Authorised interruption
Students may be allowed to suspend their studies for a limited period of time.
Authorised Interruption of Study is where the student is given permission to suspend their studies for a year or part of a year, with the expectation that they will return to resume their studies after that period.
This differs from withdrawal, where it is expected that they will not resume their studies. If a student did wish to come back to the University after a withdrawal, they would normally have to re-apply through UCAS, so if the student is in any doubt about their intentions, it is advisable to grant an Authorised Interruption of Study until their intentions are clearer.
The College regards that there are two classifications of requests - those requests associated with special circumstances and those requests associated with interest activities of the students, such as an independently arranged year abroad.
Authorised interruption for special circumstances (1)
In the College of Science and Engineering, the authority to permit Authorised Interruption of Study because of special circumstances, for one year, or part of a year, is delegated to Directors of Studies who can make the changes to the student’s record in EUCLID.
There must be ‘good reason’ for the interruption. An interruption of study concession should only be applicable where a student is unable to study due to circumstances that are largely beyond their own control.
These circumstances can include:
- medical and health problems
- personal and family problems
- bereavement
If the student wishes to request an interruption of studies for special circumstances they must supply supporting evidence. The nature of the supporting documentation and the responsibility for producing that evidence rests entirely with the student.
If the student is overseas or is only resident in Edinburgh for the purposes of education then they are responsible for ensuring that they procure medical or notary evidence (translated to English by an official translator) for any circumstance that may occur in their home county, such as death or illness of a parent or close family member.
The University cannot consider any requests that are not fully documented.
An interruption is not appropriate where the student is able to study but has failed to perform or to prepare adequately for examinations or to take extended annual/holiday leave or to effectively extend the period available to complete their programme.
Authorised Interruption of Study should only be considered where the circumstances surrounding the request are exceptional.
Period of interruption
Interruption of study is normally for a whole academic year, or for a large part of an academic year with the intention to return and complete the year. If a student wants consecutive years, then the second year may be approved by the Head of School (normally delegated to the Director of Teaching) and any further years would require approval by the Dean of Learning and Teaching.
Authorised Interruption of Study during the Junior, Senior or Undergraduate Masters Honours years where marks count towards the final degree classification must be handled very carefully.
If the timing of the proposed Interruption is such that there may be some repetition of an Honours assessment - if some continuous assessment component has been involved - then such repetition is not permitted in the regulations and would require a College Concession.
In such circumstances it is advisable to consult with your Director of Teaching, and then contact Lynda Henderson in the College Office.
Overseas students
The granting of an interruption of studies for an overseas student may have serious implications for that student’s right to remain in the country.
Students must be advised to take advice from the International Office before any formal process is completed so they can make an informed choice.
It is the student’s individual responsibility to ensure that they abide by the conditions of their visa.
The Director of Studies should also advise all students that they will not be formally classed as a ‘matriculated student’ while on an Interruption of Studies and this may have implications for such matters as benefit and tax liability, and so on.
Application and decision
An Interruption of Study form is available on which the student can indicate the requested period and reason, and on which the Director of Studies can summarise his or her decisions for the student's file.
If you have any doubts about a particular case, please seek advice from the Teaching Organisation in your School.
A formal letter confirming approval and the exact details of what has been agreed should be sent to the student. A template letter is available.
A copy of the form, accompanying, documentary evidence and the letter to the student must be placed on the student file.
Overseas students should be advised to retain the original letter granting them an interruption and the documentation they provided for the interruption as they may be required to present this to immigration officials when they return to the UK.
Authorised interruption for student interest activities (2)
Where a student is requesting an interruption of study for any reasons that do not fall into the category of special circumstances, these requests must be referred to the College Office.
These cases could include requests involving:
- paid employment
- internships
- other activities such as an independent year abroad that are not part of the formal degree structure and not counting for credits
These cases will be considered by the College Learning and Teaching Committee.
Application and submission
The student will be required to submit a detailed proposal covering details of the proposed activity and justification and a personal statement outlining the skills and experience that they expect/ aspire to gain from the activity.
Where possible the student should provide supporting documentation.
The responsibility for sourcing and determining the nature of the supporting documentation rests entirely with the student.
The completed case should be submitted to the Academic Affairs Officer, Lynda Henderson.
This article was published on Sep 3, 2010