Students who are assumed to have left

Geese flying away

Usually undergraduates wanting to leave University will let someone know, but sometimes they will just stop turning up to classes.

Students wishing to leave the University

If a student informs you that they wish to leave, the information we provide on leaving the University offers advice and explains the process.

If a student has indicated that they have withdrawn but did not formally do so by completing a student leavers form, the following procedure applies.

Further information

Who to contact

Students assumed to have left or withdrawn

If a student stops turning up to classes without saying he or she is withdrawing and does not respond to any effort by the Department to make contact, the (combined) Board of Studies can recommend to Student Services that the student be assumed to have withdrawn. Before making this recommendation to Student Services the Department should (at a minimum) have made the following efforts to contact the student across 5 separate instances using the following methods:

  • email correspondence to home and York address
  • one letter to the home and contact address indicating that a recommendation has been made to Student Services that the Student no longer wishes to continue their studies; and
  • one formal withdrawal letter to the home and contact address with right of appeal information and associated dates.

Students should be given a fair amount of time to respond to the attempted contact before the next is made, this should be at least a week.

If the department does not receive any response to the correspondence outlined above, the Board of Studies can then put forward their recommendation to Student Services that the student’s registration with the University should be terminated. The first step in making this recommendation is to complete the Assumed withdrawal form.

If the student responds and wishes to continue on his/her programme the Board of Studies will be informed and asked to consider the student’s request (including consideration of whether a recommendation for leave of absence is appropriate).

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

  • Copies of letters or email sent to the student by the department (e.g. evidence that satisfactory warning has been issued, or attempts to contact the student have been made)

This form can also be used if a student has indicated that they have withdrawn but have not formally done so by completing a withdrawal form.

Please note that if a research student fails to submit their thesis by their deadline, they will be failed for non-submission. The assumed withdrawal process cannot be used at this point

After receiving the Assumed withdrawal form Student Services will consider the information and check for engagement at other levels across the University, a decision will then be made as to whether it is appropriate to treat the given case as an assumed withdrawal. If Student Services agree that the case should be treated as an assumed withdrawal they will then process the withdrawal and send a formal withdrawal letter and email to the student. The letter will include the standard right to appeal information. The student's department will also be notified of the withdrawal at this point.