Student Attendance Monitoring Policy

Attendance Requirement

  • Students are required to attend 100% of all learning and teaching sessions associated with their course of study.
  • No un-authorised absence is permitted from any of the course / lecture.
  • In extreme cases, authorised absence should not be more than 10% of the total lectures/classes including all the tutorial / professional development sessions.
  • 10% allowance is only for medical and family emergencies and available only in very limited circumstances. All the emergencies should be verifiable and substantive evidence must be provided to Admin Office for the authorisation of emergency leave (e.g. medical certificate, etc.).

Authorised Leave Request

  • Holidays are only available during term breaks.
  • Students are required to notify the Admin Office and their module tutors/supervisors in advance (e.g. in person, by phone or email) that they expect to be absent from timetabled classes.
  • Any such notice should be given not less than 5 working days before the planned holiday.
  • Holiday request form should be duly completed by the student and the form must be signed by their Tutor/Supervisor for planned absence for any day during term time.
  • The holiday request form must be submitted to the Admin Office before a leave is authorised of the student.
  • Admin Office will record the leave request on the College Information Management System (CIMS) and will notify student for the same within 3 working days after they receive the holiday request form (through e-mail).
  • If a student does not receive any written confirmation from the Admin Office within 3 working days after s/he submits holiday request form, the student must contact the admin office and ask for the leave request status.
  • Students must not book routine medical appointments during classes/ session time in College.

Absence in Case of Emergencies

  • Students must notify the Admin Office in respect of unplanned or unforeseen absences from classes due to illness or any other reason by 12:30 pm on the first and any subsequent day of absence (up to 3 days) and will provide a medical certificate or other corroborating evidence to substantiate the reason for their absence.
  • Students must notify and provide medical certificate or other corroborating evidence to substantiate the reason for their absence to the Admin Office for absence of more than 3 days (maximum of 10 days in entire academic year) in respect of unplanned or unforeseen absences from classes due to illness or any other reason.

Student Warnings

  • Admin Office (Student Liaison Officer) will contact the full time students who are absent from the College without information when an unauthorised absence is reported / noticed.
  • If the student who is absent could not be reached within first three days of absence, the Admin Office will contact the emergency contact / next of kin of student to ensure that they have been informed about student’s absence from College.
  • Admin Office will issue 1st warning letter to student who is absent from the college for 5 consecutive key contacts without prior approval or without informing the College.
  • Admin Office will issue 2nd warning letter to student who is absent from the College for 8 consecutive key contacts.
  • A copy of 2nd warning letter will be sent to the student’s guardian/ next of kin/ financial sponsor (if any).

Reporting and Dismissals

  • To ensure that students are advised that they will be reported to the SLC, if they are absent from the College for 10 consecutive key contacts (e.g. Attendance Agreement, Class Notices, etc.).
  • The College will ensure that student’s absence is communicated to the SLC as soon as an international student holding a student visa is absent from the College for 10 consecutive key contacts.
  • Staff writing academic references for students may refer to students’ record of attendance.
  • Students will be withdrawn from their programme if they fail to respond to warnings or breach the terms of their Attendance Agreement.
  • If an international student holding a student visa is withdrawn from a course or dismissed, they will be asked to leave the United Kingdom as the dismissal from the College would mean that their visa is revoked by the SLC.
  • A formal written report on a student’s attendance may be made to the student’s sponsor, including an employer, the Local Authority, the Student Loan Company (If applicable)

Withdrawals and Deferrals

  • If a student fails to report for enrolment on their expected time, the College staff will try to contact the student at earliest. College Admin Office will report to SLC within 10 working days after the expected enrolment time elapsed and an explanation for non enrolment provided by the student will be included in that report
  • If an international student withdraws from the course or if the College terminates a student from the College for any reason, the College staff will report this to SLC within 10 working days of this being confirmed. The College will inform SLC, if the College have this information, which institution the student has joined if they have joined any other institution at all.
  • If a student defers his/her course of study after they arrive in United Kingdom, the student will be advised to leave the United Kingdom and this will be reported to SLC within 10 working days of this being confirmed