Temporary Suspension of Studies (TSS)

A Temporary Suspension of Studies (TSS) is an authorised break in study for an extended period, normally no longer than one academic year. It allows you to pause your studies and return at an agreed date.

In some circumstances, taking a temporary break from your studies may be in your best interests. You may need time away to deal with issues affecting your ability to study effectively:

• Health issues

• Personal circumstances

• Financial difficulties

In exceptional cases, a suspension may also be approved for industrial/work placements or a semester/year abroad that is not a formal part of your programme, where it can be clearly shown that the activity is related or beneficial to your programme of study or research.

Should you apply for a TSS or Mitigating Circumstances?

You should consider submitting a Mitigating Circumstances (MC) application, if your circumstances affect a specific assessment or deadline (i.e. a short-term, unexpected issue that impacts your ability to engage fully with your studies).

A TSS is intended to allow students to take a break from University if they are experiencing longer-term issues which render you unable to engage with your studies.

Further guidance on submitting a MC application can be found on the Mitigating Circumstances webpage.

Before applying for a TSS you should:

• Read the Temporary Suspension of Studies Policy
• Speak to your Personal Tutor, Student Advisor, Supervisor or an appropriate member of staff

It is essential that you understand the impact a TSS will affect:

• Academic Performance
  A period of TSS may change your progression, timing of assessments or completion date.
• Financial situation (including funding and tuition fees)
  You are not liable for tuition fees during a period of approved TSS. However, you should be aware that tuition fees on return may have increased.

   If you receive external funding (i.e. SAAS/SLC, Employer sponsorship etc), then you should notify them of any approved TSS.

• University accommodation
  You should notify your local University Accommodation Team if applying for a TSS and immediately on being notified of your TSS being approved. You will be required to return your keys within 28 days.
• Student status
  You will continue to be regarded as a Heriot-Watt University student, with access to relevant campus facilities (i.e. University email) and support services (i.e. Student Union, Library Services, the Chaplaincy and Student Wellbeing) but cannot study or submit assessments.
• Immigration status
  The Visa, Advice and Compliance Team can provide advice and guidance to students in relation to any visa implications which may arise as a consequence of taking a period of TSS.

If a TSS is appropriate for your circumstances, please follow the Online Application Process.

Online Application Process

The application process is online, via the TSS Request Form on Student Self Service.

The application will require you to provide the following:

• Reason for Suspension (refer to TSS Policy)
• Supporting Statement
• Period of Suspension (refer to TSS Policy)
• Date of Last Attendance
• Documentary Evidence (in English or with translation)

Stages of Review

There are two stages to the review process:

• School Review
  Your Personal Tutor, Programme Director, Year Co-ordinator or Research Supervisor reviews your application and evidence, then outlines your Progress Map and any Conditions for Return.
• Final Review
  The Associate Executive Dean (Academic Quality) or Global Programme Director (PGR Students) for your School, makes the final decision. This will normally be within 10 working days, but there could be delays if additional evidence is required.

There is no formal deadline to apply for a for a Temporary Suspension of Studies (TSS). Each application is looked at individually, based on your circumstances.

 However, there are few important points for Undergraduate and Postgraduate Taught students to be aware of:

• If you apply after Week 6 of the semester, and you have already taken part in most or all teaching and learning activities, your request will usually be considered under the Mitigating Circumstances Policy rather than as a TSS. A TSS may still be considered if there are strong reasons for it.
• Applications made after Week 6 will only be considered if you can clearly explain the reasons that you could not apply earlier. You will need to provide strong evidence, supported by evidence.

For Postgraduate Taught students working on a dissertation, a TSS is not normally allowed within six weeks of the submission deadline.

Postgraduate Research students should speak with their supervisor for advice. 

Once the School has completed the review of your application, you will receive an email which will confirm the following:

• Outcome of application – Approved or Refused
• Confirmed Period of Temporary Suspension of Studies (if approved)

You can view additional information on the outcome of your application via Student Self Service (navigate to Student à Programme & Course à Temporary Suspension of Studies):

• Reason for Decision
• ‘Academic Position on Return’ (if approved)
• ‘Conditions for Return’ (if approved)

The next steps depend on the outcome of your application:

Application approved

Refer to Returning to Study section.

Application refused

Your application may have been refused due to insufficient evidence. If you are now able to provide supporting documentation, then you may be able to submit a new application.

However, if you are not satisfied with the outcome of the Temporary Suspension of Studies application, you can appeal under the terms of Regulation A12: Student Academic Appeals. Please refer to the University's Student Academic Appeals webpage for more information.

Returning to your studies after a break can be daunting. The following information will help you make sure you are ready to come back and help you have a smooth transition:

Conditions for Return

Please refer to the outcome of your application via Student Self Service (navigate to Student à Programme & Course à Temporary Suspension of Studies):

• CONDITIONS
  If the outcome of your application includes the following statement – you have Conditions for Return:
  PLEASE NOTE THAT THE SCHOOL HAS ADVISED THAT YOU WILL NEED TO PROVIDE EVIDENCE SHOWING THAT THE REQUIRED CONDITIONS HAVE BEEN MET BEFORE YOU CAN RETURN TO YOUR STUDIES.

   Refer to Meeting your Conditions section below.

• NO CONDITIONS
  Refer to Enrolment section below.

Meeting your Conditions

If you have been given conditions to meet before returning to your studies, these must be completed before you can re‑enrol. Until then, your student record will display an Enrolment Hold, which will prevent you from enrolling online.

• Who to Contact:
  You should get in touch with your academic contact (i.e. Personal Tutor, Programme Director, Year Co-ordinator or Research Supervisor – refer to your application outcome email to confirm who you should contact) to discuss the conditions and make sure you understand what you need to do
• Providing Evidence:
  Unless the Student Records & Awards Team have already received confirmation, from your School, that you have met your conditions you will be contacted around one month before the end of your approved TSS period and to submit evidence.
• Important Deadline:
  If you do not provide satisfactory evidence by the end of week 2 of the semester, you will not be permitted to enrol.

Enrolment

If you have no conditions, or once your conditions have been met, you should enrol online, register for courses, apply for funding as usual and discuss any visa requirements with the relevant Visa, Advice and Compliance Team.

Further help on enrolment is also available by contacting the appropriate Student Service Centre (SSC):

• UK campuses
• Dubai campus
• Malaysia campus

If you are not ready to return, then it is advised that you contact your Personal Tutor, Student Advisor, Programme Director or Research Supervisor to discuss your options. Alternatively, you can contact a Student Success Advisor or drop in to the Student Union Advice Hub.

The following options may be available to you:

• Apply for a further Temporary Suspension of Studies (TSS)
  Another TSS would only be granted in exceptional circumstances. Be sure to include detailed background information and supporting evidence with your application.
• Transfer to another programme at Heriot-Watt
  If you are considering a programme change or campus change - you should discuss this with your Personal Tutor or Student Advisor for what alternative options may be available to you.
• Withdraw from the University
  If you are sure that you wish to withdraw permanently from your programme at the University, please complete the Withdrawal Form - refer to Withdrawing from the University for further guidance and the relevant form.