You should use a Suspension CoC when a student takes an agreed leave of absence and plans to return in the future.

You can create a CoC from the CoC worklist, the Detailed Student Information page or the Create CoC page. For undergraduate students only, you can also create CoCs in bulk by uploading an xml file. This guide will tell you how to create a CoC from the Create CoC page.

1. Go to the SIS Home page and select CoC Home.
   
   
2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.
   
   
3. Select Create CoC.
   
   
4. Select Suspension from the Change of Circumstance category dropdown.
   
   
5. Select the year you want to apply this CoC to from the Academic Year dropdown.
   
   
6. Select Next.
   
   
7. The system will ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.
   
   
8. When you've entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.
   
   
9. Enter the Date of Last Attendance (last date of engagement). This is the last date when the student attended their course. We use this to process the student’s funding entitlement.
   
   
10. Enter the Date Student Left the Course. A Suspension CoC cannot be dated in the future. Both the date of last attendance and the date the student left the course must be today or earlier.
    
    
11. Enter the Tuition Fee Charged to Student. The system will automatically enter the student’s tuition fee amount in this field.
    
    
12. Under Did the Academic Authority agree to this absence, select the Yes radio button. This means you've approved the suspension reason.
    
    
13. Select a reason from the Reason for Suspension dropdown. The options are:

• • health
  • other

If you select Health the student’s support will automatically extend for 60 days. It is thus vital that you have evidence from the student. If the student’s suspension period is longer than 60 days, they must contact their award authority and send further evidence to support this.

14. Enter the Original Duration of Course.
    
    
15. Enter the Current Year of Study. The system will automatically fill in this field but you can change it if you need to.
    
    
16. Enter the Agreed Date of Return. This field is mandatory. If you do not have an definite date of return please enter an expected date. If the student returns within the same academic year, you must submit a Resumption CoC.
    
    
17. Enter the Course Tuition Fee Liability. You should leave this as the full year amount. We'll calculate how much the student will be charged based on their attendance confirmations and suspension date. This will be 25%, 50% or 100% of the total fee. For example, if a student begins their course in September and has a suspension effective date of 1 December, they'll be charged 25% of their tuition fee amount.

18. If you need to add additional information to this CoC, you must select the checkbox after the line saying, 'I need to include additional information so this CoC can be accurately processed. I understand that this will cause a delay as the CoC will need to be manually processed.'

19. When you've entered all the details for the CoC, select Next to continue.
    
    
20. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.
    
    
21. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Suspension examples

Undergraduate health suspension

If an undergraduate student is suspending due to health reasons, select Health from the Reason of Suspension dropdown. Once you've selected this complete the rest of the CoC as normal.

The students will receive maintenance loan support for 60 calendar days from the date you've entered in the Last Day of Attendance field. When they return from their period of suspension you should submit a Resumption CoC.

Suspension due to pregnancy

Students taking a break due to pregnancy or to give birth are not eligible for the 60 days of maintenance loan support available for health reasons. You should choose Other from the Reason of Suspension dropdown. Once you’ve done this, complete the CoC  as normal.

Students taking a break due to pregnancy-related illness are eligible for the 60 days of maintenance loan support. You should select Health from the Reason of Suspension dropdown.

Resumption date into next course year.

If the student has applied for the next academic year and you submit a suspension CoC with a 'date student is resuming study' after the course start date of the next academic year, we'll reassess the amount of maintenance support available for the student based on the date provided.

Suspension over an academic year

If an undergraduate student suspends and returns within the same academic year, we need a Resumption CoC.

If they return in the following academic year, they'll need to apply for the new academic year. Their registration and attendance confirmations will continue as normal.

If the student applies for the new academic year but does not return, you should submit a D attendance code. You can find more information on how to submit attendance codes in the manual attendance confirmation chapter.

If the student does not apply for the following academic year and tells you they're withdrawing, you do not need to submit a Withdrawal CoC. The application can remain suspended and it will move to the abandonment process.

Pre-registration health suspension

If you're suspending an undergraduate student due to health reasons before the start of the academic year, select Health from the Reason of Suspension dropdown.

When you complete the following CoC, enter the day before the course start date as the Last Day of Attendance.

The student will then receive maintenance loan support for 60 calendar days from that date. When they return from their period of suspension you should submit a Resumption CoC.

The student will not have been confirmed for registration. To clear the student from your registration worklist, select Y (yes) from the Registration Confirmation dropdown. This will not release further maintenance loan support as it has been capped at the 60-day support already paid.

If the student resumes within the same academic year, assessment will prorate the student’s maintenance loan to account for the 60 days already paid.

If they return in the following academic year, they'll need to apply for that year. Their registration and attendance confirmations will continue as normal.