Company number: 12497951
6 Sutton Park Road, Sutton, SM1 2GD

Programme Closure, Suspension and Change Policy

Policy Statement

The School is committed to safeguarding students' interests in the event of programme closure, suspension, or change. We ensure compliance with regulatory standards and ethical practices through robust risk management and our student protection plan. Our policies, aligned with the Consumer Protection from Unfair Trading Regulations 2008 and Consumer Contracts Regulations 2013, detail steps to minimise impact and support students.

Principles

  • Transparency: Providing clear, open communication about the reasons for programme changes to all stakeholders.
  • Fairness: Ensuring that all affected students are treated fairly and provided with equitable alternatives or support.
  • Accountability: Making decisions that are accountable to students, faculty, and the institution’s mission.
  • Consultation: Engaging with relevant stakeholders in the decision-making process for programme changes.
  • Minimisation of Disruption: Striving to minimise disruption to students’ education when changes are unavoidable.
  • Support: Offering robust support and guidance to students throughout any transition period.
  • Quality: Upholding the quality of the educational experience throughout any programme change.
  • Sustainability: Ensuring that changes are financially and academically sustainable for the School.
  • Timeliness: Reacting in a timely manner to both external and internal factors necessitating programme changes.
  • Equity: Applying the policy equitably across all departments and faculties.
  • Alternatives: Providing adequate alternatives or pathways for students to complete their education.
  • Review: Regularly reviewing the policy to ensure it remains current and effective in responding to changes in the academic environment.

Regulatory Context

This Policy has been developed in line with the applicable laws, regulations, regulatory advice, and sector best practices, including the following:

Authority Name Url
UK Government Consumer Rights Act 2015
A UK law that consolidates consumer rights, covering contracts for goods, services, digital content, and providing remedies for faulty goods and services.
Office for Students (OfS) Regulatory Notices and Advice
Regulatory notices are additional information about OfS' regulatory requirements and are part of the regulatory framework. Regulatory advice helps providers understand and meet OfS requirements.
Quality Assurance Agency (QAA) Advice - Learning and Teaching
Quality Assurance Agency (QAA) Advice - Student Engagement
Guidance on student engagement in higher education, focusing on quality assurance and enhancement processes.
Competition and Markets Authority (CMA) Higher education: consumer law advice for providers
Advice to help higher education providers understand their responsibilities under consumer protection law, especially regarding undergraduate students.
Office of the Independent Adjudicator (OIA) Student Complaints Scheme
The OIA is an independent body for student complaints in England and Wales, reviewing unresolved complaints and making recommendations for resolution.
Competition and Markets Authority (CMA) Higher education: guide to consumer rights for students
This guide outlines students' consumer rights and explains what higher education providers must do to meet their obligations under consumer protection law.

Strategic Risk Mitigation Framework and Documentation

Title
Advice
Programme and Module Risk Management

The School is dedicated to providing a high-quality academic experience. Our academic regulations ensure programmes and modules meet sector standards and adhere to the School’s Teaching and Learning Quality Assurance Policy. If programmes must be closed, suspended, or changed, we are committed to protecting students' interests and minimising impact through our risk management policy.

This rule ensures that the School maintains high academic standards while actively managing risks associated with programme changes. By aligning with sector standards and having a robust risk management system, we address potential disruptions effectively, safeguarding students' educational experiences and fulfilling legal and ethical responsibilities.

Oversight Bodies and Leadership Committees

Title
Rule
Risk Management Oversight and Reporting

Departmental directors must consistently monitor and utilise the risk register in their operations, reporting risks and mitigation strategies to the Executive Committee. The Quality and Audit Committee will convene at least three times annually, following key dates in the operating cycle. Its duties include:

  1. Reviewing and reporting on internal controls, mitigation systems, and risk management processes.
  2. Evaluating insurance and other risk management mechanisms.
  3. Advising the Board of Governors and relevant bodies on quality and compliance issues.
  4. Overseeing and reporting on the Strategic and Operational Risk Registers.
  5. Advising on legal and regulatory compliance.
  6. Advising on compliance with ethical standards.
  7. Investigating and addressing ethical breaches involving the Executive Committee or Academic Board, with other breaches handled by the Board of Governors.

This rule ensures that risk management is a continuous and integral part of departmental operations, with regular oversight from the Quality and Audit Committee. The committee's broad responsibilities include reviewing controls, advising on compliance, and addressing breaches, which upholds the School's commitment to effective risk management and regulatory adherence.

Student Notification Procedures and Information Accuracy

Title
Advice
Service Disruption Policy

The School may need to disrupt its services, including programme delivery, due to factors beyond its control. This may include:

  • Governmental or regulatory requirements
  • Health and safety obligations

Disruptions may occur because of external factors such as changes in regulations or necessary health and safety measures. The School must adapt to these circumstances to comply with legal and safety standards.
Rule
Minimising Disruption

The School will take all reasonable steps to minimise disruption, including continuing programmes through alternative means if feasible.

To ensure that the impact of any disruptions is reduced, the School will explore all possible methods to maintain programme delivery and minimise inconvenience to students.
Rule
Student Notification

Students on all programmes will be notified by email and/or in person as soon as possible to minimise disruption.

Prompt notification helps to reduce the impact of any disruptions and ensures that students are informed in a timely manner.
Rule
Programme Changes and Discontinuation

If the School decides to discontinue, continue, or change a Programme, the following arrangements will be made:

  • Provide appropriate learning opportunities until current students complete the Programme.
  • Maintain academic quality and standards.
  • For applicants who have accepted an offer or applied to the Programme, offer alternative arrangements, such as a place on a different Programme or a refund of any Tuition Fee already paid.
  • Prioritise the provisions of the Student Protection Plan.

The School will consult with students regarding any changes.

These measures ensure that current students' education is not disrupted and that prospective students receive fair alternatives or refunds. Consulting with students helps to address their concerns and maintain transparency.
Rule
Marketing Team Protocol

The Marketing Team will follow a protocol with programme and module teams to ensure:

  • Information and procedures published on the AGS website and elsewhere are up to date.
  • Information is regularly checked.
  • Any changes to programmes and modules are promptly communicated to the Marketing Team, which will then notify all Directors of the School and students.
  • Information is widely disseminated and easily accessible.

Refer to the Accuracy of Information Policy (AOIP) for further details.

This protocol ensures that all published information is accurate and current, maintains effective communication about changes, and makes information readily accessible to stakeholders.

Student Protection Plan

Title
Definition
Student Protection Plan

The School maintains a Student Protection Plan submitted to the Office for Students (OfS) to ensure students can complete their education in the event of serious risks, such as operational cessation or loss of degree awarding powers. This plan includes:

  • Identification of strong mitigation measures
  • A communication plan

The Board of Governors oversees the protection plan and employs additional tools and systems, including reporting and evaluation mechanisms, to support it.

The Student Protection Plan is essential for safeguarding students' education in case of significant disruptions. The Board of Governors is responsible for its oversight and uses various tools to enhance its effectiveness, ensuring comprehensive protection and communication strategies are in place.
Rule
Student Protection Plan Coverage

The Student Protection Plan addresses various risks including:

  • Cessation of operations
  • Campus or site closure
  • Loss of degree awarding powers
  • Inability to deliver programmes
  • Loss of the Student Sponsorship licence
  • Loss of key staff

The Plan outlines:

  • Measures to minimise the impact on students
  • Procedures for refunding and compensating students if studies cannot continue
  • Communication strategies for informing students

The Board of Governors is responsible for overseeing the Plan, with risk minimisation and management integrated into School operations.

The Plan is designed to protect students from the impact of significant risks by detailing response strategies, compensation procedures, and communication methods. The Board of Governors ensures the Plan is effectively implemented and that risk management is embedded in the School’s operations.

Metrics and KPIs

The following metrics will be measured and regularly reviewed as key performance indicators for the School to ensure the effectiveness of this policy and associated operations.

Title
Crisis Management Response Time
Average time taken to activate the crisis management plan following a programme change decision.
Quick activation of the crisis management plan is crucial for effectively handling sudden disruptions and minimising impact.
Risk Management Review Frequency
Number of risk management reviews conducted per annum.
Regular reviews ensure that risks are consistently identified and managed, maintaining a proactive approach.
Student Complaints Resolution Time
Average time taken to resolve student complaints related to programme changes or closures.
Timely resolution of complaints is crucial for maintaining student trust and ensuring a positive experience.
Student Notification Timeliness
Percentage of students notified of programme changes within 7 days of the decision.
Timely communication is essential to reduce uncertainty and allow students to make informed decisions.
Student Satisfaction with Support Services
Percentage of students satisfied with the support services provided during programme changes, measured via surveys.
Direct feedback on support services helps assess and improve the effectiveness of the student protection plan.
Policy: Programme Closure, Suspension and Change Policy