academic year
- Where students are due to retake modules that do not start teaching until later in the academic year (this may affect student finance and funding allowances)
- Where PSRB requirements require students to take a break pending return later (usually when starting a placement)
- Where students have a Student Visa, a Break in Learning may be required to ensure visa compliance. For example, when visa conditions require a student to return home because they are not studying for a semester. This may affect the student’s visa sponsorship status
- Where students have been remanded in custody pending a criminal trial or sentenced to a period in prison
- As an outcome of the University’s Support to Participate in University Life procedures
8.4 Returning from a Break in Learning
8.4.1 For undergraduate and postgraduate taught students, it is expected that students will return from a Break in Learning at the beginning of a term to avoid any gaps in learning. This will be dependent on the validated programme structure. For postgraduate research students, return dates are based on students’ applications for a Break in Learning and can be found on PhD Manager.
8.4.2 All students are required to re-enrol when they return to the University following a Break in Learning.
8.4.3 The University cannot guarantee continuation of the same programme of study and/or modules following a Break in Learning.
8.4.4 Any modules that were not fully completed prior to a Break in Learning will need to be re-enrolled upon.
8.4.5 Assessment marks achieved prior to the Break in Learning can be carried forward on a student’s return, providing that the module has not changed.
8.4.6 Students who do not return from a Break in Learning on or by the agreed date will be withdrawn from their programmes and will only be readmitted following successful reapplication.
9. Withdrawing from study
9.1 Students may withdraw from their studies at any time.
9.2 It is a student’s responsibility to understand the academic, financial and visa implications prior to withdrawal.
9.3 In exceptional circumstances, the University may refuse a student’s application to withdraw from their studies, pending the outcome of a disciplinary, support/fitness to participate or academic offence investigation.
9.5 Withdrawing from study on an apprenticeship programme
9.5.1 Apprentices may withdraw from their studies and are advised to seek guidance about the implications for their employment.
9.5.2 For apprentices who leave or who are dismissed from their employment:
- A new supportive employer must be in place within 12 weeks to avoid withdrawal from the programme.
- A Break in Learning may be required if large periods of study are disrupted.
- The student may be required to withdraw from their programme if a new supportive employer is not in place after 12 weeks.
9.5.3 For apprentices who are made redundant:
- The student will be given 12 weeks to find a new supportive employer to continue their training.
- If the student is unemployed after 12 weeks, they will be withdrawn from their programme.
9.5.4 However:
- If they have been made redundant within six months of the end day of their training or they have completed 75% of the training (not the EPA), they can complete the programme without finding a new employer.
9.5.5 Apprentices who withdraw or are withdrawn from an apprenticeship may transfer to a standard university programme if appropriate and if they secure alternative funding.
9.6 Returning to study following withdrawal
9.6.1 A student may reapply to return to university following withdrawal or termination. Reapplications should be made through the normal university admissions processes.
9.6.2 If applying to return to a previous programme of study, the registration period will continue from the original registration date. As such, readmission should only be granted if it is possible for the student to complete the award within the defined registration period.
9.6.3 It is the student’s responsibility to ensure that necessary financial or visa requirements are met when applying to return to study.
9.6.4 For students whose registration was cancelled by the University (not in the case of self-withdrawal), reapplication and enrolment will be subject to the following requirements:
- If a student’s registration was terminated due to proven academic misconduct, they are not permitted to reapply until at least two academic years have elapsed.
- If a student’s registration was terminated due to academic failure, they cannot return to the same programme of study.
- A student whose registration was ended due to a support/fitness to participate investigation will not be able to reapply for entry to the University within two years and will not be admitted onto an accredited/professional programme.
- A student who is expelled from the University will not be readmitted under any circumstances.