STUDENT POLICY ON MANAGEMENT OF STUDENT ATTENDANCE AND ABSENCE

STUDENT POLICY ON MANAGEMENT OF STUDENT ATTENDANCE AND ABSENCE Page 1 of 13

1. Purpose This policy provides guidance and information on the College s expectations in relation to student attendance and what procedure a student should take to manage any period of absence from their course. 2. Scope of the Policy The policy covers all undergraduate taught students at Coventry University College and it should be applied by all students from 28 th April 2014. This policy also provides specific details for students who are a Tier 4 visa holder and also those who are sponsored financially to study at Coventry University College. 3. Policy Statement Coventry University College believes that attendance is vital for the successful completion of a student s studies. The College acknowledges that there are times when full attendance is not possible and during these times the College supports students who have valid mitigating circumstances for which they require a period of absence before they are able to re-commence on their course. 4. Rights and Responsibilities 4.1 A student has the right to be taught by a member of academic staff who is skilled in the relevant discipline area for the course is being taught. 4.2 Students are expected to attend all timetabled activities for the course on which they are enrolled punctually and regularly, and it is their personal responsibility to ensure that they do so. 4.3 Students must meet all attendance requirements as specified for individual modules or as specified for their course overall. 4.4 International students, who have a Tier 4 visa, are required to meet the requirements of their Tier 4 sponsorship, as required by the Home Office and under the College s own policies relating to Tier 4 students. 4.5 Students should note that certain external agencies have the right to request information on their attendance (eg Student Loans Company, sponsoring bodies, professional bodies, Home Office). Page 2 of 13

5. Student Monitoring 5.1 All taught students will be required to confirm their attendance to the tutors in class who will record their attendance via the electronic registers for the duration of their course. Students who falsify their attendance will be dealt with under the College s disciplinary procedures 5.2 Monitoring of attendance may also take place at any point during a student s enrolment and the use of academic facilities (eg Moodle) may also be monitored for this purpose. 5.3 Students coursework submission and phase test attendance is also monitored for this purpose. 5.4 All attendance data for tier 4 students who are sponsored to attend Coventry University College will be used to report to sponsors detailed attendance throughout the academic year. Details relating to this requirement can be provided via the International Support Advisor. 6. Student Absences 6.1 There are two types of absences that can be recorded on a student s record: Notified and Authorised. 6.2 A Notified Absence should be used by students in all circumstances that are not covered by the categories for which an Authorised Absence can be granted, as per paragraph 6.3 (a) (e). A student should notify the Registry Support Staff and their relevant Tutor prior to or on the date that they need to be absent. This can be done by following the procedure in paragraph 7 below. A Notified Absence will be noted on the student s record however it will not be recorded on any register and at any timetabled sessions that are missed as a result of this absence, the student will be recorded as absent. If a student s absence record reaches a level of concern, the student will be sent email communications warning them that their attendance must improve. Page 3 of 13

If after receiving these warnings the student s attendance does not improve, they will be forcibly withdrawn from their course of study in accordance with the Academic Regulations (1.4.8) 6.3 Students may request an authorised absence from studies in certain exceptional circumstances. These are: a) Death/ serious illness of a close relative b) Serious ill health (jnc mental health)/ operation c) Visa/ immigration/ nationality documentation reasons (eg student must renew passport in home country) d) Disability related illness affecting study e) Other significant personal reason Further guidance on these categories and the requirement of evidence is detailed within appendix 1 of this policy. A student must discuss the requirement for Authorised Absence with the Registry Support Office and Tutor in conjunction with completing the Authorised Absence request form, appendix 2 of this policy. This can be done by following the procedure in paragraph 7 below. A student may be granted up to a maximum of 10 working days authorised absence during one full academic year. If a student requires more than 10 working days absence in any academic year, they should consider temporary withdrawal and discuss this matter with the registry support office and tutor. No more than 10 days authorised absence will ever be granted. If you intend to be absent for longer than the approved period you will be required to temporarily withdraw from your course, and return to your home country if you are a Tier 4 student. A record will be made on the College s attendance monitoring system (Moodle) to confirm that this student has permission to be absent from all timetabled activities during the dates of their Authorised Absence. This means that no warnings will be issued to the student for non-attendance during this time. Once a student returns after any period of Authorised Absence they will be monitored at all timetabled activities in the normal way and any further absences (notified or not) will be subject to the College s processes as outlined in paragraph 6.2 above. Page 4 of 13

If a period of authorised absence is requested during a students assessment period, the student should complete an extension/deferral request form, which can be located on Moodle. 7. Absence Request Procedure 7.1 If a student wishes to notify the Registry support office of an absence as per the reasons outlined at paragraph 6.2 above, they can do so via emailing the registry support office. If sending an email a student should include in the subject line their name, SID number and state notified absence and email to: Studentabsences@cuc.coventry.ac.uk Or alternatively students can complete Part A of the Notified and Authorised Absence form; this is appendix 2 of this policy. This completed form should be submitted to the support office or emailed as per the email addresses and guidance above. If a form or email notification is received this will be recorded on the student s record. 7.2 If a student needs to request a period of Authorised Absence, they should complete Part B & C of the Notified and Authorised Absence form this is appendix 2 of this policy. For any request for Authorised Absences, appropriate third party evidence is required to support the application. If a student does not have the evidence at the time of submitting the form, they will have five working days in which to submit this. Evidence submitted outside of this time frame will not normally be considered. Details on what does or does not constitute acceptable evidence can be found at paragraph 8 below. If an application for Authorised Absence is granted, this will be recorded on the student s record. The student will be sent an email confirmation of the Authorised Absence which will confirm the dates that have been granted. By applying for Authorised Absence, students are agreeing that they are aware of the consequences of absence on their studies and will be taking personal responsibility for catching up. Students who are granted Authorised Absence cannot make any appeal on the basis of missed study caused by their absence. If an application for Authorised Absence is rejected, a student will be informed of this decision by email including reasons why the application has been rejected. Page 5 of 13

If an application for Authorised Absence is rejected, there is no right of appeal against this decision. The decision of the Registry and Admissions Manager is considered final. If a student then chooses to be absent from the College either without authorisation or if the student has notified the College using the procedure as outlined in paragraph 7.1, they will be marked as absent from any timetabled sessions that they fail to attend. These absences will be noted and if they reach a level of concern, the student will be sent an email communication warning them that their attendance levels must improve. If after receiving these warnings the student s attendance does not improve, they will be forcibly withdrawn from their course of study. 8. Evidence 8.1 Applications for Authorised Absence must be accompanied by supporting evidence, normally from an independent third party. You are advised to keep a copy of any evidence you submit. It is understood that in some cases it may be difficult to provide this, however lack of third-party evidence will mean that any request is unlikely to be granted. 8.2 If a student needs to absent from College due to serious ill health (including mental health/operation), they must seek medical attention on the day, and submit documentary evidence. The evidence must relate specifically to the time of the illness, and must make clear that the student is medically unfit to attend College and confirm what date they should be fit to resume attendance. Retrospective medical certificates and doctor s notes stating that a student claims to have been unwell may not be accepted. Medical evidence must bear the GP s practice stamp, and/or be on appropriate letter-headed paper. Please note that some doctors will charge a fee for providing medical certification. The College is not liable to pay this fee on a student s behalf. Examples of other third party evidence that might be acceptable in support of nonmedical circumstances may include A letter from a doctor or employer concerning bereavement, accompanied by a copy of the death certificate. A letter from a counsellor at which the student is confirmed as attending. A letter from the Human Resources department of an organisation in which the student is employed at verifying extenuating circumstances. Page 6 of 13

In exceptional circumstances a letter of support from the Head of Studies may be acceptable, if they know the student s circumstances well, but other third party evidence should still normally accompany this. If any student knowingly submits false or forged evidence, they will render themselves liable to disciplinary proceedings. (See Appendix 3 of the College s General Regulations). 9. Pregnancy/ maternity related absences will be considered in line with the College s Policy on Support to Students: Pregnancy, Maternity and Adoption. Student FAQs Management of Attendance and Absence Q. I need to request more than 10 days absence what can I do? A. No more than 10 days absence will be approved by the College. If you need to be absent for longer than 10 days, you should consider temporarily withdrawing from your course. Q. Do the 10 days have to be taken as one block of absence? A. No any combination of days may be approved, up to a maximum total of 10 days in an academic year, provided that each absence meets the criteria set out at paragraph 19(ii) of the policy. Q. What do I do if I have an ongoing medical condition which means I am likely to exceed 10 days absence within an academic year? A. You should discuss your condition with the Registry team and Head of Studies to consider whether it is appropriate to withdraw temporarily and resume your studies at a later date. Registry will consider students on a case by case basis. Q. I have a doctor s note covering an absence based on ill health for longer than 10 days will the total absence period be approved in these circumstances? A. A maximum of 10 days absence will be approved. Temporary withdrawal should be considered if you are not fit to return to your studies after 10 days. Page 7 of 13

Q. I need to attend a wedding or other important family event can this absence be authorised? A. No, attendance at a wedding or other family event will not be authorised. Absences on these grounds can be notified only. Q. What will happen if I ask my friend to answer my name on my behalf for the register and I catch up on my missed session using Moodle notes? A. Any student who is found guilty of falsifying registers by confirming attendance for friends who have failed to attend classes will be subject to the College s Disciplinary procedure (see appendix 3 of the general regulations). Page 8 of 13

Appendix 1 Acceptable/Not Acceptable Exceptional Circumstances which may warrant authorisation of absence: Normally acceptable 1. Death/ serious illness of a close relative Notes "Close" means parents (& guardians), children and siblings, and a spouse/partner. It may include in-laws, grandparents and grandchildren if it can be shown that the relationship was very close, but not normally aunts, uncles, cousins etc. Students should submit a copy of a death certificate or a doctor s note regarding the welfare of the student as a result of the bereavement. In cases of serious illness, medical evidence relating to the relative s condition must be submitted. 2. Serious ill health (including mental health/ operation) Serious ill health should be an incapacitating illness or an unexpected deterioration in an ongoing illness or medical condition. It also includes breaks and operations. Mental health conditions include appointments to attend and see mental health practitioners or a period whereby a student is required to be sectioned. Medical certification must be obtained; self-certification is never acceptable as evidence of extenuating circumstances. Medical evidence MUST bear the GP s practice stamp and/or be on appropriate headed paper. 4. Visa / Immigration / Nationality documentation reasons (e.g. student must renew in home country) Returning to renew passports, visas or specific residency requirements that require a student to return to their home country within a specified period of time. Such cases will be reviewed on an individual basis. The College expects such students to be aware of these ongoing requirements and plan for them in a timely manner in and around the College s term times. The student must provide evidence and reasons as to why this cannot be undertaken during the College s official term time breaks Student applying for authorised absence should submit copies of state documents and/or supporting statements from their home country Government to support the requirement to leave College during term time. 5. Disability The students disability must have been formally recorded by the Page 9 of 13

related illness affecting study 6. Other significant personal reasons. College, usually at the start of the students academic year. Evidence can be in the form of medical certification from students GP and a letter of support from the College s Student Support Advisor. Usually statements from the Student Support Advisor will not be considered without a statement from a GP. This list is not intended to be exhaustive but includes: Divorce, fire, burglary, serious court cases (the acceptability may depend on the level of involvement (legal, personal, emotional) in the case), jury service. Evidence can include a statement from a GP, crime reports. For court/jury service evidence can be court documentation or letters from solicitors confirming the student s involvement and indicating time required away from College. Not normally acceptable 1. Social activities 2. Temporary self-induced medical conditions 3. Minor ailments and other conditions Notes the categories below can be recorded as notified absence Hectic social life, parties, visits by/to friends, sporting fixtures. Hangovers, drug taking (unless possibly for a registered addict influenced by the medical treatment involved). It may also include the taking of prescribed medication for certain conditions where it is known that there may be adverse reactions (e.g. drowsiness). Coughs, colds, headaches, stomach ache, hay fever etc (where symptoms may be relieved by over the counter medication), sprains (Long-standing medical conditions for which special arrangements could have been made or treatment anticipated and taken. Accidents/illness affecting relatives or friends (unless serious or the student is the sole carer). 6. Study-related Computer difficulties, losing work not backed up on computer disk, deadline congestion, examination congestion, having to do revision/work for upcoming assessments, missing books, late distribution of materials by the College, delays in printing, photocopying and/or binding of assessed work. Page 10 of 13

Appendix 2 Notified and Authorised Absence form THIS FORM MUST BE COMPLETED IN ADVANCE OF ANY ABSENCE, AND SUBMITTED IMMEDIATELY TO THE REGISTRY OFFICE WHEN COMPLETE Family Name ID Number stamp Date of Receipt Forename(s) Email address (College account only) Course (e.g. BSc Combined Engineering) Stage & Start Month (1, 2, 3 etc) This form should be completed in line with the policy of management of student attendance and absence please read this policy and guidance before submitting this form. Part A - Notified Absence: To be completed if you wish to notify Registry of any period of absence. Notified absences can also be communicated via telephone or email to the Registry office. See the full Student Attendance and Absence Policy on Moodle for relevant contact details. Please note that notified absences are not approved and will you will be recorded as absent on registers at any missed timetabled activities. Students who miss schedule timetabled sessions will be contacted and may be withdrawn from their course if their absence levels cause concern. Start Date of Notified Absence: End Date of Notified Absence: Please complete the section below to provide reasons for absence Details (Please supply as much detail as possible and continue on a separate sheet if necessary): Signature of student Date: If you are using this form to notify the College of an absence, this will be recorded on your student record. Please note that notified absences do not permit students to be absent from their studies and you will still be marked as absent in any scheduled timetabled activities that you miss. If the Home Office require information about any Tier 4 students, the reasons you have detailed in this form may be provided to them. February 2014

Part B - Authorised Absence To be completed if you wish to seek authorisation to be absent from your studies due to an exceptional circumstance (see the full Student Attendance and Absence policy for details of permitted exceptional circumstances) for a maximum of 10 days. Start Date of Authorised Absence: Your attendance monitoring will be paused FROM this date End Date of Authorised Absence: Your attendance will be monitored from the day AFTER this date Please complete Part C below to provide appropriate reasons for authorised absence If you intend to be absent for longer than the approved period you will be required to temporarily withdraw from your course, and return to your home country if you are a Tier 4 student. By applying for Authorised Absence, students are agreeing that they are aware of the consequences of absence from their studies and will be taking personal responsibility for catching up. Students who are granted Authorised Absence cannot make any appeal on the basis of missed study caused by their absence. If a period of authorised absence is requested during a students assessment period, the student should complete an extension/deferral request form, which can be located on the student portal. Students who apply for Authorised Absence and are refused, but decide to stop attending timetabled activities may be withdrawn from their course and if they are a Tier 4 student this will result in their Tier 4 sponsorship being withdrawn. Part C Supported Reason for Authorised Absence(please tick appropriate box): a) Death/illness of a close relative b) Serious ill-health (eg operation) c) Disability related illness affecting study d) Visa/Immigration/Nationality documentation reasons e) Other significant personal reason Notes see absence policy for guidance on evidence Third party evidence must be attached to this form Third party evidence must be attached to this form The disability must be recorded on UNIVERSE & third party evidence must be attached to this form Appropriate third party evidence must be attached to this form Please supply details in box below February 2014

Details (Please supply as much detail as possible and continue on a separate sheet if necessary): Signature of student Date: Is appropriate third party evidence attached to this form: Yes No Is you have ticked no, by what date will your evidence be submitted: Office Use Only I have seen the attached third-party evidence and authorise Date: the absence Signed: Print Name: Authorised Absence NOT approved Reasons for non approval: Date: Signed: Print Name: February 2014