Overview

There is no automatic right for a student to transfer programmes. The initial decision on whether not a transfer is possible is made by the Admissions Tutor for the new programme, who will also consider whether or not there is space on the programme the student wishes to transfer to, whether the student meets the entry requirements for that programme, and what the student's academic standing is on their existing programme. 

Undergraduates/Taught postgraduates

Applicants must demonstrate that they are in good academic standing in their current department, meet the academic criteria and requirements for the new Programme, and the application must be approved and signed by both the original and new department (where student is moving to a new department).

When a student transfers to a new programme, it is expected that they will complete its full academic requirements. However, it may be possible, to allow some of the credit previously gained to be transferred. The receiving department will make a decision as to whether the modules already taken meet the learning outcomes of the new programme.

If the student is transferring to a programme which is similar to their previous programme then the Special Cases will expect that any repeat study will be avoided if possible. This means that the student may need to replace modules which they have previously studied with elective modules, if they require repeat study.

If it is not possible for the student to start the new programme until the next available opportunity, the student is expected to take a leave of absence for the rest of the session and a Leave of Absence form must be completed.

Considerations

Considerations

The initial decision on whether or not a transfer is possible is made by the Admissions Tutor for the new programme, who will also consider whether or not there is space on the programme the student wishes to transfer to, whether the student meets the entry requirements for that programme, and what the student's academic standing is on their existing programme.

There is no right of appeal against a decision of an academic Department/School not to accept a transfer request since this is an admissions decision, and admissions decisions are not appealable because they are academic judgements.

If an Admissions Tutor supports a request to transfer, a programme transfer form should be completed and will require the signature (written or electronic) of the student, and the Chairs of Board of Studies or Graduate Schools Board Chairs for both the original programme and the programme the student is transferring to. Certain cases will also require approval of Special Cases (see section 6.2 below).

Applicants must demonstrate that they are in good academic standing in their current department, meet the academic criteria and requirements for the new Programme, and the application must be approved and signed by both the original and new department (where the student is moving to a new department).

When a student transfers to a new programme, it is expected that they will complete its full academic requirements. However, it may be possible to allow some of the credit previously gained to be transferred. The receiving department will make a decision as to whether the modules already taken meet the learning outcomes of the new programme.

If it is not possible for the student to start the new programme until the next available opportunity, the student is expected to take a leave of absence (a leave of absence application form must be completed). 

Until formal approval is given, the student will remain registered on their current programme and will be expected to comply with all its requirements, including attendance at all classes.

Student Visa Holders 

Students must consult with an Immigration Adviser before requesting a course or programme transfer. Once a Student Visa holder submits a transfer request it will be considered by the Visa Compliance team and the student contacted with further information.  Students must not transfer to their new course until it has been agreed by the Visa Compliance team. In some circumstances the student will be required to make a new visa application from their home country if they transfer.

Advice on transfers

Students who are considering a programme transfer are advised to talk with their supervisor in the first instance, and should contact a Student Adviser for advice about the financial implications of transferring. 

In particular, where students receive student finance, they should check they have sufficient student finance entitlement available to them to cover their study costs, otherwise they may be required to self-fund. 

If a programme Transfer Request is approved, the student and department will receive a transfer email confirmation, confirming the dates of the transfer and including any conditions that may apply.

Independent Students 

A student may not be eligible for a bursary in a repeat year if one or more occurrences of a repeat year of study have previously taken place. Independent Students are strongly encouraged to seek further advice from the University’s dedicated contact for independent students - contact details can be found on the webpages for Estranged Students and Care Experienced Students. 

Approval criteria

Approval criteria

Special Cases approval is required for any transfer request where the student is transferring into a new programme after the first five weeks of that programme, if the transfer would result in any:

1. Repeat study (ie repeating any study/content the student has studied in their original programme)*
2. Exemption from assessment (assessment(s) that were due to take place imminently are now avoided due to the timing of the transfer)
3. Missed essential teaching (essential teaching as defined in the programme specification for the new programme has been missed and will not be repeated)
4. Waiving of credit (the student is going to be missing credit as a result of the transfer)

*If the student is transferring to a programme which is similar to their previous programme, Special Cases will expect that any repeat study will be avoided if possible. This means that the student may need to replace modules which they have previously studied with elective modules, if they require repeat study.

Special Cases approval is required for all transfer requests after the end of Stage 2 of a taught programme.

Even where these conditions are met, Special Cases approval is not required where:

1. The student has no option but to transfer because they have not met the progression requirements on their existing route, and an alternative route is built into the programme, eg where a student is transferring from an integrated Masters to a Bachelor’s route having not met the required Stage average to continue with the Masters programme; or
2. The transfer is a straightforward route change or degree title change within the same academic department, and the teaching received on the new route is the same as the teaching received on the original route.

Transfers late in the Academic Year

Where a transfer is being requested particularly late in the academic year, Special Cases may request further information from the academic department the student is requesting to transfer into, including confirmation that the programme outcomes can still be met, information about the rationale for this decision and why it is being supported by the department at this late stage, and an explanation of the steps the department will take to minimise the risk of programme failure. 

Special Cases may also seek additional confirmation that the student is aware of and has accepted the risks involved in transferring at this late stage.

See the full Progress Cases Policy for more information.

Apply

Apply

If Special Cases Consideration is required, please submit the following form via email to scc@york.ac.uk: Programme Transfer Form (MS Word , 27kb)

All transfer of programme applications must be on the appropriate form. 

If a student wishes to apply for a transfer of programme, they should first approach their supervisor and discuss their options.

If the student’s original and new department (where applicable) agree to the programme transfer, the student can request the transfer through e:Vision.

Students studying with the Hull York Medical School or the Centre for Lifelong Learning should request a transfer through a paper process below using the paper form (see tab 1).

Before the form is submitted please ensure that the following information is included:

• Confirmation that the details the student has entered, including the start date of the proposed transfer are correct;
• A signed copy of the Transfer Disclaimer Form;
• List any repeat study required, exemptions from assessment, missed essential teaching or waiving of credit that apply to the transfer;
• Information regarding student’s academic standing in the current department

Until formal approval is given, the student will remain registered on their current programme and will be expected to comply with all its requirements, including attendance at all classes.

After the Transfer Request has been approved, the student and department will receive a transfer email confirmation, confirming the dates of the transfer and include any conditions that may apply.

Failed student transfers

Failed student transfers

Where a student has failed to meet the progression requirements for their programme, has exhausted all reassessment opportunities, and has been withdrawn from their programme, a programme transfer will not be permitted. Instead the student will be required to apply as a new applicant to any other programme they wish to join within the University.

There are two exceptions to the above: 

(1) Where a transfer is provided for within the programme regulations, the transfer will be permitted, or 

(2) Where a student has had an academic appeal upheld in relation to their original programme of study. Once reinstated onto their original programme of study, they may request permission to transfer to a different programme, (notwithstanding that there is no automatic right to transfer programmes). Permission to transfer to a new programme of study is not a possible outcome of an academic appeal however. Rather, any transfer would need to be agreed via a separate process once the academic appeal had been resolved. 

Where a student has failed to meet the progression requirements on their existing programme but expressed an interest in transferring programme prior to failure, and has not yet been withdrawn from their programme, they may apply to transfer programmes. Any transfer agreed in these circumstances can only be processed if the following has taken place before the student is withdrawn from their existing programme of study:

• The transfer has been approved by the Chairs of Board of Studies or their nominees for both the original and new programmes; and

• the transfer form has been completed and signed by all parties; and 

• where required, Special Cases approval has been granted.

If the above have not taken place before the student is withdrawn, the student will have to reapply as a new student for entry onto another programme within the University.

Where a student has (1) failed to meet the progression requirements on their existing programme of study, but had (2) expressed a desire to transfer programme prior to failure, and is (3) still eligible to apply for a transfer because they have not yet been withdrawn from their programme of study, permission to transfer to any programme of study where there is an overlap in content between the original and new programme (whether or not both programmes are within the same academic department) will not normally be approved since this constitutes repeat study. Repeat study is only permitted where there is medical evidence which demonstrates that a student was unable to benefit from teaching the first time and also unable to take appropriate action (such as a leave of absence) at the appropriate time (i.e. when the circumstances began).