1. Introduction
Francis James is committed to providing a transparent, fair, and student-centred process for registration and enrolment, ensuring all applicants and returning students understand their rights and responsibilities. This policy complies with Office for Students (OfS) regulations, as well as relevant UK legislation and best practices in the higher education sector.
2. Purpose and Scope
Purpose
To outline the procedures and requirements for registration and enrolment into Francis James programmes.
To clarify the responsibilities of both students and the institution regarding fees, documentation, and data handling.
Scope
This policy applies to all undergraduate, postgraduate, and apprenticeship programmes offered by Francis James.
It includes new entrants, continuing students, and returning students after interruption of study.
3. Policy Statement
Francis James seeks to ensure that registration and enrolment processes are:
Accessible: All students receive clear guidance on how to register and enrol.
Fair and Consistent: Procedures are applied equally to all students, without discrimination.
Transparent: Students are provided with accurate information regarding fees, deadlines, and course requirements.
Compliant: All processes align with OfS regulations, data protection legislation, and other relevant legal obligations.
4. Registration
4.1 Eligibility
Students must have met all admissions requirements (as outlined in the Admissions Policy) to be eligible for registration.
Any conditions of offer (e.g., academic qualifications, English language proficiency, criminal records checks where applicable) must be satisfied before registration can be confirmed.
4.2 Initial Registration
New Students: Receive an offer letter, student ID number, and instructions on how to register.
Documentation: Students must provide proof of identity, previous qualifications, and any additional documentation requested (e.g., visas for international students).
Deadlines: Initial registration must be completed by the date stated in the offer letter or other official communications. Failure to register by the deadline may result in the offer being withdrawn unless an extension is granted in writing.
4.3 Re-Registration (Continuing Students)
Annual Requirement: All continuing students must re-register at the start of each academic year or teaching block.
Progression Check: Re-registration may be subject to a progression check, ensuring students have met any academic requirements or conditions for continuing study.
Late Registration: Students who fail to register within the prescribed period may incur late fees or risk cancellation of their place, unless an exemption has been agreed.
5. Enrolment
5.1 Enrolment onto Modules or Programmes
Programme Structure: Students must enrol on the specific modules or components that constitute their chosen programme of study.
Module Selection: In programmes with optional modules, students must select modules within the timeframe set by their department, subject to availability and academic requirements.
5.2 Mode of Study
Full-Time or Part-Time: Students must declare their intended mode of study (full-time, part-time) during enrolment. Changes to mode of study must be approved by the relevant academic department.
Apprenticeship Pathways: For apprenticeships, the enrolment process will align with employer requirements and relevant external regulation.
5.3 Attendance and Engagement
By enrolling, students agree to attend and engage with all scheduled classes, assessments, and learning activities, as outlined in their programme handbook. Persistent non-attendance or lack of engagement may result in a review of student status or withdrawal.
6. Financial Obligations
Tuition Fees: Students are liable for payment of tuition fees as per the fee schedule communicated at the time of offer or re-registration.
Fee Payment Deadlines: Full fees or agreed installments must be paid by the specified deadlines.
Financial Holds: Failure to make payments may result in administrative actions, such as blocked access to university services, suspension of studies, or withholding of results.
Refunds and Withdrawals: The Refund and Withdrawal Policy sets out students’ rights and processes for refunds or fee liability changes if they withdraw or suspend studies.
7. Changes to Registration or Enrolment
7.1 Programme Transfers
Students wishing to transfer to a different programme or module within Francis James must obtain approval from both the current and receiving programme leaders.
Transfers are subject to meeting the entry requirements of the new programme and the availability of places.
7.2 Deferrals and Interruptions
Students may apply to defer entry or interrupt studies for personal, health, or financial reasons.
Approvals are made on a case-by-case basis by the academic department, considering any relevant regulatory constraints (e.g., Tier 4 visa requirements for international students).
7.3 Withdrawal
Students wishing to withdraw must notify their department and complete the formal withdrawal process, which outlines any financial implications or outstanding obligations.
8. Equality, Diversity, and Inclusion
Francis James is committed to providing equal opportunities, adhering to the Equality Act 2010 and OfS requirements.
We ensure that registration and enrolment processes are free from discrimination, and reasonable adjustments are made for students with disabilities or specific learning differences.
Information regarding equality and diversity policies is accessible to all students, and support is available via the Student Advice Centre or EDI Office.
9. Data Protection and Record Management
Compliance: All personal data collected during registration and enrolment is processed in accordance with the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDPR).
Usage: Data may be shared within Francis James for academic and administrative purposes or externally when required by law or regulatory bodies (e.g., the OfS, the Home Office for visa compliance).
Retention: Student records are retained for the duration of their studies and for a specified period post-completion or withdrawal, in line with Francis James’ Records Management Policy.
10. Monitoring and Review
Quality Assurance: The Admissions and Records Teams regularly review registration and enrolment data to ensure compliance and identify areas for improvement.
Annual Reporting: An annual report is provided to the Senior Management Team outlining trends, issues, and recommendations relating to student registration and enrolment.
Policy Review: This policy is reviewed annually or as required by changes in OfS regulations, legislation, or institutional strategy.
11. Responsibilities
Admissions / Registry Staff: Facilitate the registration and enrolment processes, maintain accurate records, and provide guidance to applicants and students.
Academic Departments: Support students with module choices, programme transfers, and ensure compliance with academic regulations.
Students: Complete registration and enrolment procedures accurately and on time, maintain updated personal information, and comply with all relevant Francis James policies.
12. Complaints and Appeals
Students who encounter difficulties with registration or enrollment can seek advice from the Student Advice Centre.
If issues remain unresolved, students may lodge a formal complaint or appeal in accordance with the Academic Appeals and Complaints Policy.