Taking a break, transfers and withdrawals

If you are thinking about taking a break from your studies, switching to a different course, or leaving the university altogether, you are not alone in this process and there are people here to support you with your decision.

You can speak with a range of staff who are here to help you explore your options and understand what each choice might mean for you. These include:

• Your Personal Tutor or Programme Leader (available in My Student Details on the Student Hub)
• Student Services - Student Health and Wellbeing Services, Money Advisers, International Advisers, Disabilities Team
• Students’ Union
• Programme Administration
• If you are on placement - Placement Tutor, the Placement Team or your Personal Tutor – see your InPlace record for tutor details
• Accommodation Officer (if you are in University accommodation)

Important: speak to a Money Adviser before making any changes

If you're considering taking a break from your studies (intercalation), transferring to another course, or withdrawing from university, we strongly recommend speaking with a Money Adviser. They can help you understand how these decisions may affect your student funding, tuition fee liability, and any accommodation contracts you may have.

Please remember that simply not attending your classes does not count as formal notice of your intention to take a break or leave the University. It’s essential to stay in contact with staff on your current course, even if you're unsure about your next steps. Your attendance can impact your student finance, fees, assessment outcomes, and qualifications, all of which may be important for your future plans.

Intercalation is the formal process of taking a temporary break from your course. It may be approved for medical reasons or other significant circumstances that prevent you from fully engaging with your studies for an extended period. In some cases, intercalation may also be granted to allow you to pursue relevant opportunities that align with your academic or professional goals.

Typically, intercalation lasts for up to one academic year, allowing you to return to your course at the same point you left off and continue your studies without repeating any modules. However, it’s important to note that intercalation does not permit repeat study and may not be available in all situations.

If you're considering intercalation, please speak to a member of staff as early as possible, whilst you're still attending, so we can advise you on your options and next steps.

If, after discussing your circumstances with your Personal Tutor, Course/Programme Leader, or another member of university staff, intercalation is agreed to be the best option for you, the next step is to contact the Programme Administration Team.

They will guide you through the process and provide you with the Intercalation Form to complete. After submission of the form and the team have received approval from your Personal Tutor/Programme Leader, the team will confirm the outcome of your request, usually by email.

Important: You have not intercalated from your programme unless you have completed all the documentation and have received confirmation from the Programme Administration Team.

Preparing to Return from Intercalation

You’ll be contacted by the Programme Administration Team no later than four weeks before your expected return date to confirm your intention to resume your studies.

If you're on a professional course, you may also need to complete certain requirements before returning, such as a medical check,Disclosure and Barring Service clearance (DBS) or other necessary checks. Please note that you may be responsible for covering the cost of these clearances.

Student Support have produced some helpful FAQs for students returning from Intercalation.

Most courses are approved for specific modes of attendance only, meaning it may not be possible to switch between full-time and part-time study. However, if your course supports both attendance modes, you may be able to change your study pattern if your personal circumstances require you to reduce or increase your study commitment.

You will need to complete a Transfer Form, which is available from Programme Administration, you will also need to speak to a Money Adviser and our Finance team to explore any potential financial consequences that may result from changing your mode of attendance.

Sometimes students find that the programme they originally chose isn’t the right fit for them, and they decide to switch to something that better suits their needs.

If you're thinking about switching to a different programme within the University of Cumbria, you can request a transfer. And if you're considering moving to a course at another university or college, the University of Cumbria is here to offer support and advice to help you through the process. 

Important: There are several things that can affect whether a course transfer is possible. It's best to speak with your current and future personal tutor or programme lead, who can give you tailored advice based on your individual situation. 

Transferring to a different programme at the University of Cumbria

A conversation between you and your current/future programme leaders can ensure you figure out: 

• What options are available to you
• When a transfer might be possible
• Whether you can carry over any credits
• If you’ll need to do any extra study to join the new programme
• Which modules you’ll need to complete before making the move
• Whether your transfer will be direct (e.g. from Semester 1 to Semester 2 or Year 1 to Year 2), or if there’ll be a gap, and what you can do during that time

Once everything’s agreed, just get in touch with Programme Administration to fill out a transfer form. Both Programme Leaders will need to sign it before your transfer can be officially processed. 

Moving from the University of Cumbria to a different Institution

If you are considering moving to a different institution, please speak to your personal tutor or programme leader for support and guidance. 

You’ll need to apply to your new institution directly, either through UCAS or their own application process. Once you’ve made arrangements and accepted an offer, don’t forget to officially withdraw from your course at the University of Cumbria (see the Withdrawals section below).

A few things to keep in mind: 

• There’s no guarantee your transfer will be accepted, even if the courses seem similar.
• You might be asked to start from Year 1, even if you were hoping to join later.
• Some offers may be conditional, for example, based on your current grades.

Remember to always think about the bigger picture and consider when you would start, what accommodation you would need and prepare for your application accordingly. 

Before making any decisions, make sure you’ve looked into all course details and financial implications so you can make a fully informed choice.

General guidance on Student Finance when transferring to another institution between academic years

Please check any impact of a transfer with your funding organisation or a Student Money Adviser prior to completing any forms.  You can contact the money advice team through the Student Enquiry Point. 

If you transfer to another institution between academic years but you have already applied for Student Finance with University of Cumbria for the following year then you will need to contact the new institution to transfer your funding to them.  You will need to contact the team there that administers Student Finance and provide them with your Student Support Number (supplied to you by Student Finance) and they will then submit this information to Student Finance.  When you withdraw your place from UoC please indicate on your withdrawal form that you will be transferring to a new institution so that we can submit this information to Student Finance to minimise any disruption to your future funding.

General guidance on Student Finance when transferring to or from another institution mid-academic year

If you transfer mid-academic year, it is essential you check with your funding organisation or a Money Adviser about your eligibility for funding and how that will affect your Student Finance as both institutions will need to claim some tuition fee.  You can contact the money advice team through the Student Enquiry Point. 

If your funding has been approved with another institution and you need us to claim tuition fees part way through an academic year please send an email to fees@cumbria.ac.uk requesting that we transfer your funding from another institution.  Please supply your university student id number and your Student Support Number (supplied to you by Student Finance) and we will submit a change of circumstance to them to transfer your funding to us.

Credit transfer or Accreditation of Prior Learning (APL/APEL)

You may be able to transfer any course credits you have already gained, but if you wish to transfer to a different course, this may not be possible, and you may need to start the new course at the very beginning that is likely to have funding implications in terms of tuition fees, accommodation, and other expenses.

Transferring

If you do decide a transfer is for you, please request a Transfer Form from Programme Administration. 

Important: You have not transferred between programmes unless you have completed all the documentation and have received confirmation from Programme Administration. 

Every programme has a maximum registration period. You can find the registration period for your course in section D3 of the Academic Regulations. If you have had interruptions to study during your course and you are going to exceed the maximum registration period for your course as specified in the Academic Regulations you can request an extension to registration. 

You firstly need to complete the Request for Extension to Registration Period form, and needs to be authorised by a senior member within your Institute or senior management team.

Before making a final decision, speak with your Personal Tutor or Programme Leader (you’ll find their details in My Student Details on the Student Hub). They can help you explore your options and make sure it’s the right move for you.

You might just need extra support. Whether it’s academic help, financial advice, or wellbeing support, there are teams ready to assist.

If you do decide to withdraw:

• Request the online Withdrawal Form from Programme Administration. 
• Speak to a Money Adviser to understand how this could affect your student funding.
• Read the Tuition Fee, Finance and Payments Policy carefully to understand any financial implications.

Important: You’re not officially withdrawn until all paperwork is completed and confirmed by the Programme Administration.

Accommodation

If you are in University accommodation, you will also need to contact the Accommodation Officer at your campus.

If you are in private accommodation, please be aware you may have signed a contract for the whole Academic Year which is not dependent on whether you are still studying and for which you may still be liable.

If you stay in private accommodation and you’re not a student, you will have to pay council tax.