Purpose
This Withdrawal and Transfer Policy outlines the procedures and guidelines for managing student withdrawals and transfers for both apprenticeship and commercial programs at Francis James . The policy ensures that students, staff, and stakeholders understand the steps involved, the implications of withdrawal or transfer, and the support available to students to ensure a smooth transition during these processes.
The policy applies to all students enrolled in apprenticeship and commercial programmes, including those funded by the Education and Skills Funding Agency (ESFA) or privately.
Definitions
Withdrawal: When a student chooses to permanently discontinue their apprenticeship or commercial programme, ceasing all training and assessment activities.
Transfer: When a student moves from one programme to another within Francis James or transfers to another training provider.
Policy Statement
At Francis James , we recognise that students may need to withdraw or transfer from their programmes due to various personal, professional, or academic reasons. Our goal is to ensure that these processes are handled in a supportive, transparent, and compliant manner, with the student's best interests in mind. We are committed to minimising disruption to learning, complying with funding regulations, and providing guidance throughout the process.
Reasons for Withdrawal or Transfer
Students may request a withdrawal or transfer for various reasons, including:
Changes in employment or job roles that affect their ability to continue the programme.
Personal circumstances such as health issues, family commitments, or relocation.
Dissatisfaction with the programme or a desire to pursue a different area of study or training.
Employer request (for apprenticeship students) due to changes in business needs, contract termination, or student performance.
Financial difficulties impacting the student’s ability to continue.
Sickness, Injury or Maternity
Temporary withdrawal (or break in learning) from the Apprenticeship/training programme may be put into place during certain circumstances. These could include –
Maternity leave
Expected absence from the work place due to illness or injury
Extended holiday/travelling
Any other authorised leave
The Operations Manager can temporarily withdraw any student from the programme if they are expected to be away from the workplace for a period of 2 months or longer. This will not affect the length of time the student is entitled to on any given programme. The student will rejoin the programme on their re-commencement of work. The employer is responsible for communicating leave arrangements with Operations Manager, the student should discuss with their PSO. Records of leave arrangements will be input into BUD with details on the students manual file.
Unemployment
Withdrawal from the Apprenticeship/training programme could take place if the student's personal circumstances change. These may include –
The student resigns from their job
The student is asked to leave employment
Redundancy
The first line of action will be via the employer, PSO/operations manager and student to identify reasons for unemployment. Once the students’ occupational suitability has been confirmed the student Engagement Team will advise students of any job vacancies and support them with job search and interviews.
If the student has been asked to leave employment due to anti-social behaviour, such as theft, breaches of employer policies or legislation, disciplinary procedures will be followed and students will be withdrawn from Apprenticeship/training programme.
Withdrawal Process
Student-Initiated Withdrawal
If a student wishes to withdraw from their programme, they must:
Notify their designated trainer, PSO, or Co-ordination Team in writing, explaining the reason for their decision to withdraw.
Participate in an exit interview or discussion with the Operations Manager to explore alternative options, such as a temporary break in learning or support services that could assist in their continuation.
Return all learning materials, equipment, and any other resources provided by Francis James .
Complete a formal withdrawal form, which will be processed by the coordination team.
Upon confirmation of withdrawal:
The student’s funding body (for apprenticeships) will be notified, and funding arrangements will be adjusted accordingly.
The student will receive confirmation of the effective withdrawal date and any final steps they need to take.
A final assessment of the student’s progress to date will be conducted, and any certificates or qualifications earned up until the point of withdrawal will be issued if applicable.
Provider-Initiated Withdrawal
Francis James reserves the right to initiate a withdrawal in cases where:
The student has not met attendance or progress requirements despite support interventions.
The student’s behaviour has violated the provider’s code of conduct or safeguarding policies.
The employer (in the case of apprenticeships) requests a withdrawal due to employment termination or other valid reasons.
In these cases:
The student will be informed in writing of the reasons for withdrawal.
An exit meeting will be offered to explain the decision and provide guidance on next steps, including opportunities to transfer or re-enrol at a later date.
Transfer Process
Internal Transfers
Students may request to transfer from one programme to another within Francis James if they feel a different course aligns better with their career goals or personal circumstances. To initiate a transfer, students must:
Discuss their desire to transfer with their training or Programme Support Officer and explore the suitability of the new programme.
Obtain written approval from their current and prospective Trainer.
Submit a formal transfer request, outlining the reason for the transfer and ensuring that any new programme entry requirements are met.
Upon approval:
The student’s enrollment will be transferred, and any necessary adjustments to funding arrangements will be made.
A new learning plan will be developed to reflect the student’s progress and the requirements of the new programme.
External Transfers
If a student wishes to transfer to another training provider, they must:
Inform their trainer or Programme Support Officer of their intent to transfer, providing details of the new provider and programme.
Participate in a transfer meeting to discuss the implications of the transfer, including any potential impact on funding and programme completion.
Complete a formal transfer form and receive written confirmation of their transfer arrangements.
In the case of apprenticeship programmes, Francis James will:
Notify the student’s employer and the funding body (ESFA) of the transfer request.
Facilitate the transfer of relevant student data and progress records to the new provider, ensuring a smooth transition.
Financial Implications
For apprenticeships funded by the ESFA, funding may be affected by withdrawal or transfer, and students and employers should be aware of any potential financial consequences:
Withdrawal may result in funding being reclaimed by the ESFA, and any outstanding fees may need to be settled.
In the event of a transfer, funding will typically follow the student, provided the new programme or provider meets ESFA requirements.
The employer may be responsible for paying any unpaid fees if the ESFA doesn’t cover all the costs. This could happen if a student withdraws and funding is stopped or reduced by the ESFA. Additionally, if any payments need to be returned to the ESFA, the employer must cover that amount.
For commercial programmes:
students should consult the terms of their course agreement to understand any potential financial penalties for withdrawal or transfer.
Refunds will be handled according to Francis James ’s refund policy.
Support and Guidance
We are committed to supporting students through the withdrawal or transfer process. Students will have access to:
Career advice and guidance on alternative options, including breaks in learning or transferring to more suitable programmes.
Wellbeing and counselling services for students facing personal challenges impacting their decision to withdraw or transfer.
Advice on funding implications and future learning opportunities.
Data Protection and Confidentiality
All student data will be handled in accordance with Francis James ’s Data Protection Policy. Student information related to withdrawals or transfers will be kept confidential and shared only with relevant parties involved in the process, including the student’s employer (for apprenticeships) and funding bodies.