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Student Life And LearningDeferral Undergraduate

Deferral Undergraduate

Making the decision to defer your course is an important one. To ensure that you are fully informed about your decision, all students are encouraged to familiarise themselves with the information here, in the deferral policy or to contact a member of the Retention & Student Engagement team before formalising their decision.

There are many reasons why students may need or wish to take time away from the Institute. There may be personal or medical issues interfering with their studies; opportunities for professional experience; family commitments; or the desire to just take a break.

The Team are available to talk with you about your situation, and to guide you through the process of taking time away/deferring your place, and returning. Before leaving the Institute, you should have a clear understanding of what is required before returning and of the financial implications (fee and grant implications) there may be from deferring your place. 

If you are in receipt of a grant and you decide to defer you must notify SUSI of your decision. 

We advise that you keep a copy of all correspondence including supporting documentation for your records. 

A student has not withdrawn or deferred their place on a programme in WIT until all related processes as outlined below have been completed. It is important to note that discussion with a member of academic staff is not sufficient/or the equivalent of deferring your place.

 

Applying for a deferral

 

Pre-Registration Deferral

Deferring your place prior to registering as a student for the academic year.

A student may be granted a deferral prior to registering as a student for the academic year due to unforeseen and exceptional medical, financial, or family reasons.

The student may have received an offer of a place or may be a continuing student.

Application to defer should be made by e-mailing [email protected]. See tab Pre Reg Deferral for details.

 

Post Registration Deferral

Deferring your place once you have registered as a student for the academic year

A student may be granted a deferral after registering as a student for the academic year should a student find that they are unable to continue their studies due to unforeseen circumstances.

Application to defer must be made in writing to the Registrar - the student must complete the application form, Form Post Registration Deferral (DA1). See tab Post Reg Deferral for details.

 

  Undergraduate Policy for Deregistration and Deferral (page 26)

1. Deferring a 1st year place (CAO):

A place may be deferred prior to the beginning of a course, when a student is offered a place on a 1st  year programme through the CAO, but is not in a position to take the place due to unforeseen and exceptional medical, financial, or family reasons. Deferral of a 1st year place through CAO is only valid for one year, after which time a new application must be made through the CAO. On receipt of a CAO Offer Notice:

Do not accept the offer in the manner shown on the CAO Offer Notice
E-mail the following information to [email protected] at least two days before the Reply Date shown on the Offer Notice

Name as it appears on the CAO Offer Notice
CAO Application Number
CAO WD Course Code and title – if you receive a L8 and a L6/7 WIT offer you may only defer one of the WD course offers
Reason(s) for the request to defer your first year place

It is important that you read the Deferral of Undergraduate Programmes Offer Policy and Procedure at http://www.wit.ie/admissionspolicies for full details including terms and conditions.

2. Deferring an Advanced Entry offer:

A place may be deferred prior to the beginning of a course, when a student is offered an Advanced Entry place (years 2, 3, 4 or 5), but is not in a position to take the place due to unforeseen and exceptional medical, financial, or family reasons. The applicant must email the following information to [email protected]

Name as it appears on the Advanced Entry Offer Notice
Application Number
WIT Course Code, title and year
Reason(s) for the request to defer your first year place

It is important that you read the Deferral of Undergraduate Programmes Offer Policy and Procedure at http://www.wit.ie/admissionspolicies for full details including terms and conditions.

3. Deferring – Continuing Students:

A student may apply to defer if prior to registering for the continuing year a student finds that they are unable to continue their studies for the same reasons outlined above. The student must email the following information to [email protected]

WIT Student Number
WIT Course Code, title and year
Reason(s) for the request to defer your place

 

Consecutive deferral of a continuing or add-on year may only occur for three years subject to meeting the requirements of the Deferral policy. This ruling may not apply to deferral applicants in the Nursing Department as there is a maximum time in which all Nursing Programmes must be completed, please see Nursing course documents for complete guidelines.

When a student at some point during the academic year finds that he/she is unable to continue his/her studies due to unforeseen circumstances an application in writing to the Registrar requesting to defer a place must be made. The letter must outline the reasons for this request. In addition the student must complete the application form, Form DA1, available below, and return to

By post: Registration, WIT, Cork Road, Waterford

By e-mail to [email protected] 

In person: Admissions, Registration and Examinations Help Desk, First Floor (IT1.10) Walton Building 

NOTE: The date of application is the date on which the completed application was received by Registry.

  1. A student must apply in writing for a deferral of a place to the Registrar stating reasons for the request by completing the  Post Registration Deferral Application Form (DA1) 
  2. The student is notified of the outcome in writing by Registry.
  3. For registered students who apply to defer after the 31st October:
  • The student will be advised that a fee will be incurred on return to college.
  • The student will be notified of the option to apply for a review of this fee in the case of compassionate and compelling circumstances and are advised to inform the grant authority if they are in receipt of a maintenance grant.
  • The application form for a fee review in compassionate and compelling circumstances, Form FR1, will be issued to the student by  Academic AffairsThe student must return the From FR1 to the Academic Affairs within a month. The application must include supporting evidence.
  • If additional information to support the application is required the student is contacted by the Academic Affairs section of Registry.
  • The Deferral Review Committee meets throughout the year to review applications and evidence and a recommendation is made. It may be necessary for a student to be interviewed by representatives of this committee.
  • The student is notified of the decision in writing by Academic Affairs and the student record is amended.

Ordinarily students are responsible for the payment of fees following a deferral, including the payment of any outstanding balance the student may have. However in some instances a student defers a place due to unforeseen circumstances. These compassionate and compelling circumstances are circumstances which are generally beyond the control of the student and have had an impact on the student’s academic progress and/or wellbeing.

Compelling Circumstances could 

i.   Serious medical condition or injury

ii.  Bereavement of close family members such as parents or siblings or guardians

iii. A traumatic experience which could include but is not limited to:

a) Personal involvement in or witnessing of a serious accident or crime
b) A serious crime committed against the person

When a deferral is granted students will be liable for full or partial fees when they return to their programme. An application for a fee review is made independent of the deferral application. In the cases of 1, 2 and 4 under "Guidelines" the student receives written confirmation by the Registrar of the deferral. However, in the case of deferral of a place during an academic year,  the letter also informs the student of the process of making an application for a fee review under compassionate and compelling circumstances.

Applications made under compassionate and compelling circumstances are reviewed by the Deferral Review Committee consisting of nominees from Registry and the Finance Office.

For making such an application Form FR1 will be enclosed with the confirmation of deferral letter. The student establishes compelling and compassionate circumstances by attaching evidence of them to this form.

For example:

i. Medical certificates provided as evidence must:

a) Must be issued by a registered consultant;
b) State that the student has “a medical condition and is unfit for class”;
c) State the length of time the student is unfit for class;
d) Include the doctor’s contact details.

ii. Death and birth certificates included must be certified.

iii. Evidence of a traumatic incident must include a police report, or a psychologist’s letter/report, or a report/letter issued by a suitably qualified professional. The psychologist’s report/letter must:

a) Be issued by a registered psychologist;
b) Include the psychologist’s contact details;
c) All certified evidence must be translated into English by a certified translator.

Decisions can only be made when all documentation has been reviewed. A student who defers a place on a programme is not entitled to a refund for that year and will be liable for any increase in fee the following year.

Normally, deferrals are not available to taught Postgraduate students. Please see the Deregistration and Deferral Policy for Postgraduate students below.

Ordinarily a student who withdraws from a programme is liable for fees. Fees are incurred on the student’s return following a deferral of a programme or any element of it, which was granted during the previous academic year.

The fees incurred relate to the student having received tuition, having had access to Institute facilities and whether the Institute has already drawn down tuition funding from the Higher Education Authority (HEA).

In the case of International students who are in WIT on a study visa, via the International Office, if a student has applied for a deferral, the student must satisfy the requirements of the Immigration Authorities in Ireland as outlined by the Waterford Immigration Office.

The granting of a deferral is an academic issue subject to academic regulations. These matters are the responsibility of the Registrar.

  De-registration and Deferral Policy for Postgraduate (page 27)