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List of active policies

Name Type User consent
Student Agreement (2023-2025) Site policy All users
STUDENT SUPPORT POLICY Site policy All users
STUDENT GRIEVANCE / APPEAL POLICY Site policy All users
Student Transfer, Suspension and Withdrawal Policy (2023) Site policy All users

Student Agreement (2023-2025)

Summary

Maritime
 
ATLANTIC ALLIANCE (AA) MARITIME AND OFFSHORE TRAINING INSTITUTE
 
STUDENT HANDBOOK 2023 - 2025

Full policy

DISCLAIMER
The Atlantic Alliance (AA) Maritime and Offshore Training Institute (AA MARITIME) Guyana Handbook is provided for the convenience of current students, prospective students and staff and faculty alike, where necessary. It sets out the Atlantic Alliance (AA) Maritime and Offshore Training Institute (AA MARITIME) Guyana’s regulations governing the programmes offered, policies and guidelines, description of programmes and courses offered on the Campus. A concerted effort was made to eliminate all errors, but students must check the Student Affairs department at the start of the semester and during the course of the academic year for updates as well as corrections to any error or omission that have come to light subsequent to the finalization of the current version of the Handbook. Some policies, procedures and rules were shared with students during their Orientation, and those policies will be available on the LMS for reference and use in conjunction with this Handbook.
 
CONTACT INFORMATION:
The Office of the Atlantic Alliance (AA) Maritime and Offshore Training Institute (AA MARITIME)
Guyana
Lot 43A Public Road,
Friendship
East Bank Demerara
GUYANA
SOUTH AMERICA
Telephone: +592-231-8699, +592-608-6031, +592-266-1645, +592-600-2555
 
Email: admin@aamaritime-guyana.com
 
EXTRACTS FOR BENCHMARKING PURPOSES ONLY:
References, paragraphs and inserts were used from our regional counterpart:
Caribbean Maritime University’s “General Examination Regulations” section: YR 2021 – 2022.
 
THE DETAILED POLICIES CAN BE VIEW AND DOWNLOAD BY CLICKING THE BELOW LINK
 
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STUDENT SUPPORT POLICY

Summary

maritime         STUDENT SUPPORT POLICY
Contact Officer Office of Student Affairs
Date First Approved 22 January, 2023
Approved Authority Head of MTC
Date of Next Review  

Full policy

1. PURPOSE AND OBJECTIVES
AAMOTI aims to provide a personalized, innovative teaching and supportive learning environment in which students receive a valuable educational and student experience. This occurs within a partnership framework in which students are responsible for their own learning, while being actively supported by the Institute. While fostering independence and identifying and responding to individual student needs, AAMOTI seeks to support each student to achieve their potential through early identification of, and response to, personal and academic issues which may have the potential to adversely affect their educational achievement.
 
2. AUDIENCE AND APPLICATION
All AAMOTI Institute Staff and Students.
 
3. ROLES AND RESPONSIBILITIES
Role Responsibilities
The Institute Clause 4.1
Departments Clause 4.2
Students Clause 4.3

4. POLICY STATEMENT
This Policy provides staff and students guidance regarding their responsibilities to ensure that adequate support is provided to meet student needs. The Policy also aims to assist in the identification of students who require additional personal or academic support and to ensure appropriate interventions are implemented to enable such students to realise their full potential. The scope of the Policy includes students in all programmes, including foundational courses. Students will be directed to Subject Matter Experts i.e., lecturers, counselors or trainers who can assist them.
 
4.1. AAMOTI Responsibilities
The Institute will endeavour to identify students needing additional support so that the intervention is respectful, timely, equitable, consistent, and procedurally fair. The Institute will:
  • have in place strategies to identify students who require additional support to achieve their academic potential;
  • support the mental health and wellbeing of its student body through its professional counselor service;
  • make information and procedures available about support services to Institute staff and students, which can be readily accessed;
  • encourage students with academic or personal support needs to access support from relevant internal and external support services;
  • improve staff understanding to assist in the development of informed views, behavior's and attitudes towards students requiring additional academic or personal support;
  • have effective procedures in place for the disclosure of information about students with academic or personal support requirements, which comply with Privacy legislation;
  • have in place effective procedures for dealing with student incidents.
Whilst the Institute is committed to providing a supportive environment, there are limits to the extent of the support which can be provided, and it is not the responsibility of the Institute to replicate services that already exist in the community. The Institute has its own policies and procedures for the maintenance of good conduct and safeguarding academic standards that apply to all students studying at AAMOTI, irrespective of their specific support needs.
 
4.2. Department Responsibilities
The Head of MTC and Academic Director will implement processes for the monitoring of the progression of
students considering matters such as:
  • progression rate;
  • overall progress towards completion of program;
  • previous failure to complete subjects; Page 2 of 4
  • English language proficiency of international students;
  • provision of reasonable accommodations when appropriate, aligned with the relevant Inherent requirements;
  • failure to complete subject assessment;
  • allegations of academic misconduct; and
  • attendance where it is a requirement.
4.3. Student Responsibilities
Students are expected to:
  • consider carefully their choice of subjects;
  • have an awareness of student conduct issues;
  • seek relevant support/professional assistance where a physical or mental health issue is having or is likely to have an impact upon their academic progress;
  • seek and follow advice from AAMOTI’s academic staff;
  • fulfil academic requirements, including enrolment, class registration and any other requirements by the relevant due date(s);
  • achieve the minimum progression requirements as defined in the Academic Progress Policy and by the department;
  • pass the minimum number of subjects as required and identified in the Academic Progress Policy including practical placements or other units of study as set down by the Institute;
  • make the Institute aware of any impediments to completing their academic requirements in a timely fashion including requests for reasonable accommodations aligned with the requirements relevant to their program; and
  • make contact as soon as possible with the relevant personnel should they receive any formal notifications regarding concerns for their progress or wellbeing.
4.4. Personal Support
4.4.1. Identification of Students Requiring Personal Support
AAMOTI will seek to identify students requiring additional personal support, ensuring that early intervention is provided in a timely, equitable and consistent manner.
 
Staff and students are encouraged to be alert to students who are consistently disruptive, aggressive, intimidating or otherwise in breach of the AAMOTI Student Code of Conduct Policy.
 
A student may be identified as requiring personal support and intervention, for the purposes of this Policy, where their physical or mental welfare is reasonably considered to warrant some form of intervention by the Institute.
 
4.4.2. Management of Students who are Identified as Requiring Additional Personal Support
While all Institute staff should take action in cases where students are exhibiting possible signs of distress, how staff respond to the individual student will depend upon the nature and level of their distress. Staff should be aware of their own personal safety and professional limitations.
 
Academic and professional staff can refer students to support areas, providing the support area with reasons for referral, as follows:
  • Student Affairs
  • Clinical Psychologist
  • Student Coach
Staff members who are concerned about the welfare of a student, should either create a Wellbeing Referral, or notify Student Affairs. Case management will be conducted in association with the Student Wellbeing Team who may refer the matter to the HSSE Officer of the Institute.
 
4.5. Academic Support
4.5.1. Identification of Students Requiring Academic Support
A student may be identified as requiring additional academic support if they are not progressing satisfactorily, are potentially at risk of exclusion, or where their physical or mental wellbeing is reasonably considered to warrant some form of intervention by the Institute. A student may require additional academic support due to several factors. These might include, but are not limited to:
  • a physical and/or mental health condition;
  • disability;
  • a significant life stressor;
  • English language proficiency;
  • family or career responsibilities;
  • behaviour, capacity or achievement such as:
  • pattern of deferral;
  • unapproved over- or under-enrolment;
  • change to a new field of study that may challenge previously successful approaches to learning;
  • failure of at least 50% of credit points attempted in the semester just completed;
  • failure of a compulsory subject, program requirement or CORE curriculum subject;
  • failure to attend compulsory teaching and assessment components of a subject;
  • failure to complete a mandated assessment component, field work, or practicum in a subject;
  • failure in the same subject twice;
  • unsatisfactory attendance record;
  • minimal class participation;
  • inability to complete the program within a reasonable timeframe;
  • pattern of seeking medical certificates or psychological counselling referrals around the examination period.
4.5.2. Academic Support Identification Systems
Students requiring additional academic support may be identified by:
  • overload of students;
  • under-enrolled students;
  • deferred examination history;
  • probationary student results;
  • academic action list (students placed on warning);
  • student for a Semester;
Academic Progress Reports submitted by relevant academic staff every semester;
Informal feedback from academic staff including:
  • class attendance reports;
  • requests for extensions or failure to submit work for assessment;
  • declining grades;
  • low level of engagement with various subject areas;
Student self-reporting:
Students experiencing academic difficulty who require additional support are expected to seek relevant assistance at their earliest convenience.
 
4.5.3. Management of Students who are Identified as Requiring Additional Academic Support
4.5.3.1. Referral to Academic Support Services
AAMOTI provides a range of support services to assist students who are struggling with study
demands. These include (Admission and Registration);
  • Student Affairs;
  • Student Tutoring Program
  • Career Counselor;
  • Psychologist
  • Library support (Online Library Services);
4.5.3.2. Department Monitoring
Students requiring personal or academic support will be contacted by the personnel from the Student Affairs office. It is important that students obtain appropriate timely support once a need has been identified so that support strategies can be implemented prior to students becoming at risk of academic failure.
 
4.5.3.3. Additional AAMOTI Institute Monitoring
Due to shorter durations of some AAMOTI Institute programs and training courses, appropriate early intervention strategies will be implemented. If a student does not respond to the communication/invitation from the Institute regarding additional support, enrolment restrictions may be initiated for the following
semester to avoid the student becoming at risk of academic failure.
 
5. RELATED DOCUMENTS
AAMOTI Emergency Procedures
Student Code of Conduct Policy
Privacy Policy
Work Health and Safety Policy
Academic Progress Policy
 
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STUDENT GRIEVANCE / APPEAL POLICY

Summary

Maritime    STUDENT GRIEVANCE / APPEAL POLICY

 Contact Officer
 Academic Director
 Date First Approved  April, 2023
 Approval Authority
 Institute Registrar
 Date of Next Review
  

Full policy

1. PURPOSE AND OBJECTIVES
AAMOTI is committed to a culture of continuous improvement and views feedback as essential to the provision of quality support services to the Institute community. Genuine grievances on the part of students are regarded as a source of feedback which enables the Institute to identify inconsistencies between  the standard of service promised and/or provided, and student expectations. This information can be used to instigate preventative strategies to reduce
recurrence and to undertake targeted continuous improvement.
The objectives of this Policy are to:
  • promote an effective student grievance management framework for the investigation and resolution of student grievances;
  • outline the expectations and responsibilities of staff and students engaged in the Institute’s student grievance resolution processes; and
  • provide advice to students on external grievance resolution processes.
For the purposes of this Policy, a grievance is defined as a problem or concern raised by a student who considers that they have been negatively impacted because of an action, determination or omission within the control or responsibility of the Institute. Student grievances include:
  • reviews and appeals – requests for review or appeal of a decision made by the Institute affecting the student directly; and
  • complaints – Institute-related concerns or claims of dissatisfaction with an aspect of the student experience.
2. AUDIENCE AND APPLICATION
This Policy applies to all grievances raised by current AAMOTI students 
 
When enrolment is suspended or cancelled by the Institute, a student may access the grievance management process to raise a grievance about the decision to suspend or cancel their enrolment, except in relation to an executive suspension determined by the Institute Registrar.
 
Former students and applicants for admission to a program of study may raise a grievance where this is consistent with Schedule A and the applicable time limits set out in the Student Review and Appeals Procedure or the Student Complaints Procedure.
 
The Institute may decline to investigate a grievance where another avenue is considered more appropriate, or the matter is considered unrelated to the Institute.
 
3. ROLES AND RESPONSIBILITIES
Role Responsibility
Head of MTC
May waive the requirements of this Policy as considered appropriate
Institute Registrar
▪ Policy owner
▪ Administrative decision maker or reviewer
▪ Conduct decision maker
Student Affairs
Delegate of the Institute Registrar for administrative and conduct
decisions or reviews
Academic Director
Academic decision maker or reviewer
Academic Director & Operations Manager
Operations decision maker or reviewer
Student Affairs & Academic Director
Academic and conduct decision maker or reviewer
Head of MTC & Adjunct Faculty
Academic and conduct decision maker

4. POLICY STATEMENT
4.1. Policy Principles
The Institute aims to maintain a student grievance management process that:
  • is accessible, impartial and underpinned by the principles of procedural fairness;
  • allows for the investigation and resolution of student grievances in an equitable, consistent, transparent and timely manner;
  • encourages, where possible, informal resolution of concerns;
  • addresses concerns as close to the source of student dissatisfaction as possible;
  • ensures, so far as is practicable, the privacy and confidentiality of the parties involved;
  • encourages the maintenance of harmonious relationships and ensures grievances are resolved without victimisation or intimidation of anyone connected with the grievance;
  • provides support and assistance to students involved in the process, including supporting their capacity for self-advocacy;
  • explains decisions clearly and in writing, and ensures that any further steps the student may take in the process are conveyed with the decision; and
  • includes provision for review by an appropriate external party if internal processes fail to resolve a grievance.
As outlined in Schedule A, depending on the nature of a grievance, the Institute will endeavour to resolve it by using one of the following procedures:
  • Student Review and Appeals Procedure; or
  • Student Complaints Procedure.
If a student raises a grievance in the form of a review or appeal which also includes a separate grievance that falls under the scope of the Student Complaints Procedure, the review or appeal decision maker may not be in a position to respond to all aspects of the grievance. In such instances, the grievances may be separated so that the review or appeal is managed under the Student Review and Appeals Procedure and the separate complaint is managed under
the Student Complaints Procedure.
 
4.2. Time Limits
Time limits for the submission of a grievance are set out in the Student Review and Appeals Procedure or the Student Complaints Procedure, depending on the nature of the grievance.
 
Except where a legislative timeframe is imposed, the time taken to consider and resolve a grievance by the Institute may vary due to the nature and complexity of the grievance, the availability of relevant information, and the number of persons involved in the grievance.
 
4.3. Informal Resolution
In most instances, it is expected that a student will initially attempt to resolve an issue informally by directly approaching the person concerned. Informal resolution strategies also include:
  • discussing the matter with a relevant staff member, including the applicable Student Affairs or equivalent;
  • seeking clarification on the matter from a relevant staff member to understand the decision; and/or
  • requesting a relevant staff member to raise the matter with the individual, where applicable.
If the issue cannot be resolved informally and the student wishes to pursue formal resolution, a formal grievance may be lodged.
 
4.4. Student Review and Appeals
The categories of grievance considered under the Student Review and Appeals Procedure are set out in Schedule A1 and relate to:
  • a review of, or appeal against, an administrative decision (the application of policy and procedure) of the Institute in relation to a student;
  • a review of, or appeal against, an academic decision (the exercise of academic judgement) of the Institute in relation to a student’s studies; and/or
  • an appeal against a finding of, and/or the penalty for, misconduct by a student.
The process for pursuing a review or appeal is governed by the Student Review and Appeals Procedure and the decision makers for each step in the process are identified in Schedule A1. 
 
The effect of Schedule A1 is to provide a comprehensive listing of the Institute decisions that are subject to review and/or appeal. Students are required to act responsibly and not seek a review, or lodge an appeal, for trivial or vexatious reasons. Students are required to provide serious grounds and factual evidence in support of a request for a review or lodgment of an appeal. The Institute will not set aside a decision on the basis that the student disagrees with it.
 
4.4.1. Review of Decisions
If a matter cannot be resolved informally, the student may request a review of the decision. A review is a written application requesting an appraisal of an initial decision affecting a student. The review is conducted by a senior officer of the Institute who is a designated decision maker. A request for a review may be upheld in part or in whole, or a new determination made.
 
4.4.2. Appeals
Following the outcome of a review or a finding of misconduct, the student may be eligible to appeal that decision to the designated decision maker for the appeal provided they meet the applicable grounds for appeal. An appeal is a written request to have a decision affecting a student investigated. An appeal may be upheld or dismissed in part or in whole, or a new determination made.
 
An appeal may only be submitted by a student where they can demonstrate at least one of the following grounds:
  • new and relevant material exists that was not reasonably available to the student before the decision was made and that would have a significant impact on the decision;
  • an order or penalty imposed as a consequence of a finding of misconduct was excessive or inappropriate taking into account all the circumstances of the case;
  • there was a misapplication of policy or procedure resulting in some real disadvantage to the student;
  • there was bias or a conflict of interest on the part of the decision maker; or
  • in the case of exclusion for unsatisfactory academic progress, there were extenuating circumstances that prevented the student from completing their studies successfully.
If a student has submitted an appeal relating to exclusion for unsatisfactory academic performance, they will be entitled to remain enrolled in their program of study while their appeal is under consideration by the Institute. This is not the case where a student has submitted an appeal relating to suspension or
expulsion from the Institute.
 
4.5. Complaints
Indicative categories of grievance considered under the Student Complaints Procedure are set out in Schedule A2 and relate to:
  • a problem or concern raised by a student regarding their treatment as a student; and/or
  • the quality or delivery of a service or advice provided by the Institute.
The process for pursuing a complaint is governed by the Student Complaints Procedure and the decision makers for each step in the process are identified in Schedule A2.
 
Where a complaint raises issues of potential misconduct by staff or students, the matter will be dealt with under the relevant Code of Conduct Policy and Procedure.
 
4.6. Good Faith
The Institute expects that all parties involved in a grievance will engage in good faith with the grievance resolution process.
 
The Institute does not tolerate victimization and may take disciplinary action against a student or staff member who is found to have victimized another student or staff member for their participation in (or association with) raising, supporting or resolving a grievance.
 
4.7. Frivolous or Vexatious Grievances
Any student who uses the student grievance resolution process to pursue a frivolous or vexatious grievance, or who deliberately provides misleading information in relation to a grievance, may be subject to disciplinary proceedings.
 
4.8. Anonymous Grievances
The Institute will not normally act on receipt of an anonymous grievance but may choose to do so if there is sufficient and reliable information, or a legislative requirement, for investigation. Should the Institute proceed to investigate, anonymity cannot be assured given the possibility that the identity of the information provider may be deduced as part of the investigative process.
 
5. INSTITUTE APPEALS COMMITTEE
The Institute Appeals Committee has delegated responsibility to make final determinations on student appeals within the Institute.
 
6. RECORD KEEPING
The Institute manages grievances through a centralized Grievance Management System. Files relating to grievances are retained and disposed of pursuant to Institute and statutory requirements.
 
The Institute maintains confidentiality in the management of student grievances in accordance with the Privacy Policy.
 
7. DEFINITIONS, TERMS, ACRONYMS
Appellant                       A student who lodges an appeal.
Business days                Days falling from Monday to Friday from 8:30am to 5:00pm excluding public holidays.
Conflict of interest        Knowledge of or connection with a student or students involved in a review or appeal case that leads a committee member to believe they cannot objectively consider the evidence and/or, when viewed from the perspective of an objective observer, could create a perception of bias towards or against the student/s involved. In such cases the committee member should notify the secretary of the committee and voluntarily step aside. A
substantial association (positive or negative, current, or previous) with the relevant student/s is a strong indicator of conflict of interest but this does not extend simply to the teaching of or familiarity with the student/s in isolation.
 
Decision maker                An officer or body of the Institute listed in Schedule A of this Policy.
Exclusion                          When a student is deemed ineligible to continue studying in a program at the Institute on the basis of their unsatisfactory academic progress. A student is excluded from a specific program.
Expulsion                          Permanent debarment of a student from the Institute. An expelled student may not attend classes or participate in any Institute activity on or off campus.
Officer                              Any employee of the Institute.
Procedural fairness         Procedural fairness is concerned with the process used in decision making, rather than the outcome of a decision. It requires that the person who might be adversely affected by a decision should be notified of the key issues and given a reasonable opportunity to respond, and the decision maker should be impartial and make evidence-based findings.
Student                           A person who is enrolled in one or more courses or a programme offered by the Institute.
Suspension                     Temporary debarment of a student from the Institute. A suspended student may not attend classes or participate in any Institute activity on or off campus.
 
THE DETAILED POLICIES CAN BE VIEW AND DOWNLOAD BY CLICKING THE BELOW LINK
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Student Transfer, Suspension and Withdrawal Policy (2023)

Summary

Maritime

Atlantic Alliance Maritime & Offshore Training Institute - Guyana
STUDENT TRANSFER, SUSPENSION AND WITHDRAWAL POLICY
 
Maritime Training Centre
Document No: AAMOTI/ MTC/FORM/18
Page 2 of 8
TITLE:
STUDENT TRANSFER, SUSPENSION &
WITHDRAWAL POLICY
Revision No.: 00
Revision Date:
 
Process Owner:
Director, Maritime Training Centre
  

Full policy

CONTENTS
1. INTRODUCTION ............................................................................................................................... 4
2. DEFINITIONS ....................................................................................................................................4
3. STUDENT TIME OUT FROM STUDIES......................................................................................5
4. IMPLICATIONS FOR STUDENT FEES/FUNDING..............................................................5
5. STUDENT ENGAGEMENT..........................................................................................................6
6. PROGRAMME TRANSFER BY STUDENT............................................................................6
7. SUSPENSION OF STUDIES AT THE REQUEST OF THE STUDENT...........................7
8 SUSPENSION OF STUDIES BY THE INSTITUTE...............................................................7
9. WITHDRAWAL AT THE REQUEST OF THE STUDENT..................................................8
10. WITHDRAWAL OF A STUDENT BY THE INSTITUTE ................................................8
 
ABOUT THIS POLICY
The Student Transfer, Suspension and Withdrawal Policy articulates the mechanisms that Atlantic Alliance Maritime and Offshore Training Institute (AAMOTI) - Guyana uses to facilitate a student’s change of status within a range of circumstances.
 
1. INTRODUCTION
The Institute is committed to supporting students, and seeks to develop a positive and safe environment that enables them to engage with their studies and achieve to the best of their ability. This Policy is intended to inform and guide the Institute’s response to situations where there are concerns a student is
unable to continue with their studies and/or may not have the capacity to participate fully as a student in relation to their academic studies and/or in the Institute community in general.
1.1 This Policy sets out the Institute’s approach for handling a range of circumstances through which students may:
  • temporarily suspend their registration with the Institute i.e., Leave of Absence;
  • transfer to another Programme;
  • withdraw from, or be withdrawn from their studies.
1.2 The Policy identifies a range of circumstances or events, which may act as entry points to the procedures outlined within this document. Entry points are categorized into three areas: -
  • at the request of the student;
  • on academic grounds;
  • referral under another Institute Policy, Procedure or Regulation (e.g., Fitness to Study Policy).
1.3 This Policy applies to all students on Cadetship Programmes. Separate procedures exist for short term STCW training students.
1.4 In addition, specific procedures apply to international students wishing to temporarily suspend their registration with the Institute, transfer to another Programme, withdraw from, or be withdrawn from their studies.
1.5 There may be particular instances where entry points overlap (e.g., concerns around academic performance linking to underlying health-related issues). The Fitness to Study Policy informs and guides the Institute’s response to situations where there are concerns that a student is not well enough to study. Staff handling student cases through this Policy should be aware of this and consider the guidance they provide to students accordingly.
 
2. DEFINITIONS
A Programme Transfer is a change from one Programme of study to another. Transfers may be internal (from one Programme at AAMOTI to a different Programme at AAMOTI) or external (where a student transfers from AAMOTI to another Institute and vice versa). Internal transfers may
also include a change in study mode (e.g., Full-Time to Part-Time, Full-Time to Full-Time with Sandwich year). External transfers will be treated as a withdrawal from the Institute.
 
Student Suspension is where a student agrees or is required to take time out from their studies with the intention of normally returning to the same Programme within a time limited period (usually returning at the same point in the following academic year).
 
Student Withdrawal is where a student agrees or is required to leave their Programme completely, with no intention of returning at a later date. Depending on a student’s academic progress at the point of withdrawal they may be entitled to an exit award, as defined in the approved Programme
Specification. Where a student wishes at a later point to return to the Institute, they will be required to re-apply through the standard admissions process. However, a scholarship (e.g., GOAL Scholar) or sponsored student, would need to contact their scholarship awarding institution or sponsor for their
policy and/or conditions relating to withdrawal from the programme.
 
Mere absence from classes or exams is not an official withdrawal from AAMOTI, nor does it reduce financial obligations. The University’s tuition refund policy is stated in the handbook. Withdrawals from the University must be done by the last day to withdraw from a single course in the semester.
Withdrawal from individual courses is a different procedure; all students process course withdrawals through WORKDAY or in person at the Registration Office.
 
Since withdrawing is a permanent action, if a student who withdraws from the Institute wishes to return to AAMOTI, they must reapply through Admissions. The official withdrawal process is initiated by students by submitting the online withdrawal form.
 
3. STUDENT TIME OUT FROM STUDIES
Student is thinking of leaving their Programme or taking time out from their studies.
 
3.1 There may be occasions where a student wishes to take time out from their studies, change their Programme of study or leave the Institute for personal, financial, time-limited health or other reasons, but have not been prompted to do so by the Institute.
 
3.2 Students who indicate that they are considering transferring to a different Programme, suspending their studies or withdrawing from the Institute should be directed to discuss the implications with Student Affairs before they make a final decision. The Student Adviser will advise on action to take and refer to specialist support as required, including advice from a Student Counsellor. Students and the Student Affairs Support team should normally be encouraged to
consider a time-limited suspension rather than withdrawal in the first instance. The student record for possible leavers will be updated with a ‘Possible leaver’s flag’ to alert Finance or any sponsors that there are formal concerns for students. The flag will be removed if the student does not leave their
course.
 
3.3 All students need to fully understand the financial implications regarding leaving their Programme as outlined in Section 4, Implications for Student Fees/Funding and discuss this with the Finance Department Team directly.
 
4. IMPLICATIONS FOR STUDENT FEES/FUNDING
4.1 Student fees are adjusted in the event of suspension of studies, internal transfer to another Programme or withdrawal from the Institute, along with any sanctions that may result from failure to make payment of Institute fees. Any academic action taken under this Policy will take
precedence (i.e., a student suspended for non-payment of fees may still be withdrawn over academic concerns).
 
4.2 Transfer
Transfers can impact on fees charged which may be overall higher depending on the Programme type. Transfers may also have an impact on Student Finance funding through scholarship initiatives or sponsorship. Students are required to check with those institutions before finalizing their decision. AAMOTI will not be involved in making such requests of those institutions.
 
4.3 Suspension
Student suspending their studies on health grounds must provide medical evidence to support their claim. These matters will be handled on a case-by-case basis.
 
4.4 Withdrawal
Depending on a student’s engagement and/or the point within the academic year a student withdraws from the Institute, 100% fees may still be charged even for students exiting with a lesser award. Following the intention of withdrawal from the Institute, students are required to inform the Finance Department immediately to discuss implications to fee payment.
 
5. STUDENT ENGAGEMENT
5.1 The Institute considers that student academic success depends very heavily upon their engagement with their Programme. The Institute defines engagement as comprising of:
  • attending time tabled teaching sessions, which include lectures, seminars and academic or personal tutorials;
  • other forms of contact with academic and professional services staff that relate to academic study;
  • attending examinations, practical and other assessment activities;
  • submitting coursework;
  • accessing Institute facilities, including the Virtual Learning Environment(s) the Institute Library, and Programme materials;
  • participating in field trips and other activities that are a compulsory part of a Programme.
5.2 For the purposes of this Policy, the Institute focuses on three aspects of engagement that are particularly relevant: attending timetabled teaching sessions, accessing the online platform for academic study and submitting work for assessment (including exams/tests, regardless of whether a pass mark is
achieved).
 
5.3 Further information regarding student engagement can be found in the Engagement Policy.
 
6. PROGRAMME TRANSFER BY STUDENT
6.1 Students should be directed to discuss the implications of transferring with Student Affairs. Where they conclude that they wish to transfer to another Programme or Stream in the Institute, they should complete a ‘Request to transfer from my Programme’ form online. If the internal transfer does not take effect until the start of the next academic year, and they are not continuing with their current study, the student would need to request LOA to cover the waiting period, until their transfer takes effect. If the student wishes to leave their Programme and transfer to another institution this should be
treated as a withdrawal. 
 
Internal Programme transfers for fully enrolled students
 
6.2 This Policy applies to internal Programme transfers where:
  1. the new Programme is at a higher academic level (e.g., Having completed STCW short courses and desire to enroll in a degree)
  2. the transfer will take place during the current academic session and the current Programme is significantly similar to the content of the new Programme as determined by the Registration and Enrolment Coordinator.
6.3 Student Finance section will inform billings when a transfer is agreed for a student, for records to be updated. 
 
Internal Programme transfers where the student has not yet fully enrolled.
 
6.4 Where a student record is still provisional, (i.e., prior to completion of enrolment) any transfer should be dealt with via Recruitment and Admissions.
 
7. SUSPENSION OF STUDIES AT THE REQUEST OF THE STUDENT
7.1 Students should be directed to discuss the implications with Student Affairs or a Counselor. Where they conclude that they wish to suspend their studies, they should complete a ‘Request to suspend study’ form online.
 
7.2 The relevant Programme Leader (or delegated staff member) will be asked to consider all student-led suspension requests. Where they consider the reasons for the request are valid, a suspension generally for up to one calendar year may be approved. The timeframe and duration for
any approved suspension must take account of any implications for the student’s capacity to re engage with the Programme (for example, where provision is being taught-out) and with all required assessment or reassessment points. Medical evidence will be required for all health-related suspensions.
 
7.3 Students considering suspension on the grounds of pregnancy, adoption or a parental order should first consult the with Student Affairs office.
 
7.4 Where a suspension of studies is for a full calendar year, the expectation is that the student will return to their Programme at the same point in the next academic year. Students will bank any marks they have already received (incl. fails) and their(re)assessment status on units previously undertaken will be identical to that prior to the start of the suspension.
 
7.5 The Student Records Operations Team will email students the outcome of all suspension requests to their AAMOTI account and any other email addresses held for the student on the student records system.
 
7.6 The effective date of suspension noted in the email must reflect the student’s last date of engagement, and must not be the date when the formal suspension process commenced.
 
8 SUSPENSION OF STUDIES BY THE INSTITUTE
8.1 A Head of Department with overall Programme responsibility may suspend a student’s studies for a period of up to one calendar year if they determine that they are unable to complete the academic work to a sufficient standard to secure a pass at the end of the academic year or equivalent session. This may be where urgent action is required (such as ill health, adverse personal circumstances or for other reasons that temporarily prevent the student from giving the necessary attention to their academic work), or where agreement with a student on an appropriate course of action has not been reached at a Case Review Panel through the Fitness to Study Policy.
 
8.2 The student must be informed in writing of the reasons for any such proposed suspension of studies and must be given an opportunity to respond. This communication will be emailed to their AAMOTI account, and any other email addresses held for the student on the student records system, and if they are sponsored or are a scholarship recipient, the relevant parties will be informed in writing. Students should be directed to discuss the implications with Student Affairs and/or a Counselor.
 
8.3 The Head of Department may proceed to suspend the student’s studies even if the student disagrees with this course of action. The letter will inform the student that they may appeal under the Academic Appeals Procedure.
 
8.4 Failure to make payment of Institute fees in accordance with the payment agreement may lead to a student’s suspension of studies during an academic year where teaching or placements are still ongoing. In order to return to their Programme, the student would first need to get agreement from the Finance team before discussing the possibility with their Programme Leader.
 
9. WITHDRAWAL AT THE REQUEST OF THE STUDENT
9.1 Students should be directed to discuss the implications with Student Affairs or a Counselor. Where they conclude that they wish to withdraw from the Institute, they should complete a ‘Notification of withdrawal from my Programme’ form online. They should be made aware of the financial implications of withdrawing from the Programme, and once they are sponsored or are a scholarship recipient, they must fulfill their communication obligation with that institution or parties.
 
9.2 Once the student has formally informed the Institute of their intention to withdraw, the Student Records Team will email them to confirm the withdrawal and their last date of engagement. The student record will be updated to reflect the leave date, reason for withdrawal and, where appropriate, issue an exit award.
 
10. WITHDRAWAL OF A STUDENT BY THE INSTITUTE
10.1 The Institute has in place a range of mechanisms for supporting student success and managing engagement with Programmes of study. However, there may be occasions where a student is judged to be at risk of being unable to complete the required academic work to a sufficient standard to secure
a pass at the end of the academic year or equivalent session.
 
10.2 Action under this Policy may be initiated as a result of evidence of one or more of the following as outlined in the Institute’s Engagement Policy:
  • failure to attend lectures and / or other timetabled elements of a Programme;
  • failure to submit work for summative assessment;
  • failure to attend examinations, tests or other assessment activities;
  • failure to attend a meeting regarding student engagement.
  • failure to engage in other ways with the requirements of a Programme (e.g., through the online platform, participating in field trips).
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