Swansea University

5. Policy Guidelines for Colleges/Schools

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

5.1.1

Reminding students of the importance of attendance at supervisory sessions or research engagements;

5.1.2

Ensuring the information, guidance and procedures relating to this Policy is accessible to students within the College/School;

5.1.3

Maintaining contact with research students and scheduling and recording students’ attendance at supervisory sessions;

5.1.4

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

5.1.5

Recording student attendance in accordance with the Student Attendance Policy for Research Students.

5.1.6

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 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 and/or arts 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. 

The maximum period for which an authorised absence  shall be granted shall be sixty days. Non Tier 4 students requiring longer periods of absence shall be required to make contact with their Supervisor before additional time will be granted. The period of candidature shall not normally be extended. For Tier 4 students the period of absence must not mean the student will require more time to complete their programme. Tier 4 students requiring longer periods of absence shall be required to suspend studies.

Where a Tier 4 student is granted a temporary leave from study, the International Student Complaince Unit should be informed immediately so that this can be recorded on the students’ attendance file.

5.1.7

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;

5.1.8

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

5.2 Heads of Colleges/Schools are responsible for:

5.2.1

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

5.2.2

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

5.2.3

Ensuring all students attendance is monitored and recorded fairly 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;

5.2.4

Ensuring that an appropriate level of monitoring and recording occurs for each student.

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