Guidance for Student Course Change Requests
Students may change their mind after their initial course choices. The following guidance is provided so that appropriate action can be taken depending on the timing and nature of the request.
The Undergraduate Degree Programme Regulation 9 stipulates:
“no student will be enrolled on a course that is part of their degree programme more than two weeks after the start of the semester in which the course is taught”.
In practice, we know that students may attend additional lectures in the first couple of weeks of semester and will sometimes change their course choice as a result of attending these additional classes. We also know that there are no system restrictions in EUCLID to prevent course changes beyond the permitted registration period.
This document aims to provide guidance on the timing of course change requests and explores factors to consider when late course change requests are made.
Timing of Request
During weeks 1-2 of semester 1
Students may change their semester 1 course choices in the first 2 weeks of semester 1.
During weeks 3 – 4 of semester 1
Semester 1 course changes after week 2 and up to the end of week 4 may be permitted with the permission of the lecturer; this permission should be forwarded to you (as PT) via email by the student. Lecturer permission is required to ensure that the student is not disadvantaged by joining the course late, for example missing any course work that has already been issued/submitted or that groups have already been established to work on the course and it is too late for them to join.
IMPORTANT: Examinations team use course registrations at the end of week 3 to timetable December examinations. Any changes beyond week 3 must be communicated to ITO so they can liaise with Examinations team to try to avoid exam scheduling conflicts.
Semester 1 Week 5 and beyond
Withdrawing from semester 1 courses after week 4 requires permission from the student’s Personal Tutor; this permission is likely to be granted. Enrolling in semester 1 courses after week 4 requires permission in writing from both the lecturer and the School Curriculum Approval Officer (SCAO); this permission is less likely to be granted the later into the semester that the request to enrol is made. This is an important step to ensure that the student is coping well and is not trying to change courses late in the semester to avoid academic failure. It is not possible to remove a semester 1 course in EUCLID after week 6, it will remain on the student record as “Withdrawn” but will not appear on the HEAR transcript. Honours and Postgraduate students are not permitted to withdraw from a semester 1 course marked as optional on the Degree Programme Table after week 6 in order to substitute the course with another optional course, unless the relevant Board of Examiners for the course being withdrawn from has awarded a null sit for the course under the Special Circumstances procedure.
During weeks 1-2 of semester 2
Students may change their semester 2 course choices at any time up to the end of week 2 of semester 2.
IMPORTANT: Examinations team use course registrations at the end of week 2 to timetable April examinations. Any changes beyond week 2 must be communicated to ITO so they can liaise with Examinations team to try to avoid scheduling conflicts.
During weeks 3 – 4 of semester 2
Semester 2 course changes after week 2 and up to the end of week 4 may be permitted with the permission of the lecturer, this permission should be forwarded to you via email by the student. Lecturer permission is required to ensure that the student would not be disadvantaged by joining the course late, for example missing any course work or that groups have already been established for the course and it is too late to join.
Semester 2 Week 5 and beyond
Changes to semester 2 courses beyond week 4 require permission of the lecturer and the School Curriculum Approval Officer (SCAO). This is an important step to ensure that the student is not struggling and dropping courses late in the semester to avoid potential academic failure. It is not possible to remove a semester 2 course after week 6, it will remain on the student record as “Withdrawn” but will not appear on the HEAR transcript.
Additional Factors to Consider
Weighting of Course
The outcome of a request may be different depending on the overall assessment weighting of the course exam and course work. For example, there will be no exam timetabling implications if the new course is assessed by 100% course work.
Course work already passed
Where a student has already completed a significant amount of assessment for a course, this may also have an impact on the decision – are they better focussing on the courses they have already chosen and getting the best marks they can, rather than starting again with another course?
Depending on the academic performance to date, it may be advisable for the student to continue with their existing course choice and to focus and do the best they can rather than trying to start again with a different course. This is an opportunity to remind them that they do not need to pass all courses at honours and PG – credits can be awarded on aggregate for progression and award, see Taught Assessment Regulations 27.10, 52, 54, 56, 57:
Number of requests
Where a student really can’t seem to make up their mind, a conversation may be required to clarify their interests, skills and help them align their choices with their degree programme and future career plan.