Student Protection Plan

Provider’s name: University of Southampton

UKPRN: 10007158

Legal address: University Road, Southampton, SO17 1BJ

Last Revised: May 2025

1.0 Introduction

1.1 The Higher Education and Research Act 2017 requires all higher education institutions registered with the Office for Students (OfS) to publish a Student Protection Plan which has been approved by the OfS.  The Plan sets out measures to protect students in case of course, campus, or institution closure, ensuring they can continue and complete their studies, or can be compensated if this is not possible.

1.2 The measures within this Plan apply to all students studying for a University of Southampton award.  They are in addition to the protection students have under consumer protection law and do not impinge on their consumer rights.

1.3 The protections in this Plan are similarly afforded to students registered at partner institutions overseas studying to University of Southampton awards.  They will, however, be enacted subject to the laws of those countries and managed within the parameters of the contractual arrangements that govern such partnerships.

2.0 Student Impact

2.1 We have developed an assessment of risk (Section 3.0) and measures to mitigate risk (Section 4.0).  The likelihood that the risks may crystallise has been identified as being ‘low’ or ‘very low’ depending on the risk.  Were any such risks to crystallise without mitigation measures in place, the resulting impact on students would be severe, except in relation to discontinuing modes of learning and other material changes to programmes, which would have a moderate impact on students.  The mitigation measures identified will reduce the impact of this risk to students to low and are designed to make transitions for impacted students as seamless as possible in the circumstances.

2.2 If any of the events listed occurred and presented a risk of non-completion or adverse impact on students or staff, an equality impact assessment would be undertaken to identify the different demographic characteristics of those affected, how different groups might be affected and to assist with the identification of appropriate mitigations. 

2.3 Where risks crystallise mid-cycle for recruitment, information available to applicants on the University of Southampton website, UCAS or another application platform will be kept up-to-date.  Applicants who have been made offers but who have not yet accepted them will be informed at the earliest opportunity and advised of the options available to them in the circumstances.  Further offers will not be made to applicants until it is determined whether or not a programme will continue.

3.0 Assessment of Risk

3.1 Closure of the University

The risk that the University of Southampton is unable to operate is very low. 

Our financial position is published annually, and our most recent financial statements show a total income of £752 million and a surplus of £216.3 million (Financial Statements 2023-2024). Our Education Strategy places an emphasis on improving all stages of the student journey and working to ensure that our educational activity is productive and sustainable.

3.2 Loss of Legal Status and Designation

The risk that the university will lose its legal status and designation is very low. 

The university received its Royal Charter in 1955, and from it we derive the power and authority to carry out our activities.  The university is well managed and governed and has Regulations which encompass the operation of teaching, examinations and other matters relating to students.  We maintain high academic standards and strong quality assurance processes that adhere to the expectations of external agencies; the university Council receives an annual Assurance Report and regular reports on compliance with the Office for Students conditions of registration.

3.3 Closure of Location where a Programme is Taught

The risk of the closure of a university campus is low. The risk that we decide to close a location/building where a programme is taught, and are unable to find suitable premises nearby, is very low.

The university operates over several campuses, including the University of Southampton Malaysia Campus and the University of Southampton Delhi Campus.  All parts of the university’s estate undergo regular inspections reviewing maintenance, accessibility, and health and safety, with the aim of keeping all areas of the estate operational in the short, medium, and long term.  The university is not currently considering the closure of any of its locations.

3.4 Closure of a Discipline

The risk of closure of a discipline is low. 

The university’s strategy is deliberately broad-based and does not currently anticipate the closure of any discipline areas.  The most recent discipline to close was Social Work (2012), which followed a review of the subject area by the Faculty.  An Equality Impact Assessment was undertaken before the final decision was taken.  Existing students continued to be taught on the programme until the natural completion of their studies.  Deferred applicants were provided with a range of options, including the offer of an unconditional place on the MSc Social Work programme at the nearby University of Portsmouth, and an offer of the reimbursement of re-application fees for applications to other institutions.  This approach would be our preferred model in the event of the closure of a programme or discipline area.

3.5 Discontinuation or Suspension of a Programme

The risk that the discontinuation or suspension of a programme will prevent students from continuing their studies is low.

Programmes are designed on a modular system and are delivered by teams of academic staff. Therefore, even if individual members of staff are unable to deliver a module, students are still able to achieve their programme’s learning outcomes. Programmes are reviewed annually and approved every five years.

The university regularly takes decisions to close programmes which do not attract applicants, or which are replaced with alternative programmes.  All programme closures follow the Programme closure or Programme suspensions Policy, the underpinning principle of which is that the experience of students on the programme should be assured and monitored in all cases.

Students who are on a programme or closely related programmes must be consulted before commencing formal procedures to close or suspend a programme.  In planning for closure of a programme, we proceed on the basis that students will be ‘taught out’ on programmes and the individual education of no student will be harmed.

3.6 Removal of Professional, Statutory and Regulatory Body Accreditation

The risk of removal of Professional, Statutory and Regulatory Body Accreditation (PSRB) is low.

The university has been delivering programmes accredited by PSRBs over many years.  We liaise closely with PSRBs to ensure our accredited courses reflect the required standards, including any new requirements.  New, amended, and reviewed PSRB accreditations are monitored by our Academic Quality and Standards Subcommittee.  The removal of professional, statutory and regulatory body (PSRB) accreditation is not always as a consequence of failing to attain the required standards.  We may, from time to time, pursue new accreditations and/or withdraw from existing accreditations to ensure alignment with our strategic objectives. 

3.7 Suspension or Loss of UKVI Student Sponsor Licence

The risk that the university will lose its UKVI Student Sponsor Licence and that this will prevent students from continuing their studies is very low.

We have a dedicated VISAS Team with specific responsibility for ensuring compliance with Home Office requirements, consistently low visa refusal rate, and comfortably meet thresholds for non-enrolments and course completion in the UKVI’s annual Basic Compliance Assessment. We have a Visa Immigration and Management Group that oversees and ensures proactive compliance with Home Office requirements.

3.8 Loss of Key Staff

The risk that the loss of key staff will prevent students from completing their studies is low.

Our People Strategy aims to develop a culture of enabled and empowered employees, who we engage, reward, and develop.   

Programmes are designed on a modular system and are delivered by teams of academic staff. Therefore, if individual members of staff are unable to deliver a module, students are still able to achieve their programme’s learning outcomes.

PhD students have a supervisory team of at least two, and sometimes more, supervisors. This enables continuity in supervision even if members of staff leave the university. Annual progression reviews, carried out by independent members of staff, review the supervisory team arrangements, and make recommendations for adjustments if required.

3.9 Changes with Partner Institutions

The risk that changes at partner institutions will prevent students from continuing their studies is low.

The university delivers programmes collaboratively with several partners.  Due diligence is undertaken on potential partners which looks at, amongst other factors, their financial and legal position, academic provision, and student experience.  The university does not undertake joint delivery with any partners it considers will jeopardise its education.  Before any partnership arrangement is signed, the university explores how it would be able to deliver the education without the partner’s contribution, which includes the expected financial consequences of taking on the delivery of the entire programme.

We undertake annual and periodic reviews of our partnerships to identify and take action to address any risks to the student experience and to academic quality and standards. 

The arrangements for ending partnerships, either at the contract end date or earlier at the behest of one or both parties, are set out in the partnership contract.  We have experience of managing this type of change and of supporting students during the teach out programmes.

3.10 Significant/Material Changes to Programme Content in Cycle

The risk that significant/material changes to programme content are made in cycle is low.

The university reviews the content of its programmes on a regular basis to maintain quality and ensure they remain relevant. These reviews are supported by the University’s Quality Monitoring and Enhancement Framework which ensures the lead time and appropriateness of such changes.  Any changes made to programmes are intended to be positive and enhancing. 

Should a significant/material change, such as a change to a core module, be exceptionally sought in cycle, student consultation will take place.  Where such material changes are within our control, these will not be implemented without the consent of students.  Where such material changes are not within our control, ie, PSRB requirements, students will be engaged in the appraisal of mitigating options. 

The university regularly takes decisions to discontinue optional modules which do not attract applicants, or which are replaced with alternative optional modules. Any changes to optional modules will be communicated to students in a timely manner.

3.11 Industrial Action

The current environment within which the university is operating means that the risk of industrial action taking place remains medium.  However, the risk of students being unable to successfully complete their programmes of study is low.

The university has a Joint, Joint Negotiating Committee (JJNC) in which consultation and negotiation with recognised trade unions is undertaken.  We are highly committed to maintaining effective employee relations and working with our trade union colleagues to achieve solutions to matters which may arise. 

In the event of risk linked with industrial action by staff, which may disrupt the provision of education to students on a temporary or longer term basis, the university has in place a team to deal with the response to industrial action, and each Faculty has Mitigation Panels which work to a set of agreed principles to ensure consistency of treatment and review the effects of any disruption, and consider how to mitigate such effects and communicate the outcomes to students.  The university remains cognisant of the fact that disruption to individual students can vary considerably, and this is considered in the way we engage with student groups during these periods.

4.0 Measures to Mitigate Risk

4.1 The university does not consider that any of the risks concerning the continuation of study for its students are reasonably likely to crystallise.

4.2 However, in the unlikely event that study is disrupted, the university will draw on some or all the following areas of support to mitigate the effect on students. These include:

4.2.1 Where the university has no option other than to close, it may consider measures such as the following to protect the interests of students:

• where possible, closing in a gradual way over a period that would enable current enrolled students to complete their studies with the university;
• where the above is not possible, supporting students to transfer to appropriate programmes at other providers;
• where there is demonstrable financial loss and detriment due to the nature of a disruption of studies, compensating students appropriately; and/or
• merging with another institution to maintain all or part of the current provision.

4.2.2 In the unlikely event of de-designation of its programmes for Office for Students ‘Student Support’ purposes, and/or loss of university status, the university will work with the appropriate regulatory bodies to:

• ensure all reasonable steps are taken to minimise disruption to affected students;
• where the above is not possible, support students to transfer to appropriate programmes at other providers, and, where appropriate, financially compensate students where they suffer demonstrable, material financial loss or detriment due to disruption of their studies;
• ensure that, as far as possible, changes are made in a transitional manner.

4.2.3 In the unlikely event a campus or part of a campus is rendered unusable for activities involving students, the university will:

• relocate provision to an alternative location; this includes use of space through existing education delivery partnerships such as with the National and Environmental Research Council and the University of Southampton Hospitals Trust, and the hiring of temporary space on or near existing university sites.
• revise timetables to enable all the scheduled teaching to take place in the available facilities.  Where such an approach is taken, appropriate consultation will normally be conducted with stakeholders who may be impacted.
• deliver programmes via alternative means, ie, online, distance learning.  Where such an approach is taken, the university will consider whether this is appropriate for enrolled students who would be impacted.

4.2.4 As previously stated, the university plans to ‘teach out’ the provision for students who are currently enrolled on programmes that are under consideration as being at risk.  In the extremely unlikely event that the university chose to close a programme or discipline area and teach out arrangements were not appropriate, it will seek to support students to transition to comparable programmes at other institutions.  Alternatively, there may be opportunities for students to switch to another programme at our institution if it meets their needs.  While this is not the university’s preferred option, it has experience of concluding such arrangements successfully.

4.2.5 Should the university lose or withdraw from PSRB accreditation, and this leads to students being unable to continue their studies, we will:

• work with the PSRB/accrediting body to enable enrolled students to complete their year of study/programme;
• offer affected students the opportunity to move to another programme within the university;
• deliver a modified version of the same programme;
• aid affected students to transfer to a different provider who holds the relevant accreditation.

Each instance will be treated on a case-by-case basis and the university will proactively work to identify and secure other feasible solutions that work best for affected students.

4.2.6 In the event of suspension or loss of our Student Sponsor Licence, the university will take all reasonable steps to minimise the resultant disruption to affected students by:

• enabling enrolled students to complete their year of study, subject to UKVI consent;
• enabling students already in receipt of a visa based upon an allocated Confirmation of Acceptance for Study from the university to enrol and commence their programme, subject to UKVI consent;
• offering students who have not commenced their travel to the university the opportunity to postpone their application pending resolution of the suspension;
• aid affected students to enable them to transfer to an alternative sponsor.

4.2.7 Programmes are usually delivered by teams of academic staff, therefore if individual members of staff are unable to deliver a module, students are still able to achieve their programme’s learning outcomes.  In the very rare instance that this is not the case, we will engage specialist expertise, for example the hiring of external academic staff to deliver specialist modules or leasing specialist equipment and/or premises to enable delivery of programmes.

4.2.8 The use of Personal Academic Tutors for individualised advice and our 24/7, 365 days a year Student Life Team to make early contact with individual students.

4.2.9 Our well-defined student academic representation system to support communication planning between the university and students.

4.2.10 Specific structures in place to identify and support students who may be more adversely impacted because of mental health or other issues.

4.2.11 The measures identified within our Business Continuity Plans for Faculties and Professional Services.

4.2.12 In the event of industrial action due to national or local dispute, whether the action taken has the potential to disrupt the delivery of teaching, assessment and/or other activities pertinent to students’ academic experience we will:

• ensure that normal operations and services are maintained as far as possible;
• take steps to fulfil its responsibilities to students to ensure that any disruption is minimised, and students do not suffer ultimate detriment, particularly in relation to the attainment of the programme learning outcomes. This may include ensuring that missed teaching content is either rescheduled or provided in an alternative format, and that any assessments or examinations are adjusted to ensure they are fair;
• provide timely and clear communications with students to make them aware of the planned action, the potential impacts and how we are seeking to mitigate these;
• ensure communications are relevant, and that messages are delivered at the correct level, for example generic communications being managed by Student Communications and detailed messaging relating to specific impacts and mitigations being managed by Schools;
• ensure communications routinely direct students to information, support, and guidance where the action is having an impact on their wellbeing.
• use the university’s published Programme Specifications and Academic Regulations to ensure that academic standards are maintained; assessment remains secure and robust, and award and progression decisions are made in line with University Regulations.

4.2.13 We will ensure that all actions to mitigate risk are applied uniformly and consistently to protect the interests of all registered students at the university, regardless of where they study. 

5.0 Complaints, Compensation and Refunds

5.1 The financial status of the university is such that it has cash reserves sufficient to provide refunds and compensation for students were we to identify any with an increased risk of non-continuation of study.  This position will be reviewed in the light of any changes to the university’s risk profile that may have implications for the continuation of studies or if we implement changes to the way that we manage our cash that might impact on our cash reserves.

5.2  If a student is dissatisfied with the steps taken by the university to maintain their continuity of study, they may make a formal complaint against the university.  Further information regarding the complaints process, and related policies and procedures, can be found at in the Regulations Governing Student Complaints 2025-26.

5.3 The University of Southampton refund policy can be found at: 

• UK campus - Pay your tuition fees
• Malaysia campus - Undergraduate tuition fees refund policy
• Delhi campus - Refund policy
• Southampton Online - Fees and Cancellation Policy

Find more details of funding and bursaries on the Funding webpage.

6.0 How we Publicise this Plan

6.1 We will publicise our Student Protection Plan to current and future students as follows:

• we will publish statements for future students on our website under our ‘fees and funding’ webpages;
• we will include key terms in our offer letter;
• we will provide full details in our student portal SUSSED;
• we will include reference to the Student Protection Plan in the University Policies;
• we will ensure that student support teams in the university and Students’ Union are provided with full details to advise students should a need arise.

We will ensure that staff are aware of the implications of our Student Protection Plan when they propose changes to programmes by including reference to the plan in the Programme Approval and Review process and in the Programme Closure process.

We will inform our students if there are to be material changes to their course in accordance with the process set out in Major/Intermediate/Minor Modifications to taught programmes which sets out types of changes, classification, approval method, action to be taken on change, date by which changes must be approved, how to notify students and responsibility for notification. This makes provision for new and existing students.

In the event of the implementation of any part of our Student Protection Plan, it will be re-publicised to all students through our student portal and by email, with details about the mitigation being put in place for the specific issue.  Depending on the situation, students may also be invited to individual or group meetings to discuss the issue.  Students will be supported by their Personal Academic Tutors, will be able to access support through our Student Services function, and will be represented through the Student Representation System.

The Students’ Union Advice Centre provides free, independent and confidential support to all students in areas including complaints, academic matters, housing and finance.

We will review our Student Protection Plan on an annual basis through the Education and Student Experience Committee.  Our students will be involved in our review through representation of the Students’ Union on Education and Student Experience Committee.

Updated May 2025: Submitted to the Office for Students and approved August 2025