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Failure to Register (FTR) Policy 2017/8

This policy relates to all St Andrews students (including postgraduate research, part-time, distance learning, single semester students and students who are studying or working abroad for credit).  The University of St Andrews calls the registration process matriculation and for the purposes of this document matriculation and registration are considered the same activity.

All students must complete the matriculation (registration) process each academic year in which they are actively engaged in their programme of studies to maintain their University of St Andrews student status.

Any student who fails to complete the matriculation process within the prescribed timescales, or who fails to obtain permission from the University to interrupt their studies within a prescribed time, will lose their fully matriculated student status at the University of St Andrews.  

Deadline for completing the matriculation process and penalties

All students must complete the matriculation process within 3 weeks of the start date of their programme of studies. There are several components of the matriculation and students must complete all that are relevant to their cohort.

  • All students must complete the Online Matriculation processes.
  • All entrant students must attend the Matriculation event for the purposes of identity and document checking.
  • All students studying on a Tier 4 visa must attend the Matriculation event for annual document checking each year.
  • All undergraduate students must complete the Advising process, including meeting with their Adviser of Studies
  • All postgraduate students must contact their schools to ensure they have completed all relevant parts of the registration process

 For undergraduate and taught postgraduate students the ‘failed to register by’ date will be 9 am on the Monday of the 4th week following the start-of-teaching deadline, which is the date on which teaching begins, as published in the University Semester Dates.  For postgraduate research students, the ‘failed to register by’ date will be 9am on the Monday of the 4th week following the expected start date of the student’s programme of studies. 

The University adheres strictly to this timeframe which applies to all students. Failure to comply will result in the following outcomes:

  • Entrant students who have engaged with the Online Matriculation process but who have failed to register within these 3 weeks will have their student record updated to a “No show” status and will be required to re-apply through the normal Admissions route.
  • Returning students failing to register by this deadline will have their studies terminated. It is important to note that students who have their studies terminated through the Failure to Register (FTR) policy have no right of appeal to the University against termination of study that is initiated because of a failure to matriculate fully within the prescribed time.  

Students who fail to register and who require a visa to remain in the UK must by law be reported to the UK Visas and Immigration (UKVI) by the University. Failure to register could result in the curtailment of a student visa and the subsequent need to leave the UK.

The University will always seek to ensure that the circumstances of individual students are considered fairly and supportively, but it is the student’s responsibility to provide evidence to University staff of any circumstances that may prevent them from completing the registration process.

Changes to circumstance

If a student is unable to contact the University themselves, they should nominate a relative or a representative to do this on their behalf.  University Officers should be informed at the earliest possible point and certainly by the start date of the academic year of study.  University Officers can be contacted by emailing the:

Students who are experiencing problems with their academic studies can ask for support from the University’s Student Services Team. They can be contacted by emailing theasc@st-andrews.ac.uk .

Personal contact and correspondence details

It is the student’s responsibility to ensure that personal contact information is complete and current. The University will always use the student’s University email address as the primary point of contact, but will supplement this as appropriate with correspondence to the student’s term-time and out-of-term contact addresses.

Definition of ‘Failed to Complete Registration’

A student is deemed to have ‘failed to complete registration’ when one or more of the following mandatory elements of the matriculation process have not been completed successfully:

  • Providing, updating and confirming personal details
  • Attendance at an Advising meeting and confirmation of module choices (if required for the programme of study)
  • Payment of fees and outstanding debt (including tuition, accommodation, the General Council and Graduation Fee or Completion Fee) or obtaining University approval for special payment arrangements for fees (accommodation, tuition and outstanding debt)
  • Signing up to the ‘University’s Honour Code’ and the ‘Matriculation Agreement’
  • Meeting conditions for Tier 4 Visas
  • Completion of the ‘St Andrews Agreement for Medical Students’ (Faculty of Medicine students only)

Procedures for matriculation and advising

Full details of matriculation and Advising for undergraduate students can be found at: Advising and matriculation - undergraduate students.  Details of matriculation for postgraduate students can be found at Advising and matriculation – postgraduate students.

Termination of Study Process

Students are provided with full information and access to complete the registration process online within 3 weeks of their course start date. During this time students will receive the following reminders including information on how and where to get help:

Undergraduate and Taught Postgraduate Students

  1. Routine checks, on the Friday of the 1st week following the start of teaching deadline (Week 1), will identify students who have, as yet, failed to register. Those students will be emailed on the Friday of the 1st week following the start-of-teaching deadline reminding them to complete the matriculation process.
  2. On the Monday of the 3rd week following the start-of-teaching deadline (Week 3), notification containing a final warning (second and final reminder) will be dispatched to the student’s email address and a letter will be sent to the term-time and out-of-term correspondence addresses.
  3. Academic Registry will put students forward to the Vice-Principal (Proctor) for termination of studies under the Failure to Register (FTR) policy. These terminations of studies will be approved by the Proctor as a matter of routine. This decision will be final and without a right to appeal.
  4. On the Monday of the 4th week following the start-of-teaching deadline, the studies of students who failed to complete registration will be terminated. A Termination of Studies email will be dispatched to the student’s email address and a letter to the out-of-term and term-time contact addresses.
  5.  All Tier 4 students who have ‘failed to complete registration’ will be reported to the UK Visas and Immigration (UKVI) within 10 days of the ‘failure to register’ date.

Research Postgraduate Students

  1. Routine checks will identify students who have failed to register within one week of the expected start date of their programme of study. At this point, students will be sent one reminder email regarding non-registration and the penalties.
  2. At the start of the 3rd week after their expected start date students who have still failed to complete the registration process will be sent a final warning (second and final reminder) by email to the student’s email address. A letter will also be sent to the term-time and out of term contact addresses.
  3. Registry will put students forward to the Vice-Principal (Proctor) for termination of studies under the Failure to Register (FTR) policy. These terminations of studies will be approved by the Proctor as a matter of routine. This decision will be final and without a right to appeal.
  4. On the Monday of the 4th week following the expected start date, the studies of students who failed to complete registration will be terminated. A Termination of Studies email will be dispatched to the student’s email address and a letter to the out-of-term and term-time contact addresses.
  5. All Tier 4 students who have ‘failed to complete registration’ will be reported to the UK Visas and Immigration (UKVI) within 10 days of the postgraduate research ‘failure to register’ date.

All above-mentioned communications will be copied to all relevant Schools, Advisers or Supervisors, Student Services, Finance and Pro Deans. The second reminder will be copied to the Vice-Principal (Proctor). Where a student is on a Study Abroad or collaborative programme, the University will notify the partner institution. This may affect the student’s registration at the partner institution, and therefore their ability to continue their programme.

In cases where the student is in receipt of a University scholarship or bursary, or any other external funding award of which the University is aware, the awarding institution will also be informed of any termination of studies, and all scholarship payments will cease with immediate effect. 
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Contact

Academic Registry
Old Burgh School
Abbey Walk
St Andrews
Fife
KY16 9LB
Scotland, United Kingdom


Undergraduate students

Tel: 01334 462139
Email: registry-ug@st-andrews.ac.uk


Postgraduate Taught students

Tel: 01334 463086
Email: taughtpg-reg@st-andrews.ac.uk


Postgraduate Research students

Tel: 01334 463084
Email: researchpg-reg@st-andrews.ac.uk

 

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