Attendance Monitoring Procedure

 

You are required to attend all of your timetabled sessions. Your attendance is monitored throughout your studies and records are kept relating to the level of attendance you have.

You should always contact your school if you are going to miss a timetabled session or where you understand that your circumstances may affect your ability to attend sessions or continue with your course.

If you do not attend your sessions, we will contact you to let you know that your attendance record is a concern to us.  We will also inform you of the support available to help you improve.

You should read the procedure that is relevant to you and ensure you have fully understood it. If you are not clear which procedure applies then you must contact the Students’ Union Advice Centre or your School.

 

Home/EU Student procedure

 

Attendance Monitoring Informal Meeting

As your attendance deteriorates, you will be notified by your school and offered the opportunity to discuss your situation with an appropriate member of staff.

Whilst not mandatory at this point, the purpose of the meeting is to provide support, so we strongly encourage you to attend.  The meeting gives you the opportunity to discuss your circumstances and explain how they might be impacting your ability to fully engage in your studies. We will also highlight any support services that we can offer you so that your attendance improves.

 

Attendance Monitoring Formal Meeting

If your attendance does not improve, this raises a serious concern about the amount of teaching you have missed.  Your school will invite you to attend a formal meeting to discuss why you have not been attending your timetabled sessions. The purpose of this meeting is to consider whether you are able to continue with your studies at this time. 

You will be given 5 working days’ notice and informed of the date and time of the meeting, where it will be held and who will be present. You are required to attend this meeting and you can bring a supporter with you, usually an adviser from the Students’ Union Advice Centre.

When you meet with us we expect you to be honest and openly discuss the reasons for your non-attendance so that we can support you to improve. We will signpost you to the most appropriate support service within the University if we believe that you would benefit from this.

We expect you to attend the meeting but if you are unable to attend for a good reason, which can be independently evidenced, and you tell us by emailing your school, we can hold the meeting at a later date. Please be aware that we are unable to indefinitely postpone the meeting and we will not usually postpone the meeting more than once.

If you do not tell us in advance that you are unable to attend the meeting and you do not attend, we may withdraw you from the course due to your lack of engagement. 

If we decide that you cannot reasonably continue with your studies at this time, we will explain our decision and how it was reached. At this stage we will review your engagement with your course and make a decision either:

  • that you are required to interrupt your studies and return in the following academic  year; or
  • you should be withdrawn from your course and the University.

An interruption of studies means that you will be required to stop your studies temporarily to allow your circumstances to improve, so that you can engage fully with your studies upon your return.

We will send you an email no later than 5 working days after the date of your meeting to confirm the outcome.

 

Appealing against a decision made at the Formal Meeting

You can appeal the decision made at the Attendance Monitoring Formal Meeting if you meet one or both of the following grounds:

  • You can demonstrate that a material irregularity has occurred during the process that lead to your withdrawal/interruption; and/or
  • You have extenuating circumstances, which can be independently evidenced, which for good reason you could not tell us about before the decision was made.

To appeal you should complete the Attendance Monitoring Appeal Form in full and email it, with your evidence, to AttendanceMonitoring@hud.ac.uk 

Your appeal must be submitted no later than 10 working days after the date of the email confirming that you have been asked to interrupt your studies or have been withdrawn from the course. If your appeal is submitted late and without a good reason, that can be independently evidenced, we will reject your appeal on the basis that it has been submitted late.

We will consider your appeal and will normally respond no later than 20 working days from the date of receiving your completed appeal form and associated evidence. We will send you the outcome by email and we will explain the reasons for our decision. This decision will be final and will bring to an end the University’s internal procedure. There are no further stages of appeal and we will issue you with a completion of procedures letter at this stage.

If your appeal is successful we will notify you and your school of the outcome. If your appeal is unsuccessful then the original decision made by your school will remain.

 

Independent review of our final decision

You can request an independent review of our final decision. You will need to send your completion of procedures letter to the Office of the Independent Adjudicator (OIA) within 12 months of the date of the completion of procedures letter.

 

Tier 4 visa Student procedure

 

If you are studying on a tier 4 visa then you are required, by the Home Office and the University, to attend all of your timetabled classes and to be fully engaged with your course. If you do not attend as expected, then this may impact your visa and your permission to remain in the UK. If you are withdrawn through this procedure, your visa will be curtailed and you will be required to leave the UK.

If you are sponsored by a government or corporate organisation the University reserves the right to inform your sponsor of any concerns regarding your attendance.

 

Attendance Monitoring Informal Meeting

If your attendance percentage falls below the expected standard then you will be notified by your school and you will be invited to attend a meeting to discuss your attendance with an appropriate member of staff. You are required to attend this meeting.

The purpose of the meeting is to be supportive and is an opportunity for you to discuss your circumstances where they are impacting your ability to fully engage in your studies. During this meeting we will highlight the requirements of your visa and the support mechanisms you can use so that your attendance improves.

When you meet with us we expect you to be honest and openly discuss the reasons for your non-attendance so that we can support you to improve.

You are required to attend the meeting but if you are unable to attend for a good reason, which can be independently evidenced, and you tell us by emailing your school, we can hold the meeting at a later date. Please be aware that we are unable to indefinitely postpone the meeting and we will not usually postpone the meeting more than once.

If you do not tell us in advance that you are unable to attend the meeting and you do not attend then you will be required to attend a formal meeting.  At this point we will review your profile to determine if you should be withdrawn from your course.  

 

Attendance Monitoring Formal Meeting

If your attendance causes a serious concern because of the amount of teaching you have missed or you did not attend the informal meeting, your school will invite you to attend a formal meeting. The purpose of this meeting is to consider whether you are able to continue with your studies at this time. 

If you are a sponsored student, we will notify your sponsor about this meeting and they will be offered the opportunity to attend.

You will be given 5 working days’ notice and informed of the date and time of the meeting, where it will be held and who will be present. You are required to attend this meeting and you can bring a supporter with you, usually an adviser from the Students’ Union Advice Centre.

When you meet with us we expect you to be honest and openly discuss the reasons for your non-attendance.

We expect you to attend the meeting but if you are unable to attend for a good reason, which can be independently evidenced, and you tell us by emailing your school, we can hold the meeting at a later date. Please be aware that we are unable to indefinitely postpone the meeting and we will not usually postpone the meeting more than once.

If you do not tell us in advance that you are unable to attend the meeting and you do not attend, we will withdraw you from the course due to your lack of engagement. 

If we decide that you cannot reasonably continue with your studies at this time, we will explain our decision and how it was reached. At this stage we will review your engagement with your course and make a decision either:

  • that you are required to interrupt your studies and return in the following academic  year; or
  • you should be withdrawn from your course and the University.

An interruption of studies means that you will be required to stop your studies temporarily to allow your circumstances to improve, so that you can engage fully with your studies upon your return.

We will send you an email no later than 5 working days after the date of your meeting to confirm the outcome.

 

Appealing against a decision made at the Formal Meeting

You can appeal the decision made at the Attendance Monitoring Formal Meeting if you meet one or both of the following grounds:

  • You can demonstrate that a material irregularity has occurred; and/or
  • You have exceptional circumstances, which can be independently evidenced, which for good reason you could not tell us about before the decision was made.

To appeal you should complete the Attendance Monitoring Appeal Form in full and email it, with your evidence, to AttendanceMonitoring@hud.ac.uk 

Your appeal must be submitted no later than 10 working days after the date of the email confirming that you have been asked to interrupt your studies or have been withdrawn from the course. If your appeal is submitted late and without a good reason, that can be independently evidenced, we will reject your appeal on the basis that it has been submitted late.

We will consider your appeal and will normally respond no later than 20 working days from the date of receiving your completed appeal form and associated evidence. We will send you the outcome by email and we will explain the reasons for our decision. This decision will be final and will bring to an end the University’s internal procedure. There are no further stages of appeal and we will issue you with a completion of procedures letter at this stage.

If your appeal is successful we will notify you and your school of the outcome. If your appeal is unsuccessful then the original decision made by your school will remain.

 

Independent review of our final decision

You can request an independent review of our final decision. You will need to send your completion of procedures letter to the Office of the Independent Adjudicator (OIA) within 12 months of the date of the completion of procedures letter.