Student Absence Policy
This policy applies to all undergraduate and postgraduate taught students.
1. Definitions
A class is any learning and teaching session. It includes such things as lectures, seminars, laboratories, work placements.
A working period is any teaching, revision or assessment period. This will often be a semester. For students engaged in project/dissertation work, placements or field work, a working period is any period which is not a declared holiday.
A significant absence is:
- an absence of more than five consecutive working days[1] during working periods;
- an absence of any duration if it prevents a student from:
a. attending an in-person examination, submitting an online examination within the scheduled examination time, submitting assessment by the submission deadline, or otherwise satisfying the requirements of assessment for their programme of studies; or
b. fulfilling any other published minimum requirements for the award of credit (e.g. compulsory attendance at a tutorial or laboratory class).
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[1] Monday to Friday are counted as working days except when the University is closed for a public or other Holiday. Saturday and Sundays are not counted as working days.
2. Attendance Requirements
- Students are expected to attend all timetabled classes.
- Students who have missed a class or classes through absence are expected to take reasonable steps to make up for missed learning, including asking an appropriate member of staff about any required remedial study.
- Heads of Schools are responsible for ensuring that students are given clear notification of all classes for which attendance is compulsory for the award of credit.
- Students must complete assessment in order to satisfy the requirements for the award of credit. In some cases, this will include in-person attendance at examinations or other assessments.
3. Notification of Absences[2]
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3.1 Reporting Requirements
a) Student must report any significant absence as follows:
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Type of report |
Circumstances |
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1. Absence Report |
(a) Any absence of more than five working days. |
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(b) Any absence preventing the student from fulfilling (or putting the student at risk of not being able to fulfil)[3] any published minimum requirements for the award of credit, e.g. compulsory attendance at a tutorial or laboratory class. |
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An Absence Report must be submitted as soon as is practical, by completing Part 1 of the MyCampus Absence Report, giving a start date and expected duration of absence. Part 2 of the MyCampus Absence Report should be completed on return to university, confirming the end date of the absence. The normal submission deadline for the completed Absence Report is five working days after return to university. |
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2. Extenuating Circumstances Claim |
Affected assessment: Any absence preventing the student from attending an in-person examination, submitting an online examination within the scheduled examination time, submitting assessment by the submission deadline, or otherwise satisfying the requirements of assessment for their programme of studies. |
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An Extenuating Circumstances claim must be submitted within five working days of the date of the affected assessment (examination or assessment submission deadline). Late Extenuating Circumstances claims will not be considered unless circumstances have prevented the student from submitting a claim within this time. Extenuating Circumstances claims will be managed in accordance with §16.45 - §16.53 of the Code of Assessment. If possible, absences which will result in non-attendance at examinations should be notified before the examination by contacting the relevant examiner, School Absence Contact, or Head of School. This should be followed up by completion of Extenuating Circumstances claim. |
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b) Where the circumstances requiring an Absence Report and an Extenuating Circumstances claim, as described above, apply to a single absence students should complete both types of report.
c) Mere completion of the report does not necessarily justify an absence. It is the responsibility of each student to give a clear explanation which justifies any significant absence.
d) Even if not formally defined as significant, students are advised to complete an Absence Report for any absence for which they would like the University to take account of special circumstances regarding their ability to attend university, e.g. the cumulative effect of several (non-consecutive) days of absence.
e) Students with a disability related absence and who have their support co-ordinated by the Disability Service are not required to complete multiple absence reports for absences related to their disability. However, they may choose to do so in order to formally record any absences.
f) On some programmes students are required to complete an Absence Report for all absences. Any such requirement will be reflected in the programme documentation.
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[2] Special arrangements may be made for students who are absent from placements (e.g. work experience). Such special arrangements must be approved by the appropriate Head(s) of School.
[3] On some courses students are required to attend a minimum proportion of a series of classes. Students are advised to complete an Absence Report for absence from any such classes.
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3.2 Supporting Evidence
Documentary evidence is required for any significant absence. Documentary evidence means a report descriptive of the medical condition or other adverse personal circumstances provided by the student for consideration as reason for their absence. Where the report refers to a medical condition of more than seven days’ duration the report must normally be completed by an appropriate medical practitioner.
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4. Procedures for responding to Notification of Absences and Extenuating Circumstances Claims
4.1 School Absence Contacts, Advisers of Studies and Assessment Officers will have full access to the student absence reports.
4.2 Extenuating Circumstances claims will be handled in accordance with the regulations on Extenuating Circumstances and Incomplete Assessment (sections 16.45-16.53 of the Code of Assessment).
4.3 MyCampus Absence Reports may be used by:
a) Course Coordinators and/or Heads of School or their nominees to suggest any remedial work which the student should do, or alternative classes that the student should attend, on return to university.
b) The Progress Committee when considering the student’s progress on their programme of studies.
c) The UKVI Compliance Team will assess whether students that submitted a MyCampus Absence Report have become non-compliant with the engagement policy; if the report has not been approved by a member of staff, the UKVI Compliance Team will ask for the Absence Report to be reviewed by the relevant School.
5. Retention of Records
- Absence Reports and associated documents will be retained in line with agreed University policy.
- Heads of School are responsible for having a system in place for removing locally held student absence information (electronic and paper) in line with agreed University policy.
Appendix for Postgraduate Research Students
For postgraduate students, please read the PGR Code of Practice, Section 7 - Student Wellbeing, which has a dedicated segment for the Absence Policy (paragraphs 7.8 - 7.22).