Initial considerations

Initial considerations

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).

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

If a part-time version of the course does not already exist, Special Cases approval will be required. For more information see the Special Cases tab. 

Fees

If a student changes their mode at the beginning of the academic year, their tuition fees will be adjusted to the full/part time rate as appropriate. If they change their mode during any other semester, their fees will be calculated proportionally.

For more information see the Student Hub website.

Student Visa Holders 

The University does not sponsor students who are enrolled on a part time course.  Student Visa holding students who wish to change their mode of attendance should contact an Immigration Advisor for further advise. 

For more information please see the immigration information website.

Funding

Students are responsible for informing the University when requesting a change of mode of attendance if they receive funding from an external source (ie Research Council funding, foreign loans, etc.). It is the student’s responsibility to ensure that the change in mode of attendance is compatible with the regulations of any granting agency from which funding would normally be received, and that such agencies are informed of the change. Extending studies or changing their mode of attendance, particularly for Postgraduates, could have serious implications on their funding. It is especially important to check the implications if their funding is provided through Student Finance England (the Student Loans Company) as they may be ineligible for further funding and may have to repay part of their loan.

If a student is a University of York or external scholarship holder, they should check the terms of their award before requesting a formal change to mode of attendance since there may be implications for their scholarship.

A change in mode of attendance can impact bursary eligibility. Please consult the Bursary webpages. 

Foreign loans

If a student has a student loan from outside of University, they should clarify the consequences that such a mode change might have on their status and eligibility.

Externally funded scholarships (eg Research Council studentships)

If a student’s studies are supported by an external funder (e.g. Research Councils) any change to mode of attendance may have funding implications. For example, if an overpayment occurs as a result of a change of the mode of study, they may be liable to repay payments on a pro-rata basis.

Before requesting a formal mode of attendance change we recommend that students:

• Speak to their department/supervisor, and
• Check the specific terms and conditions of their funding, and
• Seek further guidance from the Student Advisors in the Student Hub. 

Accommodation

Students who are changing their mode of attendance to part-time are not eligible to remain in University Accommodation. They must complete a Request to Vacate form and give notice to vacate their room.

For further information please see the Accommodation Services website.

Council tax

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

Part-time students are not exempt from Council Tax, either during or after their period of part-time enrolment- this extends to the full household where the student is resident. 

For more information please see the Council tax website.

Independent Students 

A change in mode of attendance may have significant implications for independent students. 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.

How to apply

How to apply

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

Change in Mode of Attendance Form (MS Word , 27kb)

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 the form.

The change in mode of attendance application form has multiple sections: 

• Part A should be completed by the student. 
• Part B should be completed by the department only where Special Cases Approval is required.
• Part C should be completed by the Chair of the Board of Studies or their nominee.
• Part D explains the process of submitting the form.
• Part E is for Special Cases team use only.

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 semester basis, and will be considered by the fees office to start on the first day of a new semester.
• Details of any outside funding (e.g. Research Councils, foreign student loans, etc.).
• Progress report stating support for mode change.
• "Electronic" Signature Confirmation of Chair of the Board of Studies/Executive Committee.

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

If Special Cases approval is not required, please submit the form to student-records@york.ac.uk.

If Special Cases approval is required, please email the form to scc@york.ac.uk.

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.

Special cases

Requests for Full Time Study in Part-Time Attendance

There is a specific type of change in mode of attendance which can be requested as an adjustment for a disability. If approved, this would result in full-time study in part-time attendance. This type of request always requires Special Cases approval. 

Special Cases cannot consider this type of request where a part-time version of the course already exists. 

This type of request will only be approved where there is specific recommendation for full-time study in part-time attendance included in a Student Support Plan, or where there is medical evidence which explicitly confirms that this is a necessary adjustment due to disability. 

If this is being requested, the department must complete Section B of the Change in the Mode of attendance application form (see How to apply tab), which includes:

1. An explanation from the Chair of the Board of studies explaining why this request is being made and why alternative forms of mitigation (for example, a period of Leave of Absence) are not appropriate. 
2. A proposed breakdown of the modules/credits the student will complete and when. 
3. The normal module breakdown for the programme (for comparison). 
4. A completed change in mode of attendance form (see How to apply tab).
5. Confirmation that the student is aware of the financial implications of this change in mode.
6. An updated Student Support Plan and/or medical evidence which explicitly confirms that this is a necessary adjustment due to disability.

If approved, the change in mode will apply only to the relevant stage of study unless specified otherwise, ie if the request is for a change in mode of attendance for stage 2 of a programme, a new application will need to be submitted for stage 3.