Student Transfer Policy & Procedure
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| Field | Details |
|---|---|
| Institution Name | BIG International College – United Kingdom |
| Effective From | |
| Review Cycle | Every two years |
| Next Review Due | |
| Policy Owners | Academic Registry & Quality Assurance |
| Approving Body | Academic Board / Quality & Standards Committee |
| Lead Contact | Head of Admissions & Academic Registry (email: insert) |
| Applicable To | Registered students, incoming transfer applicants, applicants transferring out, and all internal/external staff involved in transfer decisions |
BIG International College supports transparent, fair, consistent, and student-centred transfer arrangements in full alignment with the Higher Education and Research Act (HERA) 2017, the Office for Students (OfS) Conditions of Registration, and good practice published by the Quality Assurance Agency (QAA).
This policy covers internal, external, incoming, and outgoing transfers, including:
The College is committed to ensuring that no student is disadvantaged for requesting a transfer and that the process upholds fairness, equality, and regulatory compliance.
BIG International College guarantees fair and non-discriminatory transfer processes. The College prohibits:
A transfer will not be refused because a student has previously submitted a complaint or appeal, disclosed a disability, health condition, or support requirement, or has mitigating circumstances affecting their attendance or academic performance. All decisions will be made transparently and supported by clear evidence.
BIG International College will provide clear, updated, accessible information regarding:
Response Time
BIG International College commits to reviewing transfer requestswithin 10–15 working days from the date of full documentation submission.
Students will be provided access to:
Where appropriate, students may be offered:
BIG International College assesses all transfer requests on an individual, holistic basis. Key considerations include:
Support Needs
Information disclosed about disability, mental health, or social circumstances will never be used to refuse a transfer. It is considered solely to ensure that appropriate support can be arranged.
A. Internal Transfers (within BIG International College)
Where appropriate, a staff member may submit the transfer request on the student’s behalf as a reasonable adjustment to support accessibility.
B. External Transfers – Into BIG International College (Incoming Transfers)
Applicants seeking to transfer into BIG International College must submit their chosen course, academic transcripts or credit statements, references, a personal statement, and, where relevant, a CV, English-language evidence, and a passport or visa documents. They may also provide details of support needs or personal circumstances. All incoming transfer decisions follow the Admissions, Recruitment and Widening Access Policy and may involve RPL assessment, credit-mapping against programme learning outcomes, and an interview or academic consultation.
C. External Transfers – Out of BIG International College (Outgoing Transfers)
Students wishing to transfer out of BIG International College must email studentrecords@bigic.ac.uk, provide contact details for the receiving institution where possible, and give consent for the College to share necessary academic records.
The College will supply transcripts, attendance and engagement information, module and credit details, learning outcomes, and confirmation of enrolment and level of study within 10 working days.
6. Student Fees, Refunds, and Compensation
Before confirming a transfer, BIG International College will provide students with full information on their tuition-fee liability at the point of withdrawal or transfer, any implications for sponsorship or employer funding, and any additional or reduced costs that may arise. This is to ensure students can make informed financial decisions before proceeding.
BIG International College is committed to protecting students by ensuring continuity of study, minimising disruption during closures or unexpected changes, and providing clear mitigation routes. Where continuation is not possible, appropriate mitigation measures will be put in place, including refunds or compensation in accordance with the College’s Refunds and Compensation Policy. These measures, supported by regularly updated risk assessments, form the College’s student protection framework to safeguard students academically, financially, and personally during periods of uncertainty.
BIG International College securely maintains all transfer-related records in accordance with UK GDPR and the Data Protection Act 2018. Records include requests, outcomes, communications, consent forms, and academic evidence such as transcripts. Students may request access to their personal data through the Data Subject Access Request (DSAR) process.
Students can challenge transfer decisions through the College’s internal complaints or admissions appeals procedures, which follow the OIA Good Practice Framework. While the College cannot investigate decisions made by other institutions, it may review concerns about its own role in the process.
BIG International College recognises that students from widening-participation backgrounds, including those from low-income households, disabled or neurodivergent learners, care-experienced or estranged students, and other underrepresented groups, may face additional barriers. These students will receive prioritised academic and wellbeing support, tailored guidance throughout the transfer process, and assurance of fair and equitable treatment. Support queries may be directed to: email.
This policy will be reviewed every two years or earlier in response to: