Accessibility statement

Changing mode of attendance (full-time to part-time or vice versa)

Taught students

Criteria/conditions

Criteria and conditions

A change in the mode of attendance will impact on the tuition fees due and timetable arrangements and will therefore require prior discussion with the department. If the student is extending their studies by changing mode of attendance, particularly Postgraduates, it could have serious implications on their funding, especially if provided through through Student Finance England (the Student Loans Company).

Taught students

Change of mode of attendance can only begin on a termly basis, and will be considered by the fees office to start on the first day of a new term.

PhD students

Change of mode of attendance can only begin on the first of the month, and will be considered by the fees office to start on the first day of a new month.

Tier 4 (Student) Visas

If an international student is requesting a mode of attendance change from full-time to part-time status, please ensure that the student has consulted with an Immigration Advisor before approving the mode change.

UK Visas and Immigration – sponsorship compliance:

Changes must be notified to UKVI within 10 days of the University approving the change in circumstance. Academic Departments must allow time for processing to be undertaken on the SITS Student Record system within this 10 day reporting window. All decisions should therefore be communicated to Registry Services as soon as they are known.

  • For more information please see the Immigration website

Funding

Please ensure that it is stated on the mode of attendance change request whether the student receives any funding from an external source: research council studentships, foreign loans, sponsors, scholarships, charities, etc. It is the student’s responsibility to ensure that the proposed change of mode is compatible with the regulations of any granting agency from which funding would normally be received.  

Externally funded scholarships (eg Research Council studentships)

In general, external funders (eg research councils) allow students to apply for a mode change from part-time to full-time or vice-versa from the beginning of a quarter. Possible reasons for a change of mode of study may include changes in a student’s personal or employment circumstances. A department should not normally approve a mode change for health reasons where a suspension may be the more appropriate course of action, although the department should consider applications where medical evidence indicates that part-time study is feasible and full-time study is not. A department should not normally allow a mode change in the final six months of a studentship or during the writing-up period.

External funders (e.g. Research Councils) often have different conditions regarding mode changes and the same funder can also apply different conditions to different types of awards. Please check the external funder’s guidelines and speak to the appropriate contact with any questions.

If an overpayment occurs as a result of a change of the mode of study, the external funders (e.g. Research Councils) will seek reimbursement during the reconciliation process.

Please note: For Research Council studentships, the departmental Je-S administrator MUST enter the details in the Je-S SDP WITHIN ONE MONTH of the mode of attendance being approved. If you do not know who the Je-S administrator is in the department, please contact Research Grants and Contracts.

Accommodation

Students who are changing their mode of attendance to part-time, are not eligible to remain in University Accommodation.

  • For further information please see the Accommodation Services website

Council tax

Student changing their mode of attendance to full-time may be eligible to for Council Tax Exemption.

Part-time students are not exempt from Council Tax, either during or after their period of part-time enrolment

  • For more information please see the website

How to apply

How to apply

All requests for mode of attendance changes must be on the appropriate form.

ModeofAttendanceform_UG_PGT (MS Word , 49kb)

ModeofAttendanceform_UG_PGT (PDF , 107kb)

Change Mode of Attendance (PGR) (MS Word , 50kb)

Change Mode of Attendance (PGR) pdf (PDF , 241kb)

If a student wishes to apply for a mode of attendance change, they should first approach their supervisor and discuss their options. Once a student has spoken with their supervisor/department and fully understood the possible implications of a mode change the student can then complete Section A on the Change of Mode of Attendance Form and forward it to their supervisor and department for completion. The supervisor and department should then complete the Section B of the form.

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

  • Confirmation that the details the student has entered, including that the start date of the proposed mode change are correct. Change of mode of attendance can only be requested on a termly basis, and will be considered by the fees office to start on the first day of a new term.
  • Details of any outside funding (i.e. Research Councils, foreign student loans, etc.).
  • Progress report stating support for mode change.
  • Postgraduate Research students must also include coherent and realistic plan for the completion and submission of the thesis within the required period.
  • "Electronic" Signature Confirmation of Chair of the Board of Studies/Executive Committee.

Once all the necessary signatures have been obtained, the completed form should be emailed from the Chair Board of Studies/Executive Committee email address (or the Chair Board of Studies must be copied into the email address for the transfer to be processed) to registry-services@york.ac.uk.

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

After the mode change request has been approved, the student and department will receive a mode of attendance change email confirmation, confirming the dates of the new mode of attendance and any conditions that may apply.

Who to contact

Special Cases Committee
  • Market Square
    Tel: 01904 324140
    scc@york.ac.uk
  • Office hours: Undergraduate Term Time 9am - 5pm (Monday to Friday);                       
  • All other times 10am - 4pm (Monday to Friday)

Board of Studies (Mode of Attendance cases that do not require Special Cases Committee approval)

Office hours: 9am - 5pm (Monday to Friday)