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Withdrawal from Studies Policy

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Section 1 - Introduction


(1) To provide a framework by which a registered student can withdraw from a programme and the College can withdraw a registered student from their programme.


To whom does the policy apply?

(2) This policy applies to all registered students and all Staff and Faculty who are involved in withdrawing a student from a programme of study.

In what situations does the policy apply?

(3) This policy applies where a student seeks to voluntarily withdraw from a programme.

(4) This policy applies where a Head of School/Programme Director, based on the criteria specified, recommends to the Registrar that a student be withdrawn from a programme.

Who is responsible for implementing the policy?

(5) The withdrawal of a student from their programme is the responsibility of the Registrar, on recommendation from a Head of School/Programme Director.


(6) Withdrawal

(7) There are two types of withdrawal:

  1. College-initiated: The College may initiate withdrawal of a student for:
    1. Non-engagement
    2. Non-payment of fees
  2. Student-initiated: where a student requests to permanently cease being a registered student on a Hibernia College programme

(8) Non-Engagement

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Section 2 - Context

Legal and Regulatory Context

Quality Assurance Guidelines

(9) This policy is designed with regard to both the European Standards and Guidelines and QQI’s Core Statutory Quality Assurance Guidelines requirement that the College has and implements a policy for all stages of the student journey.

Access, Transfer and Progression

(10) This policy should be read in conjunction with the College’s Access, Transfer and Progression Policy as it forms part of the College’s response to the QQI Policy Restatement: Policy and Criteria for Access, Transfer and Progression in Relation to Learners for Providers of Further and Higher Education and Training.

Protection of Enrolled Learners (PEL)

(11) This policy is set within the context of providing information to prospective learners and is designed with regard to QQI’s protocols for compliance with legal requirements for Protection of Enrolled Learners (PEL): Protocols for the Implementation of Part 6 of the 2012 Act Guidelines for Providers.

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Section 3 - Policy Statements

Principles for Withdrawing Students

Fairness and Transparency

(12) This policy is based on the principles of fairness and transparency and it seeks to ensure all students are fully informed of the nature of the programme, the rules and regulations, and terms and conditions to support students in their studies and in making decisions about their studies. 

Clear Information

(13) The College provides clear and accessible information about its policies and procedures and the consequences of withdrawal. 

Access, Transfer and Progression 

(14) Students are given full credit for all academic achievement in respect of modules undertaken and facilitated in transferring to or progressing to other programmes where relevant.

Written Decisions and Communications

(15) Students shall receive information on options available to them and dates of required responses in writing.

Part A - Principles for Student-Initiated Withdrawals

Formal Notification

(16) Students must formally notify the College in writing should they wish to withdraw.


(17) Students are entitled to formal written confirmation of their withdrawal.

Rights and Entitlements

(18) Students that withdraw lose all of the rights and entitlements of registered students of Hibernia College, including access to any and all services the College provides.

(19) Students withdrawing from the College are not entitled to refunds of fees paid.

Part B - Principles for College-Initiated Withdrawals

Formal Notification

(20) Students are entitled to formal notification of their withdrawal and the reason for it.

Rights and Entitlements

(21) Students that are withdrawn lose all of the rights and entitlements of registered students of Hibernia College, including access to any and all services the College provides.

(22) Students that have been withdrawn from the College are not entitled to refunds of fees paid.

Right of Appeal

(23) Where a student has been withdrawn due to non-engagement, they may appeal the decision on the evidence excusing non-engagement, under the Appeals of Decisions on Evidence Excusing Non-Engagement Procedure.