When you submit an undergraduate Withdrawal CoC, you'll need to select a reason code. This chapter explains the reason codes and the rules relating to them.

A student is no longer in attendance at the point when their scheduled learning, teaching and assessment activities and other active and ongoing engagement end in agreement with you. This is also known as the last day of attendance for the student. It means the student does not intend to return.

Left during cooling-off period

You should use this reason code when a student has left during your defined cooling-off period in term 1. The effective date of the Withdrawal CoC must be:

• after the course start date
• when the student is no longer in ongoing and active engagement with their course

The student will not be charged any fees.

Never in attendance – confirmed in error

You should use this reason code when a student has left the course and:

• has never been liable for funding
• has had a positive attendance confirmation submitted by mistake

The effective date of the Withdrawal CoC must be before the course start date. The student will not be charged any fees.

Left during course

You should use this reason code when a student leaves the course after the cooling-off period.

The Withdrawal CoC should be effective from the point when the student’s scheduled learning, teaching and assessment activities and other active and ongoing engagement end in agreement with you. This is also known as the last day of attendance for the student. It means the student does not intend to return. They'll have no further obligation to pay fees to you.

A withdrawal terminates the student’s period of student finance eligibility.

Health

You should use this reason code when a student has withdrawn from their course due to health reasons.

The effective date of the Withdrawal CoC must be after the course start date. It should mark the point from which the student was no longer in ongoing and active engagement with their course.

The student will be liable for the funding they've received up to the withdrawal date.

Deceased

You should use this reason code if a student dies during their course.

The effective date of the Withdrawal CoC must be after the course start date. It should mark the point from which the student was no longer in ongoing and active engagement with their course.

We'll begin the process of closing the account.

Change to Lifelong Learning Entitlement (LLE) support

You should use this reason code if a student has withdrawn from their course after attending and is moving to a new course of study funded by LLE. If the student did not attend, you should continue to follow the Never Attended process.

You should only use this CoC type for SFE domiciled students or EU domiciled students who are no longer eligible for HESF funding.

The effective date of the Withdrawal CoC must be the point from which the student was no longer in ongoing and active engagement with their course.