Policy Home

Introduction

A significant absence from your studies should be self-reported. This guide explains what counts as a “significant” absence, and when and how to report it.

Follow these steps so your school knows why you’ve missed class or assessment.

Key points:

• You’re expected to attend all timetabled classes and assessments
• Report significant absences, especially if they affect your credits or assessment
• Use MyCampus Absence Report and, if needed, submit an Extenuating Circumstances claim [UPDATE].

What counts as an absence

Absence can affect your learning and progression, so it should be avoided wherever possible and only take  when there is good reason.

In general, your absence should be:

• Unavoidable and outside your control (e.g. serious, unexpected travel disruption)
• Due to illness or health issues
• Caused by a personal or family emergency requiring urgent attention
• Approved in advance, such as for a medical appointment, caring responsibility, or faith‑based event

A significant absence is defined as:

• Missing more than five consecutive working days, OR
• Missing a required session for credit (e.g., tutorial, assessment)
• And, it can’t be made up through alternative arrangements.

What’s not a significant absence:

Not all absences have to be reported. It is often possible to arrange a suitable alternative with your lecturers and tutors. In this case, check with your tutor to see if an alternative date can be arranged locally. If it’s possible to rearrange, then your absence is not considered significant, so you do not have to report it.

Absence applies to:

• Lectures, seminars, lab classes, placements
• In-person or online exams, or any assessed work
• Other required activities for credit

Reporting significant absences

Any significant absence, as defined above, should be reported.

How to complete an Absence Report

• Complete Part 1 on MyCampus as soon as possible, giving your start date and expected return
• Once back, complete Part 2 on MyCampus to confirm your return date. This section requires you to explain the reason for your absence and to upload documents that can support your claim
• Submit both within 5 working days after you return
• Your absence record will be invalid unless both sections are completed.

What additional information should I provide?

Include enough detail to explain why you couldn’t attend or take part as normal. For example:

• Illness: briefly describe your symptoms and how they affected you
• Travel disruption: explain what happened and any alternatives you tried
• Personal or home emergency: describe what occurred and why it required your attention

Be as clear, specific, and relevant as possible. Always keep copies of your documentation.

What constitutes supporting documentation?

You must provide supporting documentation for all significant absences. Your Absence Report will be incomplete without it.

Medical absences

Medical evidence is required if you miss five or more consecutive working days however, you’re encouraged to submit medical evidence for shorter absences where available.

Accepted examples include:

• Medical certificate or report
• Hospital or GP appointment letter
• Prescription or medication label 

If you miss an exam due to illness, try to provide confirmation you were unfit to sit it (where possible). You should only see a GP if you need medical advice or treatment. The University does not expect GP letters for minor illnesses that didn’t require care.

If medical evidence isn’t available, you may submit:

• A letter from a University staff member (e.g. Adviser of Studies)
• A letter from an employer, club leader, or volunteer supervisor
• A statement from someone who saw you when unwell (this carries less weight—explain why it’s the best evidence)

Other absences

Evidence depends on the situation and may include:

• A letter from a landlord
• A note from a professional or counsellor
• Police or official documentation
• Confirmation from a staff member aware of the situation

If you’re unsure what to provide, contact your Adviser of Studies for guidance.

How is my Absence Report used?

• After you submit an Absence Report, your School may ask you to complete remedial work or attend alternative classes. They may also review your absence when considering academic progression.
• The UKVI Compliance Team may also use your Absence Report to assess whether you have become non-compliant with the engagement policy.

When assessment is affected

If your absence causes you to miss an exam or a submission deadline:

• Submit both an Absence Report and an Extenuating Circumstances claim, each within 5 working days of the missed assessment
• You can find more information on Extenuating Circumstances policy here, or get more wellbeing support on the Wellbeing Home
• Late claims may not be accepted, unless something prevented you from submitting on time

Where to get support

The most relevant person to inform will depend on the material missed or the nature of the event:

Event	Suitable Contact
Lectures, labs and seminars	Relevant Tutor or Lecturer
Assessment deadlines and examinations	Relevant Course Coordinator (as well as submitting an Extenuating Circumstances Claim)
General absence	Adviser of Studies, Student Support Officer
Pregnancy-related absence	Adviser of Studies, Student Support Officer, or another member of staff with whom you may feel more comfortable
Maternity support / paternity leave	Adviser of Studies, Student Support Officer, or other School / College member of staff
Time out of study to fulfil caring responsibilities	Adviser of Studies, Student Support Officer, School or College member of staff
Faith-based event or holiday	Adviser of Studies, Head of School, Course Convener or other appropriate member of staff (but advance permission to be absent from classes and / or examinations must be requested as early as possible after class enrolment)

Related policies and guidance

Key policy: Student Absence Policy

Related policies and guidance: 

• Extenuating Circumstances 
• Monitoring Student Attendance 
• Student Immigration Compliance

FAQs

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What’s a working day?

This refers to the next day the University is operating. University operating days are Monday–Friday, excluding University holidays.

If it’s a Tuesday, the next working day is the Wednesday. But if it’s a Friday, the next working day is Monday.

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When is an absence “significant”?

If it’s over five working days, or it affects credit/attendance requirements.

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Do I have to report a single missed lecture?

No, only significant absences. But you can report shorter ones if you would like them recorded.

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What if I finish early from absence?

Complete Part 2 of the Absence Report within 5 working days of returning and update us with this detail in Part 2.

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What if I miss an assessment?

You need both:

• Absence Report via MyCampus
• Extenuating Circumstances claim - see the Extenuating Circumstances policy for more information.
• Both must be submitted within 5 working days. 

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When should I submit an Extenuating Circumstances claim?

You should submit an Extenuating Circumstances claim if your absence causes you to miss an exam or submission deadline.

If you miss an exam or submission deadline you should submit an Absence Report AND an Extenuating Circumstances claim.

Both must be submitted within 5 working days.

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What if I’m too unwell to report?

Ask someone to let the School know first, then submit your Absence Report as soon as you're able.

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I don’t feel comfortable uploading my supporting documentation – is there an alternative?

We understand that some circumstances are very sensitive. If you don’t feel able to upload evidence, contact your Head of School first. They will arrange for a trusted member of staff (such as your Adviser of Studies) to receive the information and confirm your circumstances on your behalf.

You must still:

• Submit an Absence Report in MyCampus
• Say who you’ve spoken to
• Provide their email address so they can confirm your circumstances if needed

In these cases, you won’t need to upload the supporting documentation again.

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Who should I contact to make alternative arrangements for missed work?

You should usually contact the member of staff responsible for the work you missed (for example, your seminar leader for missed seminars).

If you’re not sure who to contact, your School Teaching Office or Adviser of Studies can advise you.

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