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Durham University

Learning and Teaching Handbook

2.1.2: Procedures for Changes in Registration

Registration

General Principles

1. All requests for a change of registration must be agreed by all the Boards of Studies concerned and the Management Committee for Combined Honours in Social Sciences, Liberal Arts or for the Natural Sciences degrees as appropriate. All references to 'boards of studies' in what follows should be taken to also refer to the Management Committees of these three programmes.

2. Any change involving a Change of Faculty must include support from both the releasing and receiving Faculty.

Changes of registration that can be approved at board of studies/management committee level

3. The following changes of registration may be considered and approved at Board of Studies level:

Change of Programme within a Board of Studies (undergraduate/taught postgraduate/research postgraduate);

a. In such cases the Board of Studies must consider the following and retain an appropriate audit trail:

i. if transfer to levels 2, 3 or 4 is requested, ensure prerequisites for new programme have been met including any requirements for Integrated Masters Programmes, e.g. 55% average if appropriate. If not met, the Board of Studies should consider how the learning outcomes for the new programme will be achieved;

ii. the programme quota which should not be exceeded.

Change of Module (undergraduate/taught postgraduate/research postgraduate).

b. In such cases the Board of Studies must consider the following and retain an appropriate audit trail:

i. ensure all pre-requisite or co-requisite requirements have been met. If not met, the Board of Studies should consider how the learning outcomes for the new module will be achieved;

ii. the module quota which should not be exceeded;

iii. if the student has sufficient time to make up any missed work (although it is student's responsibility to catch up on any work missed as a result of changing registration).

c. If the change of module will involve the student in missing any items of, or deadlines for, submission of summative assessed work, the Board of Studies must consider the consequences of the proposed change. Specifically:

i. how it is intended that any missed summative assessed work will be handled including:

ii. if it is to be expected that the student will make up the work, that this is a reasonable expectation;

iii. how appropriate support will be provided to the student;

iv. that it has brought the consequences of the proposed change to the attention of the student and has made the student fully aware of his/her responsibilities in pursuing the change of registration.

Changes of registration that must be approved at faculty level

4. The following changes of registration must be considered and approved at faculty level, following consideration at Board of Studies level.

Change of Faculty and Programme (undergraduate/taught postgraduate);

a. In such cases the Board of Studies must consider the following and retain an appropriate audit trail:

i. if entry is to levels 2, 3 or 4, ensure that prerequisites for the new programme have been met including any requirements for Integrated Masters programmes, e.g. 55% average if appropriate. If not met, the department needs to ensure that the learning outcomes for the new programme can be achieved;

ii. the department/programme quota which should not be exceeded.

Change of Department and Degree Programme (undergraduate/taught postgraduate)

b. In such cases the Board of Studies must consider the following and retain an appropriate audit trail:

i. if entry is to levels 2, 3 or 4, prerequisites for the new programme have been met including any requirements for Integrated Masters programmes, e.g. 55% average if appropriate. If not met, the department needs to ensure that the Learning Outcomes for the new programme can be achieved.

ii. the department/programme quota which should not be exceeded.

Procedure for Changes in Registration outside of the June Registration Period

5. It is important that all parties involved take steps to ensure that delays in the operation of the procedure are kept to a minimum. Boards of Studies are responsible for managing this process to ensure that registration records held by Student Registry are correct. Failure to do this results in inaccurate timetabling of examinations, and inaccurate HESA returns.

6. If a student wishes to request a change of registration, the 'sending' department should start a change of registration via the Banner workflow system.

7. The ‘sending department’ should indicate on the workflow which departments are required to endorse the change of registration. This may also include the Director(s) of Combined Honours/ Liberal Arts/ Natural Sciences degrees.

8. When all approvals have taken place, the change of registration will be automatically sent to Student Registry. After the change of registration has been processed on Banner, the student will receive an email confirmation.

9. In cases where the changes must be approved at Faculty level:

a. The ‘sending’ department should indicate in the change of registration workflow the relevant Faculty Office (undergraduate) or the Curriculum, Learning and Assessment Service (taught postgraduate/research degree).

b. In cases involving change of Faculty, the ’sending’ department should indicate in the change of registration workflow the 'releasing' Faculty (for taught postgraduate and research degree students this will always be via the Curriculum, Learning and Assessment Service) and the ‘receiving’ Faculty. Once the change has been approved by both Faculties, the change of registration workflow will be sent to Student Registry for processing on Banner. When the change of registration workflow has been completed, the student will receive a confirmation email.

10. If the change is not approved either the relevant Faculty Office (undergraduate) or the Curriculum, Learning and Assessment Service (taught postgraduate/research degree) the student will receive a workflow email.