York St John University acknowledges that circumstances may occasionally necessitate a temporary pause on your academic journey. The suspension of studies provides an opportunity to step away from your programme and resume later, without always having to forfeit prior progress. This article offers a detailed overview of the suspension process at York St John, addressing:
- how to suspend studies
- the maximum allowable period
- required evidence
- processing duration
- financial implications
- alternatives, if the e:Vision form is inaccessible
Further information can be found on the Suspension of Study Policy for Taught Students 2024-25
How can I suspend my studies?
To suspend studies at York St John University, this is the following procedure:
- Consult an Academic Tutor: Prior to initiating a request, please discuss your intentions with the Associate Head or your Academic Tutor. This ensures the decision is well-considered and alternatives are explored.
- Submit a request via e:Vision. Please log into your e:Vision account, locate the "Change of Circumstances" section, and complete the online suspension request form. This applies primarily to taught students (undergraduate and postgraduate taught). Research students and partnership students should refer to specific guidance if applicable.
- Provide supporting evidence (If appropriate): Relevant documentation must accompany the request to substantiate the need for suspension (see "What Evidence is Required?" below
- Await approval: The Registry team evaluates the submission. For international students holding a visa, approval from the Visa and Compliance team is also mandatory. Written confirmation via email will follow successful approval, which will confirm:
- the dates of the suspension of studies
- any conditions when returning
- arrangements
- dates for outstanding assessments/reassessments and the new end programme date.
Registry will also advise your funding body.
Note: Students enrolled on a Degree Apprenticeship must process suspensions through Maytas, not via e:Vision, and should consult their programme lead for assistance.
How long can I suspend my studies for? (Maximum period of suspension)
- the normal period of suspension of studies is 1 year in the first instance. This is limited to a maximum of 2 years over the course/programme
- Extensions: In exceptional cases, such as severe health issues or significant personal challenges, a suspension exceeding 12 months may be authorised. This requires additional approval from the Registry team and, for international students, the Visa and Compliance team. Research students should consult the Research Degrees Policy for further details
- Total period of study: Time spent on suspension contributes to the maximum study period (the total time permitted to complete a degree), necessitating careful planning with an Academic Tutor.
What evidence is required?
Suspension requests must be supported by compelling reasons and appropriate evidence. Examples include:
- Medical reasons: A letter from a registered medical practitioner outlining the condition and recommended duration of absence.
- Personal circumstances: Documentation, such as a death certificate (for bereavement), legal documents, or a letter from a counsellor addressing significant personal matters.
- Financial hardship: Evidence of financial difficulties, such as bank statements or a sponsor-s withdrawal letter, although this alone may not be enough without additional justification.
- Other compelling reasons: For research students, evidence might encompass project delays or fieldwork disruptions (refer to the Research Degrees policy
All evidence must be submitted alongside the e:Vision request. Incomplete documentation may result in delays or rejection. The Student Records team will typically contact students who have not supplied evidence to ensure the request can be granted.
How long will this process take?
- Typical duration: Upon submission through e:Vision, the Registry team endeavours to process requests within 2 to 4 weeks, dependent on the complexity and completeness of the submission. Students remain enrolled and are liable for fees until written approval is received.
- Delays: The Registry team cannot begin to check/process the request form unless it has been signed off by the academic approver. For international students, visa-related approvals may extend this timeframe.
- Requests requiring exceptional consideration and a Special Cases Panel review, or submitted during peak periods (for example, enrolment cycles or graduation), may also take longer.
I cannot access the suspension of studies form via e:Vision. What can I do?
If access to the suspension of studies form via e:Vision is unavailable, please take the following steps:
- Verify technical issues: Ensure login credentials are correct, and that your account is active. Clearing the browser cache, or using an alternative electronic device, may resolve the issue.
- Submit a case through the Student Hub online portal.
- Specific guides:
Prompt action is essential to avoid processing delays, as approval must precede the suspension commencement
Additional Considerations
- International students: Visa holders require approval from the Visa and Compliance team to maintain compliance with UK regulations. Suspension may necessitate departure from the UK early consultation is advised
- Students will have access to some University IT systems and email, but will not have access to library facilities, including online resources, during their period of suspension from the University. Access to other University support is not normally required and will be restricted
- Returning: Students must confirm their return date with the Registry team and, if suspended for medical reasons, submit a fitness-to-study certificate upon return. If you are returning to an ITE or Health course, you will be required to obtain new Disclosure and Barring Service (DBS) clearance. The Student Records team will contact you again by email to confirm the arrangements for your return to university. Please ensure that we have your up-to-date email address by checking your details on e:Vision. Should you require any advice or support during your suspension please submit a case through the Student Hub online portal.
- Support: Academic Tutors, the Funding Advice team, and Wellbeing Services offer tailored guidance throughout the process
- Council Tax: If you are a full-time student you will continue to be eligible for Council Tax exemption during your time away from the University. Your access to University email and the Library & Learning Services will not be suspended.