Version 1.0 - Last Updated: 16 Feb 2021

Our COVID-19 questions and answers for higher education providers

Placement


Q1: Due to the COVID-19 pandemic, our placements will not take place this year. What do we need to do with our courses? What should we do with students who have already applied for the placement year?

A: If you have a course set up with a placement year, but none of your students will be going on a placement in AY 2020/21, you will need to update your course on the Courses Management Service (CMS).

You should increase the course fee to your normal full-year rate. This will allow students to access the full funding available on a non-placement year. CMS will not let you remove the placement attribute once you have saved your course, but this does not affect this task.

You should then submit a Fee Change of Circumstance (CoC). This should include the details of the change to a non-placement academic year fee. It should also show that the student is currently studying at university. It is very important that you include these details so we can reassess each student on the correct fee limit and living cost entitlement.

Any students who have not yet applied for funding will be automatically assessed at the correct fee rate.

Upon course rollover for next year, you will need to amend the course fees on the placement year again so that we can correctly assess students in AY 2021/22.

Once you have updated your fees and completed your Fee CoCs, you should tell your HEP account manager. This will help us to carry out reassessments.

We expect the situation to change in the coming year. You should only make the change to increase support when you are certain that a student’s placement is not going ahead. If the student’s situation changes and they end up going on a part-year placement later, you should submit a further Fee CoC to tell us about the details. This will help us to make any reassessments if they are needed.

You should not transfer students off the placement variation of the course, even if you expect them to complete at the end of AY 2020/21.  This will prevent the COVID-19 pandemic from affecting standard entitlement. 

Q2: We are looking at deferring this year’s placements until next year. Do we need to update our courses on CMS? What does this mean for students who have already applied?

A: If you have a course set up with a placement year, but are deferring the placement to next year, you will need to update your course information on CMS. You should increase the course fee to your normal full-year rate. This will allow students to access the full funding available on a non-placement year.

You should then submit a Fee CoC. This should include the details of the change to a non-placement academic year fee. It should also show that the student is currently studying at university. It is very important that you include these details so we can reassess each student on the correct fee limit and living cost entitlement.

Any students who have not yet applied for funding will be automatically assessed at the correct fee rate.

Upon course rollover for next year, you will need to amend the course fees on the placement year again so that we can correctly assess students in AY 2021/22.

In AY 2021/22, you may have students entering a year that is not normally the placement year (typically year 4) who want to undertake the placement year. You should tell these students to apply indicating they intend to undertake a placement. You should then follow up by submitting a Fee CoC. This will allow them to access the reduced rate of loan while on placement. This will also ensure minimal disruption to students who are not going on placement.

Once you have updated your fees and completed your Fee CoCs, you should tell your HEP account manager. This will help us to carry out reassessments.

We expect the situation to change in the coming year. You should only make the change to increase support when you are certain that a student’s placement is not going ahead. If the student’s situation changes and they end up going on a part-year placement later, you should submit a further Fee CoC to tell us about the details. This will help us to make any reassessments if they are needed.

You should not transfer students off the placement variation of the course, even if you expect them to complete at the end of AY 2020/21. This will prevent the COVID-19 pandemic from affecting standard entitlement.

Q3: Some of our students cannot go on their placement year due to the COVID-19 pandemic. However, some students can still continue with their placement as planned. What do we need to do with the students who are not going on placement to ensure they receive they correct level of funding?

A: If some of your students are going on placement but others are not, you will need to update your course on CMS. You should increase the course fee to your normal full-year rate. You will need to submit Fee CoCs to show the correct status for each student in AY 2020/21. It is important that you provide details of the change in the notes section. This is so we can reassess students at the correct rate.

Upon course rollover for next year, you will need to amend the course fees back down on the placement year. This will let us correctly assess students in AY 2021/22. If you have some students who will undertake their placement in year 4 and others who will continue on campus, you should complete this exercise again and submit Fee CoCs. This will let us correctly assess students who will be undertaking a placement year.

Once you have updated your fees and completed your Fee CoCs, you should tell your HEP account manager. This will help us to carry out reassessments.

We expect the situation to change in the coming year. You should only make the change to increase support when you are certain that a student’s placement is not going ahead. If the student’s situation changes and they end up going on a part-year placement later, you should submit a further Fee CoC to tell us about the details. This will help us to make any reassessments if they are needed.

If you already know that the placement will take place in a different term in the same academic year, you should amend your course fee details and submit Fee CoCs. These should detail when students will be on placement so we can correctly reassess them.

You should not transfer students off the placement variation of the course, even if you expect them to complete at the end of AY 2020/21. This will prevent the COVID-19 pandemic from affecting standard entitlement.


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