Application
- Applications can be made by via the link on the webpage for the course you are applying for or by the phone. The information you provide on your application form must be accurate, current and complete in all respects and you agree to notify us as soon as possible of any changes to your details.
- Once you have completed your application, made payment of the course in full or part-payment either in instalments or through providing a deposit, and subject to receiving a confirmation e-mail, you will enter into a legally binding contract and will be subject to these terms and conditions.
- Applications for courses with pre-requisites must be accompanied by a photocopy of the required qualification, uploaded via SITS. The University reserves the right to refuse enrolment or suggest alternative arrangements if they believe it will not be in the best interest of the University or participants of the course.
Payment of Course Fees
- A minimum £50 non-refundable deposit payment must accompany all applications. Courses which cost over £500 may be paid for in instalments (subject to an agreed instalment plan). Courses which cost under £500 must be fully paid and cleared 21 days in advance of the course start date.
- Failure to pay the entire course fees 21 days in advance of the course start date will result in the exclusion of the student from attending the course.
Refund of Course Fees
- A student is entitled to cancel their enrolment on the course and receive a refund (excluding the non-refundable deposit) if the University is informed 21 days prior to the start date of the course that the student wishes to withdraw their attendance. Students must e-mail shortcourses@stmarys.ac.uk. Please note no refunds will be given once the course has commenced unless the student can provide extenuating circumstances set out below.
- If a student cancels their course by giving less than 21 days’ notice prior to the course, deposits and any relevant part payments of course fees in the form of instalments are non-refundable and non-transferable.
Course Amendments
- It may occasionally be necessary to change or cancel course dates, content or venue., The University will notify you as soon as reasonably practicable before the course start date if such an event occurs. The University will make every effort to transfer your booking together with any payment made to the next available course date of your preference. We will not be held liable for any costs or losses incurred as a result of any such changes. If the student is unable to attend the rescheduled course they will be fully refunded (inclusive of the deposit).
- If a student wants to transfer or defer a course, there will be an administration charge of £25.00. Notice must be given 21 days prior to the commencement of the course.
- The University reserves the right to remove from any course, students that fail to comply with its standard practices and procedure. Students will dress appropriately for the course in which they are enrolled on and follow any specific health and safety guidelines as outlined in the course handbook. After the course has commenced there can be no transfer or deferral of the course within the University. Students on accredited credit bearing are required to attend at least 80% of taught sessions in order to obtain the qualification. Students must provide written evidence for any extenuating circumstances causing sessions to be missed.
- Successful completion of the course, and of the course's examination, is the student's responsibility. Failure of an examination may result in further costs if a student wishes to re-sit. Costs vary depending on the awarding institution’s fees and the elements to be retaken.
- Course material may not be reproduced in any way other than for the use of the intended course at the University.
Extenuating circumstances
- Students are strongly advised to inform the university in writing if there are any extenuating circumstances that prevent them for attending the course once it has begun. Extenuating circumstances are defined as serious unforeseen, unpreventable circumstances that significantly disrupt a student’s ability to complete their course.
- Appeals, complaints and grievances are to be sent in writing to the Head of Short Courses naomi.johns@stmarys.ac.uk. Students wishing to make a complaint about a course must do so through the St Mary's University complaints procedure available on the student portal. Further details can be found in your course guide.
Short courses privacy policy
We have a specific privacy policy related to how we gather, store and use data related to our short course students.
Short courses student policy
1. Purpose and scope
1.1 This policy sets out the criteria and procedures governing applications, enrolment, attendance, and conduct for all short courses offered by the University.
1.2 The policy applies to all applicants and enrolled learners participating in short courses delivered on-site, online, or through blended learning.
2. Legislative and regulatory framework
2.1 This policy is implemented in accordance with applicable UK legislation, including but not limited to:
- Equality Act 2010
- Health and Safety at Work etc. Act 1974
- Data Protection Act 2018 and UK GDPR
- Protection from Harassment Act 1997
- Any relevant sector or professional body requirements.
2.2 The University is committed to providing an inclusive and non-discriminatory learning environment.
3. Admission and eligibilty
3.1 Applications will be considered from individuals who meet the published entry requirements for the relevant short course.
3.2 Submission of required information, documentation, and fees by specified deadlines is necessary for an application to be considered complete.
3.3 The university reserves the right to request additional information where necessary to assess suitability, safety, or eligibility.
4. Right to decline, withdraw or exclude
4.1 The University reserves the right to decline an application, withdraw an offer, or terminate an individual’s enrolment where any of the following apply:
- The applicant does not meet the published entry requirements.
- The course has reached capacity
- Required documentation, verification, or payment has not been provided by the stated deadlines
- Information provided is false, misleading, or incomplete
- The applicant’s or student’s conduct (past or present) presents a risk to the safety, wellbeing, or learning experience of others
- The applicant or student has engaged in behaviour that undermines the integrity, reputation, or proper functioning of the University
- Participation would impose an unreasonable health, safety, or administrative burden that the University cannot reasonably accommodate.
4.2 Right to refuse admission on grounds of concerning behaviour. The University reserves the right, at its sole discretion, to refuse admission to any prospective or returning student where there is reasonable cause to believe that the individual’s behaviour, conduct, or communications may pose a risk to the safety, welfare, or orderly functioning of the university. Such decisions may be informed by documented incidents, credible reports, or other relevant information indicating behaviour that is disruptive, threatening, inappropriate, or otherwise inconsistent with the University’s standards, policies, or duty of care obligations. Where there is some doubt about a student’s suitability for admission, we may consult tutor reports or thirdparty reports or request references to support applications.
4.3 All decisions will be made fairly, proportionately, and without discrimination, in accordance with the Equality Act 2010 and relevant equality duties.
4.4 Where appropriate and reasonable, the university will engage in dialogue with the applicant or learner before a final decision is reached. Where feasible, applicants or learners will be informed of the reasons for decisions affecting their enrolment.
4.5 Students have a right to appeal the decision. The appeals process will be overseen by the Director of Commercial and Community at St Mary’s University who will oversee proceedings and make a final decision on admission.
5. Behaviour and conduct expectations
5.1 Learners are expected to:
- Treat all staff, learners, and visitors with dignity, courtesy, and respect.
- Refrain from abusive, aggressive, threatening, discriminatory, or harassing behaviour.
- Engage in learning in a manner that supports a respectful and inclusive environment.
- Comply with all university policies, codes of conduct, and health and safety requirements.
5.2 In-class conduct, learners must:
- Avoid behaviours that disrupt teaching or interfere with others’ learning.
- Follow instructions issued by tutors and authorised staff.
- Use equipment, facilities, and digital platforms responsibly and safely.
- Comply with any course-specific safety protocols, including those relating to specialist equipment or environments.
5.3 Out-of-Class Conduct, learners are expected to maintain appropriate standards of behaviour in all forums connected to the course, including:
- Off-site visits, fieldwork, case studies or placements.
- Online learning platforms, communication channels, forums, or group discussions.
- Interactions with staff or learners outside timetabled sessions.
Conduct outside the classroom that causes harm, disrupts learning, damages property, or negatively impacts the University’s reputation may result in disciplinary action or exclusion.
6. Attendance obligations
6.1 Learners are expected to attend all scheduled sessions unless prevented by illness or other legitimate circumstances.
6.2 The university may require a minimum attendance level (e.g. 80 %) for completion or certification; this will be stated in course materials.
6.3 Absences should be reported to the relevant administrative office as soon as reasonably practical.
6.4 Persistent, unexplained, or excessive absenteeism may result in removal from the course.
6.5 The University will consider requests for reasonable adjustments in line with the Equality Act 2010.
7. Reasonable adjustments
7.1 The University is committed to supporting learners with disabilities, long-term health conditions, or learning differences.
7.2 Learners are encouraged to disclose relevant needs as early as possible to enable appropriate support arrangements.
7.3 Adjustments will be made where reasonable and proportionate, considering the nature of the course and available resources.
8. Data protection
8.1 Personal data will be processed in line with the Data Protection Act 2018 and UK GDPR.
8.2 Information will be used only for legitimate educational and administrative purposes.
9. Complaints and decision making
9.2 Individuals may request clarification or submit a complaint in accordance with the University's Complaints Procedure.
9.3 All complaints will be considered fairly, impartially, and within a reasonable timeframe.
9.4 In the first instance all complaints should be directed at Short Courses for initial response. If this response is not deemed to be adequate or resolve matters students will be signposted to the University’s complaints procedure as provided within their welcome packs.
Where students do not receive an outcome, they are happy with they can refer the matter to the Office of the Independent Adjudicator (OIA). The OIA will intervene independently to examine whether due process has been adhered to.
10. Policy review
10.1 This policy will be reviewed every two years, or sooner if required by legislative or University changes.
Policy written: December 2025
Review due: August 2026