Section 4: PGR Engagement and Attendance


You should seek impartial advice and support from the Students’ Union Advice Centre, your School student support systems or the University Well-being Services if you are struggling to engage with your research study and/or attend supervision meetings.


4.1 Introduction

4.1.1 As a PGR student, you are expected to demonstrate regular engagement with your programme by:

  • Attending induction sessions when you first join your course.
  • Enrolling and re-registering for your programme annually.
  • Attending regular meetings with your supervisors, either online and / or on campus.
  • Keeping records of discussions and actions coming out of your supervisor meetings, using the University’s online supervision log (currently SkillsForge).
  • Submitting work for assessment and attending examinations according to your programme timeline.
  • Attending appropriate training (including English language assessment) and participating in conferences.
  • Swiping your student ID card.

4.1.2 You must re-register on your course each academic year, including during the writing-up period and the final examination phase:

  • To gain access to supervision, training and academic facilities.
  • To be allowed to undergo written and viva assessments.
  • For insurance purposes and to meet health and safety requirements.
  • So that we can award you your degree.
  • To comply with immigration law.

4.1.3 You must also re-register when you resume your studies after a period of interruption, if you missed re-registration due to the break in study.

4.1.4 PGRs are required to complete re-registration within four weeks, otherwise you will be administratively withdrawn from your studies.


4.2 Annual leave and other absence reporting

4.2.1 You need to request any annual leave that you are entitled to by submitting your annual leave card to your School office for approval:

  • Full-time PGRs are normally entitled to 35 days’ annual leave.
  • Part-time PGRs (excluding staff) are normally entitled to 17.5 days’ leave.

4.2.2 Bank holidays, days when the University is closed and weekends do not need to be taken as annual leave. It is your decision whether you work at these times.

4.2.3 You must also let us know if you are going to be absent for any other reason, such as illness.

4.2.4 You must tell us if you are going to be absent for any other reason; this includes absence due to shielding, isolation or quarantine. This replicates expectations in the workplace and we expect you to behave in a professional manner when you are managing your absence. Your school may ask for independent evidence to support why you need to be or have been absent.


4.3 Student ID card swiping requirements

4.3.1 You must carry your student ID card with you at all times and make your card available to any member of University staff that asks to see it. If you refuse to allow a member of staff to see your student ID card this will be considered to be a breach of the Student disciplinary regulation

4.3.2 If you lose your student ID card, you must report this to your school immediately and you must buy a new student ID card from iPoint.

4.3.3 You must only have one student ID card. If you have more than one student ID card this will be considered to be a breach of the Student disciplinary regulation

4.3.4 Your card allows you door access to specific areas of the University; functions as your library card and identification card; and is required for you to swipe and register your attendance.

4.3.5 You are required to register your regular attendance on campus by swiping your student card at the designated point in your School as follows:

  • Full-time international students studying with a student visa must swipe every week to comply with their visa terms.
  • Full-time UK / students not studying with a student visa should swipe monthly when attending campus for supervision.
  • Part-time students must swipe every second month when attending campus for supervision.
  • For online timetabled sessions, your attendance will be recorded and monitored (Professional Doctorates only).

4.3.6 If you have the agreement of your supervisor and School Director of Graduate Education to be off-campus during your studies, you are still required to maintain the same level of contact with your supervisor.

4.3.7 If you have enrolled on a specified distance learning research degree you are not required to comply with the usual swiping requirements.

4.3.8 International students must read this together with the International student information section of the regulations.


4.4 Fraudulent Swipes

4.4.1 You should not give your student ID card to another student and ask or allow them to swipe in for you.

4.4.2 We consider this activity to be fraudulent and if you do this, you will have breached the student disciplinary regulation and an investigation under that procedure will take place.


4.5 Card swiping during writing-up

4.5.1 If you go into a writing-up period, the following applies:

  • Students studying on a student visa and other students with limited leave to remain who stay in the UK for their writing-up period must continue to swipe weekly, until their award is conferred.
  • UK / students not studying with a student visa are not expected to swipe, but are expected to be in contact with their supervisor at least every second month.


4.6 Withdrawal for non-engagement

4.6.1 If you fail to comply with engagement and re-registration as expected, you may be withdrawn from your studies.

4.6.2 If you are withdrawn, you can appeal.


4.7 Additional information

4.7.1 You can find full details relating to PGR engagement and attendance on our website.