Swansea University

Authorised Absences

See also:


Undergraduate

Temporary Absence

It is not normally expected that students pursuing Undergraduate programmes will be granted an authorised absence during term-time.  However, you may submit a request a temporary leave of absence. Colleges should consider the grounds on which the request is made, the length of time requested and the impact of the absence on your academic studies.  If you are experiencing personal, financial or medical difficulties it is expected that you will normally be advised to suspend your studies instead. 

Repeat Failed Modules

If you are a student repeating failed modules as an internal student the College should record authorised absences for any period of time when you are not in attendance at the University.

UKVI guidance states - Where a Tier 4 sponsor does not require the student’s continued participation within 60 days of the start of the next academic period (with the exception of recognised institutional vacation periods) the Tier 4 sponsor should not continue to sponsor the student. This change in circumstance should be reported to the UKVI and the student advised to leave the UK.

In cases such as these, please complete an Authorised Absence form outlining the reasons for absence. The absences should be authorised and signed off by the Head of College or a Designate. 

The College PBIS Attendance in-putter should input an authorised absence into the Central intranet attendance register for the full duration of the agreed absence.

A copy of the signed form must be forwarded to the Academic Registry, The Stable Block, Singleton Abbey.

A ‘Request for Authorisation of Absence from the University’ form is available to download from the ‘Forms and Documents’ section of the Academic Registry’s Blackboard site.

Postgraduate Taught Masters

Temporary Absence during Part One

It is not normally expected that students pursuing Postgraduate Taught programmes in Part One will be granted an authorised absence during term-time.  However, you may submit a request a temporary leave of absence. Colleges should consider the grounds on which the request is made, the length of time requested and the impact of the absence on your academic studies. If you are experiencing personal, financial or medical difficulties it is expected that you will normally be advised to suspend your studies instead. 

Absence during Part Two (dissertation stage)

You may request a temporary leave of absence for personal grounds or for leave to conduct research away from Swansea University. The leave of absence should be acceptable within the time-limit for submission of the dissertation and will not automatically lead to an extension of the deadline.

Submission of Dissertation

If you have submitted a dissertation you will not remain active on the list of students to be monitored once your submission deadline has passed.  If you have been permitted a resubmission by the subsequent Examination Board you will re-appear on the lists once this decision has been confirmed.

Resubmission Students

Resubmission students should be monitored up to the point of resubmission (i.e. resubmission deadline).  If you are away from Swansea during the resubmission deadline you should be dealt with in accordance with the guidance above, Absence during Part Two (dissertation stage).

In cases where an absence is approved, please complete an Authorised Absence form detailing the reasons for absence. The absences should be authorised and signed off by the Head of College or a Designate.

The College PBIS Attendance in-putter should input an authorised absence into the Central attendance register for the full duration of the agreed absence.

A copy of the signed form must be forwarded to the Academic Registry, The Stable Block, Singleton Abbey.

A ‘Request for Authorisation of Absence from the University’ form is available to download from the ‘Forms and Documents’ section of the Academic Registry’s Blackboard site.

Postgraduate Research

Temporary Absence

You may request a temporary leave of absence for personal, medical grounds and in the case of Research students, leave to conduct studies away from Swansea University. The leave of absence should not be so great that you would be required to suspend studies.

In cases such as these, please complete an Authorised Absence form detailing the reasons for absence. The absences should be authorised and signed off by the Head of College or a Designate.

The College PBIS Attendance in-putter should input an authorised absence into the Central Intranet system and forward a copy of the form to the Academic Registry.

A copy of the signed form must be forwarded to the Academic Registry, The Stable Block, Singleton Abbey.

Writing Up

If you remain in the UK during the writing up period you should remain engaged with the University and are therefore required to be monitored. Temporary leave can be granted under the scenarios mentioned above.

If you confirm in writing that you have returned to your country of origin in order to write up your thesis and will remain there for the duration of this period you can be issued with an authorised absence. However, should you return to the University during this time, the authorised absence will be cancelled and you would then be required to engage in the full attendance monitoring procedure once again.

A ‘Request for Authorisation of Absence from the University’ form is available to download from the ‘Forms and Documents’ section of the Academic Registry’s Blackboard site.

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