SUPPORT
RESPONSIBILITIES AND PROCEDURES FOR
REQUESTING INTERRUPTION OF STUDIES
At Betonica School of Herbal Medicine, we understand that students may find themselves in various circumstances where they may need to temporarily put their studies on hold. We acknowledge and empathise with the diverse and individual reasons why a student may feel compelled to interrupt their academic journey. In such cases, students have the option to formally request a Deferral or Interruptions of Studies (IOS). However, it is important to note that the decision to approve these is not an automatic right granted to students, as there are limited spaces that can be given in any one year. Instead, these must be officially requested, with the guidance and support of the Heads of Years and Personal Tutors who ensure that the process adheres to the standards set by the Betonica Directors.
Requests must be made via your PAT and your Head of Year. See below for more information.
THIS POLICY MAY BE UPDATED PERIODICALLY
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The most straightforward and recommended course of action is to apply to defer between academic years. This means to complete, submit and pass, all assignments and submissions for the current year before taking a break.
For example:
Completing Year 1 and then returning to join year 2 twelve months later. This reduces issues arising with curriculum changes and gaps between assignments and exams. It is also the option with the smallest fees.
Please see the ‘Guidance notes’ section which gives a year-by-year breakdown of IOS options and fees.
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Interruption of study means you interrupt or suspend your study for a specific period of time, usually 12 months.
Interruption of studies occurs within an academic year, unlike a deferral which happens between academic years.
Please note that IOS spaces are limited and may not be granted to everyone.
Please see the ‘Guidance notes’ section which gives a year-by-year breakdown of IOS options and fees.
An IOS can only be applied for once in any learning pathway (i.e. within the 4 years), except in very exceptional circumstances.
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An authorised IOS is only be considered where the circumstances are exceptional and a withdrawal from the course is not the preferable option. These are most commonly medical or health issues, unforeseen family circumstances and bereavement, but could also include activities that would have a positive impact on your studies or career, such as internships, opportunities to work abroad etc.
Students must provide an exceptional reason for the interruption. An interruption of study concession should only be applicable if you are unable to study due to circumstances that are largely beyond your own control.
Students requesting an interruption of studies must provide supporting evidence. It is your responsibility to decide on the nature of the supporting documentation and to produce the evidence to support your request, e.g. letter from you informing the Head of School or nominee of the special circumstances that have resulted in the application for authorised interruption or a letter from doctor providing supporting evidence regarding medical and health problems.
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An interruption can be for a period of up to one academic year only. This ensures you have a smooth transition when you return. For example, if you complete Term 1 of your third year and interrupt for Term 2, you would only need to return in the following academic year to complete Terms 2 and 3 of your third year.
There can be some flexibility around this so do not be afraid to ask. Periods of absence of a few weeks should be managed within Betonica’s authorized absence process.
An IOS can only be applied for once in any learning pathway (i.e. within the 4 years), except in very exceptional circumstances.
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Betonica, being an independently run school, holds the ongoing mission to prioritise low overhead costs, allowing us to reinvest our profits into the school itself. This approach enables us to maintain an accessible fee structure, making education more affordable for our students.
Due to this commitment, IOS fees are applicable and we are only able to accommodate a limited number of places for IOS students each year from Years 2-4.
Applications are assessed on a case-by-case basis.
An IOS can only be applied for once in any learning pathway (i.e. within the 4 years), except in very exceptional circumstances.
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If you are struggling with your studies there is support information available to help you:
If you're struggling with your work and need academic advice, contact your Head of Year or your Personal Tutor.
If you haven't been able to submit coursework or attend some exams due to illness, our mitigating circumstances process exists to ensure that you're not disadvantaged in your studies by serious, unforeseen and unpreventable circumstances.
If you're having personal difficulties that you don't want to discuss with your Head of Year or Personal Tutor, make an appointment with the Lead of Education to talk about the issues in confidence.
If your problems relate to your finances, speak to our Lead of Finance.
If you have an ongoing health issue/disability/Specific Learning Difficulty that's affecting your studies, contact your Head of Year and find out whether Betonica can help you find a suitable individual assessment arrangement.
Individual assessment and exam arrangements are there to help compensate for the difficulties that students with particular disabilities face, but they are not automatic – you must apply for them through your Head of Year.
guidance notes
If would like to proceed with a request to defer or interrupt your studies, please ensure that you have read the Information above and Guidance Notes below carefully, and make sure you complete all of the sections of the form that are relevant to you.
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Year 1 students must pay:
If you are on a payment plan, you must pay the remaining amount of fees for the current academic year
Due to limited spaces in Year 1, IOS is not currently an option. If a student withdraws, they may reapply to resit Year 1 again in the following academic year.
On completion of Year 1, students may, however, request a deferralbetween Year 1 and Year 2 of twelve months. In this occurrence:
Upon confirmation of deferral, students will also need to pay for the following:
Deferral administrative fee
Personal Tutor fees for Development Meetings within the ‘gap’ year. This allows students to keep on top of changes, and be prepared for the new year.
Attendance at the Saturday of the June seminar weekend to meet new cohort, prepare for the new academic year (and join in the end of year party).
On rejoining the course, the student will also need to pay:
Non-refundable deposit for the following academic year
Fee increase for the following academic year
Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort
Please discuss with your Head of Year if you have any concerns or need support completing the year.
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If you are on a payment plan, you must pay the remaining amount of fees for the current academic year
Upon confirmation of deferral / IOS, students will also need to pay for the following:
IOS administrative fee
Additional fee for 50 hours of clinical training contact time
Personal Tutor fees for three Development Meetings
Attendance at the Saturday of the June seminar weekend to meet new cohort, prepare for the new academic year (and join in the end of year party).
On rejoining the course, the student will also need to pay:
Non-refundable deposit for the following academic year
Fee increase for the following academic year
Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort
Please also note:
Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort
During their IOS/Deferral year, students will have access to the forum and limited pages on the learning platform.
Before leaving their current year, students must download all their learning platform materials, as they will not be able to access the full Learning Platform in their ‘IOS’ year.
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If you are on a payment plan, you must pay the remaining amount of fees for the current academic year
Upon confirmation of deferral / IOS, students will also need to pay for the following:
IOS administrative fee
Additional fee for 50 hours of clinical training contact time
Personal Tutor fees for three Development Meetings
Attendance at the Saturday of the June seminar weekend to meet new cohort, prepare for the new academic year (and join in the end of year party).
On rejoining the course, the student will also need to pay:
Non-refundable deposit for the following academic year
Fee increase for the following academic year
Please also note:
Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort
During their IOS/Deferral year, students will have access to the forum and limited pages on the learning platform.
Before leaving their current year, students must download all their learning platform materials, as they will not be able to access the full Learning Platform in their ‘IOS’ year.
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If you are on a payment plan, you must pay the remaining amount of fees for the current academic year
Upon confirmation of deferral / IOS, students will also need to pay for the following:
IOS administrative fee
Additional fee for 50 hours of clinical training contact time
Personal Tutor fees for three Development Meetings
On rejoining the course, the student will also need to pay:
Non-refundable deposit for the following academic year
Fee increase for the following academic year
Attendance at the Saturday of the June seminar weekend to meet new cohort, prepare for the new academic year (and join in the end of year party).
Please also note:
Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort
During their IOS/Deferral year, students will have access to the forum and limited pages on the learning platform.
Before leaving their current year, students must download all their learning platform materials, as they will not be able to access the full Learning Platform in their ‘IOS’ year.
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For Years 1-4, all students on a payment plan must continue to honor their fee agreement for the remaining current academic year.
For Years 2-4, the amount of IOS returning fee depends on which academic year a student is currently enrolled on and the date they submit the interruption form. Details of the breakdown of fees per year are below.
IOS year fees are arranged on an individual basis.
Students may only interrupt once in an academic level. If more time is required to return to studies, then there will be a need to repeat the entire year (including attendance at all seminars, full clinic hours for the level and all assignments and exams for that level).
To determine the appropriate fees, a collaborative discussion will take place between the Lead of Betonica and the Lead of Finance. Both parties will work together closely to ensure a fair and reasonable agreement is reached. This allows us to establish fees that align with the value we provide to our students and the financial sustainability of the school. Confirmation of fees will be discussed with you after the next academic year’s course fees have been finalised in Term 2. Students on the Fixed Fee payment plan will be transferred to the Fixed Fee scheme applicable to their new cohort.
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Interruption of study normally starts from the date the form is received by the Programme Admin Manger.
Where a student commences a period of interruption after a module has started but before completing all assessment requirements for that module, no credit will be awarded and the student may be required to re-join at the start of the uncompleted module(s) upon resuming their studies.
Students will normally be expected to resume their studies at the point of previous departure as discussed and agreed with their Head of Year (i.e. if they left in February of Year 2, they would restart in February of the following Year 2). The existing marks with the approval of the School may be carried over where the next year’s assignments overlap. You may be required to redo or complete some additional assignments if the curriculum has changed. This will be arranged with your Head of Year at the beginning of the next academic year.
In addition, as per the Professional Body standards, students are required to maintain clinical hours during their IOS year at a minimum of 50 hours per year.
Students will also have the opportunity to access three ‘check-in’ Personal Academic Tutoring (PAT) support meetings.
If there are curriculum changes within the year that the student left part way through, the student will be given the updated materials and given the opportunity to attend the related seminar if they can.
Finally, you will be required to have a meeting to plan your return of the following year with your Head of Year, PAT and the Lead of Education.
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You will need to agree with your Head of Year your "last date of attendance". This will be last date of your engagement with study (whether that is online study or in person classes) and this should not be a date in holiday periods or during periods of assessment.
You should not be backdating your last date of attendance beyond 4 weeks prior to you completing the form unless in exceptional circumstances that may be supported by the Betonica Directors.
Your student learning platform and forum account and all School resources will end once your request has been approved and processed and you will no longer have access to your accounts. It is your responsibility to contact the the Programme Admin Manager to organise the return of any books you have borrowed from the Betonica library and clear your library record before withdrawing.
An IOS can only be applied for once in any learning pathway (i.e. within the 4 years), except in very exceptional circumstances.
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Before the agreed date (3-4 months prior) when you will resume the programme, you are responsible for contacting programme admin and your Head of Year to confirm that you will return.
The Programme Admin Manager will then email you one month prior to your expected return date.
how to REQUEST TO DEFER OR
INTERRUPT STUDIES
Read all the information on this page, including the section on outstanding fees
Discuss with your PAT and Head of Year arrangements during the IOS year, including clinical hour rearrangement, and will send you a link to the Deferral or Interruption of Studies form.
COMPLETING A REQUEST TO DEFER OR INTERRUPT YOUR STUDIES - Once you have completed the form it will pass through a number of approval routes before being passed to Student Records for processing. Your request is not approved until you have received written confirmation.
Return any library materials, to avoid charges for their replacement cost.