Swansea University

5. Policy Guidelines for Colleges/Schools

5.1 College/School Academic and Administrative Staff are responsible for:


Reminding students of the importance of attendance at learning and teaching sessions;


Ensuring the information, guidance and procedures relating to the Student Attendance Monitoring Policies are accessible to students within the College/School;


Providing students with any specific information relating to the Student Attendance Monitoring Policy and periods of study away from Swansea; 


Ensuring that the timetable information is accurate at all times as this drives the attendance monitoring system;


Ensuring that any ad hoc changes to the expected timetable are logged on the University timetabling system - for example a last-minute change of room, or re-scheduling of a class. This ensures that the student attendance matches the expected attendance in the system; 


Reviewing student attendance using the data provided by the monitoring process so that any patterns of absence which might fall short of the withdrawal process (see below) but none the less give cause for concern, can be identified and addressed. This may include: 

  • significant partial absence across all or most modules,
  • systematic absence from a particular module;
  • systematic absence on a particular day of the week;
  • recurrent reports of a card being ‘lost’ or ‘forgotten’. 


Providing students with information, guidance and procedures on informing Colleges/Schools of any planned temporary absence which exceeds five working days and which will be considered as a “temporary request for leave from study”. A “temporary request for leave from study” is a temporary absence which has been accepted by the College.  It is not normally expected that students pursuing taught undergraduate and postgraduate programmes will be granted a “temporary request for leave from study” during term-time. However, a student may submit a request for a temporary leave from study. Colleges should consider the grounds on which the request is made, the length of time requested and the impact of the absence on the student’s academic studies. The following is a non-exhaustive list of circumstances which the University would commonly accept: 

  • Death or serious illness of a close relative or friend. 
  • Significant adverse personal/family circumstances – such as divorce, burglary, fire, major court proceedings, financial difficulties beyond the control of the student, which require the student to leave the University at short notice. 
  • Leave approved by the University to undertake fieldwork, research or conferences. 
  • Jury duty. 
  • Sporting commitments normally where a student is a participant.  

Corroborating evidence must normally be provided. If a student is experiencing personal, financial or medical difficulties that significantly affect their ability to engage with their studies, it is expected that they will normally be advised to suspend their studies instead.


Maintaining contact with academic mentees and scheduling and recording students’ attendance at tutee sessions in line with the University’s Academic Mentoring policy;


Managing the process for repeated complete absence which may lead to a student being withdrawn;


Managing a small number of hand-held attendance monitoring card-readers which can be used off-site or in rooms which are not equipped with wall-mounted readers;  


Utilising and engaging with the escalation process in the event of student non-attendance;


Recording student attendance in accordance with this Policy;


Ensuring all student attendance is monitored and recorded fairly, accurately and in an auditable form to ensure equality of treatment and compliance with both data protection and freedom of information access requirements, as well as scrutiny by the students and Academic Services or the  International Student Compliance Unit;


Signposting any students identified as requiring additional support to the appropriate Student Support Service.

5.2 Head of Colleges/Schools are responsible for:


Ensuring that College/School staff are aware of their responsibilities with regards to attendance monitoring, data recording and the University’s escalation processes;


Establishing and publishing named contacts with responsibility for these duties within the College/School;


Ensuring that all students are assigned a  Academic Mentor;


Ensuring all students’ attendance is monitored and recorded fairly, accurately and in an auditable form to ensure equality of treatment and compliance with both data protection and freedom of information access requirements, as well as scrutiny by students, Academic Services or the International Student Compliance Unit;


Ensuring that an appropriate level of monitoring and recording occurs for each student/programme of study in accordance with the policy.

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