Transfer of Credits, Withdrawal and Refunds
DAIS-POL-014
Transfer of Credits, Exemptions, and Withdrawal Policy
Data and AI School of London, NCFE Approved Centre
Policy Owner: Examinations Officer
Version: 1.0 | Date: April 2026 | Review: April 2027
NCFE Risk Level: Medium
Mode of Delivery: Fully Online
14.1 Purpose and Scope
This policy covers the processes for transferring credit between qualifications, granting exemptions from units based on prior achievement, and managing the formal withdrawal of learners from NCFE qualifications.
14.2 Credit Transfer
Where a learner has previously achieved a unit with NCFE or another recognised awarding organisation that is directly equivalent to a unit in their current qualification, the centre will:
1. Review the equivalency in line with the NCFE Qualification Specification.
2. Record the credit transfer on the learner's NCFE Portal record.
3. Inform the learner in writing of the units credited.
All credit transfer decisions are recorded digitally and are subject to IQA oversight.
14.3 Exemptions
Where an exemption from a unit is permitted by the NCFE Qualification Specification, the Examinations Officer will follow NCFE's published exemption process and update the learner's record on the NCFE Portal accordingly.
14.4 Learner Withdrawal
A learner may be withdrawn in the following circumstances: they request withdrawal; they have been non-responsive for 20 or more working days and all support interventions (Policy 9) have been exhausted; they have been disqualified for malpractice (Policy 10); or they are unable to continue due to personal circumstances.
Withdrawal Process
1. The Learner Support Lead attempts contact through all available digital channels.
2. If the learner confirms withdrawal, the Examinations Officer processes it on the NCFE Portal.
3. The learner is informed in writing of their withdrawal and partial achievement record.
4. Where appropriate, the learner is signposted to alternative provision.
5. The learner's VLE access is suspended within 3 working days, but their records are retained.
14.5 Protecting Learner Records
Partial achievement records are preserved in line with the data retention schedule (Policy 6). Learners retain the right to request their records for up to 7 years following qualification award or 24 months following termination of the centre agreement, whichever is later.
14.6 Exit Feedback
Digital exit feedback forms are offered to all withdrawing learners. The Learner Support Lead reviews feedback from all withdrawals annually to identify patterns and inform quality improvements.
This policy is reviewed annually. Next review: April 2027. Approved by: Head of Centre. © Data and AI School of London, April 2026. NCFE Approved Centre.
14.7 Cancellation and Refunds
This section sets out a learner's right to cancel and any refund. It summarises the cancellation and refund terms in the Learner Enrolment Agreement (DAIS-LS-003), which the learner signs before paying. Where this summary and the Agreement differ, the Agreement applies. It does not affect a learner's legal rights.
When a course starts. A learner's course starts on the day the centre sends their Moodle login details, because from that day the learner can reach all teaching material, videos and assessments.
The 14 day right to cancel. Because learners enrol online, a learner may cancel within 14 calendar days of signing the Enrolment Agreement, under the Consumer Contracts Regulations 2013, and receive a full refund. This applies unless the learner has asked to start the course during that time.
Starting during the 14 days. If a learner asks for their Moodle access before the 14 days end, they may still cancel within the 14 days, but the refund is reduced by the value of the course already provided up to the point of cancellation.
After the 14 days. After the 14 day period a learner may withdraw at any time, as set out in 14.4 above. Refunds after the 14 days are at the centre's discretion, based on the proportion of the programme not yet delivered. The centre processes any refund due within 14 days of receiving the request.
How to cancel or withdraw. A learner emails info@dataaischool.com with their name and course, and the centre confirms the next steps in writing.