COURSE TRANSFER REQUEST FORM
FORM-CT1
THE INFORMATION ON THIS FORM IS CONFIDENTIAL
Course Transfer Request
Information and Guidance Notes for Students
Guidance for Completing the Course Transfer Request Form


Please read these guidance notes carefully before completing your form.
All correspondence relating to this request will be sent to your registered UAL email
address. Please make sure you check it regularly.
Please submit Part 1 (pages 1 & 2) of the form to your Student Administration Office and
keep a copy for your records. Your Student Administrator will be overseeing your request
and will not be able to process it if you have not handed in your form. Make a note of your
Student Administrator’s name and contact details.
UAL Course Transfer Request Polic y
The University is committed to supporting students to fulfil their creative potential, to succeed on
their course and to have a positive learning experience. Being on the right course is an important
aspect of well-being and the UAL student experience.
Students may request to change from the course on which they are enrolled to another course
offered by the University. A transfer is not guaranteed.
Normal course admission requirements and availability of places applies.
Normal points of transfer are at the end of the Introduction to Study in HE unit, before the start of
Term 2 in the first year or at the end of the academic year. Transfer request made at the start of
the course (Year 1) must be submitted before the end of the Term 1. Transfer requests for the
end of the academic year must be submitted before the end of Term. The process can take
several weeks – please allow sufficient time for this.
Students must continue to attend all timetabled classes for your current course whilst awaiting a
decision. You will need a good attendance record, to complete the work and pass course units for
course credit transfer purposes.
What to do if you want to change courses
1. Inform your tutor and arrange to meet your Course Leader to discuss your reasons for
wanting to transfer and to explore the options available to you. Do this as soon as possible.
2. Obtain a Course Transfer Request form by completing the request form on the Student
Services Intranet website or by sending your name and Student ID to
coursetransfer@arts.ac.uk
3. Be open to considering whether there may be other factors affecting your engagement or
enjoyment of the course. There are other services in the university to help students
overcome difficulties that are affecting their studies. Changing course is not always the best
course of action.
4. If you are an international student, you must book an appointment with a student adviser to
COURSE TRANSFER REQUEST FORM
FORM-CT1
THE INFORMATION ON THIS FORM IS CONFIDENTIAL
check whether your student visa conditions places restrictions on you changing course.
You can see a student adviser at your college or at the Student Centre at Holborn.
5. If you are a Home or EU student, it is advisable to book an appointment with a student
adviser to check whether your funding/student loan may be affected and what you need to
do to avoid difficulties at a later stage.
6. Complete the form with your current Course Leader. Take this form to your Student
Administrator so that a record of your request is logged.
7. Do some research on other courses – detailed information on all courses offered by the
University is available on the UAL website.
8. If your current Course Leader recommends a transfer, ask whether you should approach
the Course Leader for the course to which you want to transfer directly or wait until he/she
has had an opportunity to make some initial enquiries. You can find the name of the
Course Leader on “Fact” page of the course information page on the UAL website.
9. Be prepared for an interview or to be asked to submit work to demonstrate your suitability
for the course to which you want to transfer. Normal course admission requirements apply
on all transfer requests.
10. If you are meeting the Course Leader, complete Part 2 of the form. You will need to leave
your form with them to allow the necessary course credit checks to be made before giving
you a decision.
11. If you are having difficulties identifying a suitable course, please contact the Student
Adviser to consider whether it may be useful for you to have a careers-focused
consultation. A limited number of 30 minute appointments are available.
12. Once you have obtained agreement from both course tutors, please submit the form to your
College Administration Office, so it can be passed on to the Dean (of your current course)
for authorisation.
13. Keep a copy of the form and make of note of the name and contact details of the Student
Administrators for both your current course and the course to which you are requesting a
transfer for your own records. Your current Student Administrator will normally be your
point of contact for any enquiries you may have about your transfer request.
Help and Advice
For help and advice on course transfer request, contact the student adviser at your college or at
the Student Centre at Holborn.
Email: student.services@arts.ac.uk
Telephone: 0207 514 6250
COURSE TRANSFER REQUEST FORM
FORM-CT1
THE INFORMATION ON THIS FORM IS CONFIDENTIAL
Please read the guidance notes before completing this form
Please keep a copy for your records. All correspondence relating to this form will be made to
your registered UAL email address so please make sure you check it regularly.
PART 1: CURRENT COURSE
Section A (i) Student Details
Student ID:
Current Course:
First Name:
College:
Surname:
Year of Study:
UAL email address:
Course Leader:
Contact telephone:
Personal Tutor:
Postal Address:
Section B Transfer Request Details
Request to transfer to:
Reason for transfer
request:
Requests for transfers are considered on a case by case basis and
cannot always be granted. Please submit full details of reason for
transfer. If you are an International student, please see a student adviser
to ensure that a change of course does not affect your visa.
Date of request:
Normal points of transfer are at the end of the Introduction to Study in HE unit, before the start of
Term 2 in the first year or at the end of the academic year. Transfer request made at the start of
the course (Year 1) must be submitted before the end of the Term 1. Transfer requests for the end
of the academic year must be submitted before the end of the academic year. The process can
take several weeks – please allow sufficient time for this.
Signed:
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COURSE TRANSFER REQUEST FORM
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THE INFORMATION ON THIS FORM IS CONFIDENTIAL
Section C (i) Current Course – Course Leader Approval
Tutor/Course Leader:
Recommendation:
Date of Meeting:
o Transfer recommended
o Not recommended
o Further information/advice needed
o Course Leader to liaise with New Course Leader
o Other action:
Course Admin:
o Forward form/recommendation to Student Administrator
monitoring/Dean’s approval.
Signed:
Once this page has been completed – take Pages 1 & 2 it to your Student Administrator.
Make a note of the Student Administrator’s name and email address – you will need it for
the part 2 of the form.
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COURSE TRANSFER REQUEST FORM
FORM-CT1
THE INFORMATION ON THIS FORM IS CONFIDENTIAL
For office use only:
Student Administration – Current Course
Administrator’s name:
Form received:
Outgoing Course Leader
TRANSFER
recommendation:
RECOMMENDED
Action:
Obtain Dean’s Approval
Current Course – Dean Approval
Name:
Decision:
o
o
Date:
NOT RECOMMENDED
DECISION PENDING
Letter – inform student of
outcome
Follow-up as necessary
Date:
Transfer request approved
Transfer request declined
Reason:
Signed:
QLS Admin – Outgoing
Actions to be taken by the school from which the student is transferring, once confirmation all of the following has
been received:
 agreement from the current course to release a student
 confirmation of an offer on the new course
 acceptance of the offer by the student.
1. Enter the transfer stage code
o E107 if the student transferring to a course with the same Qualification.
o E007 if the student is transferring to a course with a different Qualification eg. Foundation to Degree
Set the stage date to the date the transfer becomes effective.
2. Credit and rebuilt the student’s fees using “Fee type RF – reduced fee” to bring a tuition charge of £0.99 which
should be amended to the fee agreed between the outgoing and the incoming Colleges.
3. As a general rule fees should be worked out on a weekly basis and the original course should receive fees
according to the number of weeks already studied, with the new course receiving the balance. Further guidance
can be found in the Fees Regulations please ensure the fee has been agreed and is provided when returning the
forms to Student Finance.
If there are registration fees these will normally still be payable, check with the Assessment and Quality section in
Academic Registry to establish if the fee is due.
4. Enter the HESA details:
o If the student’s stage code is E007 i.e. transferring to a different qualification, in the HESA AOS details enter
the reason fro leaving as 11 (Other) and enter the date of the transfer under Date left. If the student is
transferring from an FE to an HE course enter code 4 in the field Completion Status.
o There is no HESA amendment/addition for those with a stage code E107.
5. Sent copy of this form Section to the Student Administrator for the New Course.
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COURSE TRANSFER REQUEST FORM
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THE INFORMATION ON THIS FORM IS CONFIDENTIAL
Take this form Section 2 (Pages 3 & 4) with you when you meet the Course Leader for the
course to which you are requesting a transfer. Make sure you have submitted Section 1 to
the Student Administrator for you current course and you have the name and email
address of the person for this part of the form.
PART 2: NEW COURSE
Section A(ii): Student Details
Student ID:
Student Name:
Current Course:
College:
Name and contact
details the current
course’s Student
Administrator:
Request to transfer to:
Section C(ii) New Course – Course Leader Decision
Course Leader:
Outcome:
Date of Meeting:
o Transfer request agreed subject to Dean’s approval.
Proposed date of Transfer:
o Transfer request declined
Reasons:
o Other outcome:
Course Credit
Framework (CCF)
Checks:
o CCF compatible
o CC Adjustment required:
o Other conditions/requirements:
Signed:
New (Incoming) Course Leader to pass form to Student Administrator to obtain Dean’s
approval, or to notify student of outcome.
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COURSE TRANSFER REQUEST FORM
FORM-CT1
THE INFORMATION ON THIS FORM IS CONFIDENTIAL
For office use only:
Student Administration – New Course
Name:
Form received:
Outgoing Course Leader
TRANSFER
recommendation:
RECOMMENDED
Action:
Obtain Dean’s Approval
Date:
NOT RECOMMENDED
Letter to Student to advise
him/her of outcome
DECISION
PENDING
Follow-up as
necessary
Dean’s Approval - New Course
Name:
Date:
Decision:
o Transfer request approved.
Course administrator to notify student and the current course student administrator of offer.
o Transfer request declined.
Course administrator to notify the current course student administrator and the students
Signed:
Student Administration – New Course
Student
o Student administrator to liaise with and obtain necessary documentation from the
Administrator:
administrator of the student’s current course.
o Student administrator to send formal letter of offer to student on receipt of approval from
both Deans.
o Form forwarded to Central Registry and Student Funding Service.
Notes/Comments:
QLS Admin – Incoming
Actions to be taken by the school to which the student is transferring
1. Ensure that the correct transfer stage code (E107 or E007)has been entered against the original course before
you enrol you student on their new course.
2. Use the fee type “RF – reduced fee” to bring up a tuition charge of £0.99 which should be amended to the fee as
agreed between Colleges.
3. Enter the HESA details as shown below
In the Special Details screen
Date of Commencement of programme – Amend if the student has transferred to a new Qualification, if not enter
the date shown in the course which the student has transferred from.
Year of student on this programme – this should reflect the number of years the student has been studying the
Qualification therefore if they are transferring to a new Qualification enter 1 otherwise it will be the same as the
course from which the student transferred.
In the Quals on Entry Screen
New entrant to HE – enter Y if the student has transferred from FE to HESA.
4. Complete the form below and forward to Student Finance.
Finance: To be completed and sent to Student Finance when Deans approval has been granted and the
student has accepted the transfer offer
Name:
Date completed:
Student ID:
Student Name:
New Course:
Fees Charged:
Transfer approved by Dean if School:
Original Course:
Fees Charged:
Transfer approved by Dean of School:
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