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DEFERAL POLICY
There are and will always be situations in which a student may not be able to continue with a chosen course of study due to circumstances beyond his/her control. This policy document is designed to outline conditions that should prevail and/ or proved to be unquestionably permissible to warrant a deferral of a student on a course.
Deferral defined
For the avoidance of any doubt the word defer, according to the Longman Dictionary of English Language and Culture(New Edition) is defined as “To delay until a later date”. A deferral is therefore ‘delaying an act until a later date.’
Withdrawal defined
According to the same dictionary withdraw is defined as “to take away or move back’. Withdrawal is therefore ‘taking away or moving back’
Difference between a deferral and withdrawal
The difference seems obvious. However, guidelines have to be established to state when a deferral becomes an implied withdrawal. Some of such situations could be one or more of the following:
- Dishonesty in claim
- Misrepresentation of reasons for the deferral request
- Excessive extension of time beyond that agreed between both parties
- Period in the semester when the request was made.
Objectives
This policy is intended to;
- provide guidelines to students and policy makers alike as to what request would be acceptable and classified for deferral of course or programme;
- outline to what extent a deferral could be allowable
- clarify any sanctions or remedies that may exist to address conflicts or disagreements.
Types of situations that could give rise to deferral of course/programme
- Health reasons : Where a report of a competent medical doctor or hospital recommends that a student could not continue his/her studies in a particular state of health a deferral could be considered. This would be subject to the changing conditions that could be classified as ‘incapacitated on health grounds’.
- Impossible circumstances: This describes a condition that could not have been predicted at the time of applying to the college to pursue a course of study. There is the need to prove this condition beyond all reasonable doubt.
- Emergency circumstances: Where a condition needed a quick decision to resolve a life threatening and an adverse economic situation the condition is classified as ‘emergency’. We have to consider scenarios that best solve the problem on hand at minimum cost to the college and the student.
- Any other situations: An assessment on merit on a case on case basis and the decision could be at the discretion of the College and such a decision should be in the best interest of the student and the College.
Procedures to follow:
STEP 1.A letter for deferral be addressed to the Registrar stating:
- Students admission code as reference;
- Type of programme/course and level/part reached/session attending;
- Next possible external/internal examination date;
- Deferral period required(from what to what date)
- Reasons for the request(with supporting documents where necessary)
- Copy be sent to the Course Coordinator
STEP 2. Confirmation note from Course Coordinator
- Registrar to request for clearance note from the course coordinator;
- Check on how much fees paid and or balance left;
STEP 3. Approval stage:
- Academic committee would meet and decide on whether or not request by the student should be allowed. The committee should comprise:
- Provost of ABE programmes
- Programmes Director
- Registrar or Assistant
- Course Coordinator
STEP 4 . Response to request by committee
- Registrar to reply to the request stating what has been agreed by Council .
Letter to cover:
- Period agreed
- Dispensations allowed
- Possible Sanctions for default