Part B – Attendance and Engagement

1.1 Attendance and engagement with studies are both fundamental to the student experience and student success. However, the University recognises students are ultimately responsible for their own learning. The University expects students will pursue their studies and undertake their assessments conscientious of the benefits that good engagement can offer. This means attending timetabled and other academic sessions and making appropriate use of the range of resources, support and opportunities available, which will enable students to be successful.  

  

1.2 These regulations set out the University’s approach to management of student attendance and engagement with their programme of studies.  

  

1.3 Some programmes, including but not limited to those leading to a professional qualification and those governed by other rules such as apprenticeships, have specific attendance requirements. These requirements will be communicated to students during induction sessions, via Learner Commitment Statements, Programme/Module Handbooks and assessment briefs, or similar. 

 

1.4 International students (holding student visas) are required to maintain specific levels of attendance and engagement to meet the requirements of the Home Office. For sponsored international students, no more than 20% of synchronous timetabled teaching may be delivered remotely across the entire duration of the course, to comply with UK Visas and Immigration (UKVI) requirements. Where a programme has received prior approval from UKVI, obtained in advance of Confirmation of Acceptance for Studies (CAS) issuance, between 21% and 40% of synchronous timetabled teaching may be delivered remotely, in accordance with the specific terms of that approval. 

  

1.5 Students who study wholly with a partner institution will be subject to the partner’s requirements. 

  

1.6 The University commits to:   

1.6.i Ensure students understand any specific attendance requirements for their programme; 

1.6.ii Give students reasonable notice of timetable changes; 

1.6.iii Ensure all scheduled sessions start and finish on time; 

1.6.iv Encourage positive levels of engagement through regular review of programme content and mode of delivery; 

1.6.v Monitor student engagement and respond accordingly to support student success; 

1.6.vi Provide opportunity for student evaluation and consultation. 

  

1.7 The University expects students to:   

1.7.i Familiarise themselves with any particular attendance requirements which apply to them; 

1.7.ii Register attendance in line with these regulations; 

1.7.iii Regularly review formal channels of University communication (i.e. University, Student App, Blackboard) to remain up to date with notices relating to their enrolment and studies; 

1.7.iv Arrive at all scheduled sessions promptly and attend the whole session; 

1.7.v Give reasonable notice of any planned or unavoidable absences; 

1.7.vi Participate in evaluation and consultation opportunities. 

 

  

2.1 Students should register their attendance at timetabled sessions via the UniLincoln App using the verification code provided in the session and any alternate electronic or paper register used to validate attendance. A student can only register their attendance within the first 15 minutes of the timetabled session. 

  

2.2 Students must only register their own attendance and must not share log-in details or the unique verification code with other students. Attempted or actual falsification will be investigated as under Section 9 of these regulations. 

  

2.3 Students should remain in the class for the whole session. If a student leaves a session before it has finished or arrives more than 15 minutes late, they will be marked as absent. 

  

2.4 Registering PGR student attendance normally takes place outside of the attendance system, with the exception being timetabled taught components within Masters by Research programmes, where paragraphs 2.1 through 2.3 apply. 

  

2.5 If a student’s enrolment has been temporarily suspended they will be unable to register attendance until their suspension status is resolved. 

3.1 Students are expected to report absences via the UniLincoln App when they cannot attend timetabled sessions.  

  

3.2 Most students can self-certify absence up to 50% of timetabled sessions within one calendar month (30 days). Where attendance is linked to accreditation or other external requirements, contributes to assessment, or the student is a visa holder, then tighter self-certification restrictions may apply, and students can be asked to provide evidence in order that absences are assessed against any such requirements and a student’s academic progress not unduly compromised. All absences reported above the self-certification limit will be reviewed against the guidance for authorised absence. 

  

3.3 Student visa holders must report all absences and provide evidence when requested, as failure to do so may put their visa status at risk. The UniLincoln App will direct absence requests to the Student Visa Compliance team for review. Absence requests will be assessed against Home Office rules to ensure students continue to comply with their visa conditions and that the University abides by its duties as a student sponsor licence holder, which includes ensuring the period of absence will not affect a student’s ability to complete their programme within their visa expiry date. Any request made that exceeds 60 calendar days - or less if it prevents the student from completing their studies in accordance with their visa - will be declined, in line with Home Office regulations. An interruption of study must be considered as an alternative. Where the reason for absence is not compatible with the terms of the visa, the Student Visa Compliance team may initiate action under the Student Visa Compliance Regulations. 

  

3.4 Where a request made by a student visa holder is not approved and the student continues to be absent (without interrupting their studies), they will be subject to attendance intervention processes. Where a student’s absence exceeds 60 calendar days, their visa may be withdrawn in line with Part C of the University General Regulations 

  

3.5 If absence leads to failure to complete assessments or attend exams, students should submit a mitigating circumstances claim, if, the reasons for the absence are valid under the Mitigating Circumstances Regulations. 

  

3.6 Postgraduate Research students do not need to request absence for official vacation/periods of annual leave, but must report absences for illness and other long-term absence. 

  

3.7 Extended periods of absence are more likely to adversely affect a student’s success than not, and where extended periods of absence are reported programme colleagues should consider whether the student would benefit from the offer of further academic support, and signpost students to support available via Student Services where appropriate in the circumstances. 

  

3.8 Absence will not be justification for a refund of tuition fees, nor will a student’s expected end date of studies be amended to reflect periods of absence. 

Taught Students 

  

4.1 The attendance system uses automated prompts to signpost students to support where it is identified that their attendance has dropped below normal levels.  

  

4.2 University staff are given regular access to data sets relating to attendance at timetabled sessions, use of the virtual learning environment, library services and assessment. 

  

4.3 Personal Academic Tutors must review their cohort attendance and engagement digests to inform early and positive interventions, with particular focus on student wellbeing, increasing the likelihood of success in their programme, and reducing the risk of a student withdrawing. Where relevant, or where reasonable attempts at engagement prove unsuccessful, the Personal Academic Tutor should consider involving the Student Support Centre, Student Wellbeing or other colleagues as might be appropriate to provide specific advice, and can make use of the Student Referral function within the attendance system to do so. 

  

4.4 Fundamentally, however, students have responsibility for managing their own attendance and engagement in the interest of successfully undertaking their programme of study. However, a Standing Committee on Student Engagement will receive a report (normally after the two main assessment and examination periods) detailing any students at high risk of non-continuation or completion based on their attendance and engagement profile in order to consider any intervention in the interest of at risk students. At each reporting point the Standing Committee will consider whether or not further intervention should be attempted, or whether to commence withdrawal proceedings in relation to non-attendance and engagement against a student at risk. 

  

Postgraduate Research Students 

  

4.5 Engagement will be monitored outside of the attendance system and interventions initiated by the School the student is enrolled within. 

  

4.6 Monitoring is normally via regular supervisory meetings but can include regular submission of work or engagement in lab sessions, for example. There is a minimum expectation that a formal recorded supervisory meeting will take place with students on a monthly basis (full-time) or every two months (part-time). At the conclusion of each monthly meeting, the PGR Progress Meeting Report form should be completed, signed and dated by the student and their supervisor and submitted in a timely manner. 

  

4.7 Where a student does not engage with the scheduled contact point, or where it can be determined that satisfactory progress is not being made, the School shall inform them that they have not met the requirements of the supervision contact point. In cases of a missing meeting, a new meeting date and time should be arranged to take place as soon as practicable to avoid the student missing their monthly (or bi-monthly) meeting. The supervisor should request to meet with the student, with the meeting to provide the student with the chance to discuss any barriers to progressing and for appropriate signposting to be offered. The student should leave the meeting with a clear action plan to support re-engagement. 

  

4.8 Where students are known to be working away from Lincoln as part of their research study, including where there may be a time difference, these monthly meetings must be maintained and recorded. Students and their supervisors share responsibility for maintaining contact. 

  

4.9 The only point where recorded supervisory meetings are not required is when a student has submitted their thesis and is awaiting their viva voce, or where there is a formal, scheduled vacation period. 

  

4.10 The enhanced requirements for postgraduate research student visa holders are detailed under section 5 of these regulations.  

  

Students Under 18 

  

4.11 Staff must be more vigilant when monitoring the attendance of students who are under 18 in line with the University’s Policy on Students Under the Age of 18. Where the student is expected to attend face to face or online sessions and they fail to attend without prior notice, staff must make contact with the student at the earliest opportunity to ensure they are safe and well. Failure to make appropriate contact, and where the member of staff has concerns about the safety and wellbeing of the student or apprentice, should be treated as a Concern for Welfare and the Student Wellbeing Team contacted for support. 

For the purposes of engagement monitoring, and in line with the University’s definition of academic engagement, attendance at in-person synchronous sessions will be used to assess engagement under Band 2 of Document 2: Sponsorship Duties. All synchronous timetabled sessions, including their mode of delivery, will be recorded within the University’s attendance monitoring system for information. 

 

If a student exceeds the permitted level of remote delivery for their course, the University must withdraw visa sponsorship and report this to the Home Office. The case will be managed under the UK Visa and Immigration Regulations (Part C of the University General Regulations).

Study Below Degree-Level: Pre-sessional English 

5.1 For Pre-sessional English students, the College team are responsible for monitoring and recording attendance at all timetabled sessions and learning activities. Attendance will be reviewed regularly and at intervals appropriate to the length of the course. Given the intensive and short duration of pre-sessional courses, attendance will normally be monitored on a daily basis. 

  

5.2 Students are required to record their attendance and any absences using the University’s central Attendance Monitoring System. 

 

5.3 Where a student’s average attendance falls below 85%, the College team will normally arrange a meeting with the student to review the reasons for absence and to agree a clear, measurable action plan to support improved engagement and attendance. An action plan constitutes an academic requirement set by the College to monitor and support re engagement. Students must comply with all actions specified within the plan in order to remain registered on the programme. 

 

5.4 Failure to attend or respond to an invitation to such a meeting may result in the following actions:  

5.4.i Students studying on a visa may be referred to the Student Visa Compliance team for consideration under the University’s procedures relating to breaches of Student Visa Compliance conditions. 

5.4.ii Online learners may be issued with an action plan in lieu of attendance at a meeting. 

 

5.5 A failure to adhere to action plans will result in:  

5.5.i referral to the Student Visa Compliance team for consideration under their procedures for breaches of student visa compliance conditions. 

ii. Online learners being subject to a College team review, informed by academic judgement, to determine whether sufficient time remains for the student to meet the learning outcomes and attendance expectations required to successfully complete the course. 

 

5.6 Where academic judgement indicates that insufficient time remains for a student to recover attendance to 85%, or meet the learning outcomes, or attendance requirements necessary for successful completion of the course, the student may be referred to the Student Visa Compliance team for consideration under the University’s procedures relating to breaches of Student Visa Compliance conditions. 

  

Study Below Degree-Level: Standalone Foundation programmes 

  

5.7 For foundation standalone programmes, attendance at timetabled sessions will be recorded via the attendance system. 

  

5.8 Where a student has not attended 85% of timetabled teaching within any given month, the Student Visa Compliance team will arrange to meet with the student to review the reason for absence. Students will leave these meetings with a clear and measurable action plan to monitor re-engagement. 

  

5.9 Where a student’s attendance falls below 70% for three consecutive months, in line with Home Office guidance, sponsorship of the visa will be withdrawn. Any approved periods of authorised absence will be taken into consideration when analysing this metric and before a decision to withdraw sponsorship is made.  

  

Degree-Level and Above   

5.10 Personal Academic Tutors must review their cohort attendance and engagement digests to inform early and positive interventions, with particular focus on student wellbeing, increasing the likelihood of success in their programme, and reducing the risk of a student withdrawing. Where relevant, or where reasonable attempts at engagement prove unsuccessful, the Personal Academic Tutor should consider involving the Student Support Centre, Student Wellbeing, Student Visa Compliance team or others as might be appropriate to provide specific advice, and can make use of the Student Referral function within the attendance system to do so. 

  

5.11 Notwithstanding paragraph 5.6, the Student Visa Compliance team reviews student visa holders’ attendance rates and absence on regular intervals (normally every six taught weeks), to identify where intervention is required to mitigate risk that individual students might breach the attendance conditions of their visa. 

  

5.12 Interventions may include email and UniLincoln App communications, use of measurable action plans with review dates, signposted support or a meeting with the Student Visa Compliance team, dependent on the level of attendance concern. Where students are asked to attend a meeting, students should leave these meetings with an agreed and measurable action plan put in place for review. 

  

5.13 Upon review of any action plan, the points agreed to will be reviewed and an assessment of whether they have been fully, partially or not met. Dependent on the outcome, the case may be closed, the action plan may be extended, another meeting may held with the Student Visa Compliance team or the case may be escalated to withdrawal proceedings. 

  

Placements   

5.14 Schools must continue to monitor the engagement of students on placements and must ensure there are sufficient agreements in place that clearly outline the responsibilities of the student, the Placement provider and the University. This must include the requirement for Placement Providers to provide regular updates that the student is progressing and attending as expected. 

  

5.15 Where poor attendance on placement is reported, investigation should be undertaken by the School to check the wellbeing of the student and to establish the reason for poor attendance. The placement provider must notify the relevant University contact at the stage where a student has missed five consecutive working days without authorisation or notification. 

  

5.16 Where attempts to re-engage the student fail the School may escalate the case to the Student Visa Compliance team who will determine whether further intervention might rectify the situation, or whether the case necessitates the commencement of withdrawal proceedings. 

  

Postgraduate Taught (Thesis Period Only)  

 

Where a postgraduate taught student (thesis period only and with no other timetabled teaching taking place) fails to engage with a monthly contact point or timetabled thesis session and does not respond to School intervention, the School must notify the Student Visa Compliance team within 10 working days. The team will review the case and, where there is a risk of non-compliance, undertake an appropriate intervention.  

 

This may include email contact, a time bound and measurable action plan with signposted support, or a meeting with the Student Visa Compliance team. Where a meeting takes place, an agreed action plan will be put in place and reviewed. Following review, the case may be closed, the action plan extended, further intervention arranged or escalated to a Part C visa breach investigation with potential visa sponsorship withdrawal. 

 

Students who are working on/writing-up their dissertations are still classed as ‘in term-time’, even if there is no formal teaching scheduled, and are therefore subject to term-time engagement expectations and associated engagement monitoring arrangements. These students are expected to be in contact with their dissertation/thesis supervisor at a minimum of once a month and their engagement with their programme should continue to be monitored. Students are expected to be working on their dissertations/thesis from within the UK, as distance learning is not permitted under the student route. The University may be required to withdraw visa sponsorship for students who are found to be completing their dissertation/thesis from outside the UK. Any research-away related inquiry will be evaluated on a case-by-case basis. 

 

Postgraduate Research 

  

5.17 Schools will monitor engagement of visa holders undertaking postgraduate research programmes in accordance with Section 4 of these regulations, subject to the minimum requirement that every other supervisory meeting must be an in-person meeting (unless the student is on an approved period of study overseas). There is no requirement to monitor student engagement during formal vacation periods or during the post-study wrap up period of the visa. 

  

5.18 Where a student does not attend/engage with any rearranged or subsequent contact point as under 4.7, the student will be invited to a formal interview with their Director of Studies (or nominee). The interview is designed to ensure that students can discuss any problems of an academic or personal nature that they may have, in a safe, supportive, one to one, environment. The Director of Studies should ensure that students leave these meetings with an agreed action plan in place which is focussed on the outcomes of the discussion. Where a student does not engage with this formal intervention, the Director of Studies should escalate the case to the Student Visa Compliance team to initiate withdrawal proceedings. 

  

5.19 Where a student intends to leave the UK during a research period, they must apply for a Change of Circumstances (Change of Study Location) via OneUni. Where the period of study outside of the UK is directly related to their study (for example to conduct data collection) this will be reported as a change of study location to UKVI. The School must continue to monitor the student’s engagement during this period in same way as if they were in the UK. Where the period of study outside of the UK exceeds two weeks and is not directly related to study, and is not a period of authorised absence or leave, the University may withdraw sponsorship of the visa. 

  

5.20 Student visa holders are not permitted to study wholly via distance learning and it is important that the student is engaged on campus on a regular basis. 

  

Students Under 18 

  

5.21 Staff must be more vigilant when monitoring the attendance of students who are under 18 in line with the University’s Policy on Students Under the Age of 18. Where the student is expected to attend face to face or online sessions and they fail to attend without prior notice, staff must make contact with the student at the earliest opportunity to ensure they are safe and well. Failure to make appropriate contact, and where the member of staff has concerns about the safety and wellbeing of the student or apprentice, should be treated as a Concern for Welfare and the Student Wellbeing Team contacted for support. 

 

  

  

6.1 Where the Standing Committee on Student Engagement or the Student Visa Compliance Team identifies a student is at high risk of non-continuation or completion, or non-compliance with student visa conditions, owing to non-attendance/engagement, they may initiate the at risk of withdrawal preceedings. 

Home Students 

  

6.2 The student will be advised in writing that they are at risk of withdrawal and given five working days to respond. Students will be informed of the advice available from the Student Support Centre and Students’ Union Advice Centre so they can discuss options and access support. 

  

6.3 Heads of Schools shall be informed where students are placed at risk and invited to provide representations as they deem appropriate. 

  

6.4 The Standing Committee shall convene to consider responses received from students. The Standing Committee (quorum of five) shall comprise:   

• The PVC Education and Students [Chair] or nominee; 

• College Directors of Education and Students or nominees; 

• A Student Leader from the Students’ Union; 

• A representative from Student Services; 

• A representative from Student Registry Services. 

  

6.5 The primary focus of the Standing Committee is to consider any circumstances presented which might explain why the student was prevented from engaging with their studies, and to determine whether these circumstances would now be manageable by way of the student having a fair chance of success, should the committee permit that the student continues with their programme of studies. 

  

6.6 The Standing Committee can:   

6.6.i Permit that a student continue with their studies, subject to the academic regulations governing their programme, with or without conditions. 

6.6.ii Mandate interruption of studies for a defined period on the basis that it is evident the student requires additional time to engage with support, or other forms of intervention which would enable them to successfully return to their studies at a later date. Where a student rejects interruption, they shall be withdrawn (with credit achieved). 

6.6.iii Determine that a student’s enrolment be terminated (with credit achieved).   

  

6.7 Students who do not provide a response shall have their enrolments terminated. 

  

6.8 Decisions of the Standing Committee shall be communicated in writing within five working days, and students informed of their right to appeal. 

  

Student Visa Holders   

6.9 Student visa holders shall be considered under the procedues for potential and actual breaches of student visa conditions as detailed under the UK Visa and Immigration Regulations (Part C of the University General Regulations). 

  

 

7.1 A student whose enrolment has been terminated on grounds of non-attendance/engagement may lodge an appeal within 10 working days of the date of the termination letter. An appeal must be lodged on OneUni on either of the following grounds only:   

7.1.i. That there were mitigating factors adversely affecting the student’s attendance and engagement which for valid reasons the student did not make known at the appropriate time. Normally, the only acceptable valid reasons will be that the student was unable or incapable of bringing the circumstances to the University’s attention. The student must provide documentary evidence to support their reasons as to why the circumstances were not made known.

7.1.ii That there was a material error in the conduct of the process that was of such a nature as to cause reasonable doubt as to whether the outcome might have been different had the error not occurred. 

  

7.2 The student must provide all material and evidence that they wish to be considered in support of their appeal at the time that the appeal is made. A student who submits an appeal may continue to attend lectures, seminars etc pending the outcome of the appeal. 

  

7.3 The Legal and Compliance Services Team will forward the appeal to the Academic Registrar (or nominee) for consideration. The appeal should normally be completed within 15 working days. In considering the appeal, the Academic Registrar has the discretion to make enquiries of such persons (including the student, tutors, programme leaders, module co-ordinators and the visa compliance team) as they deem necessary.  

  

7.4 The Academic Registrar shall notify the Legal and Compliance Services Team of the outcome of the appeal and give reasons for the decision. The Academic Registrar may confirm the decision to terminate the student’s enrolment or reinstate the student onto their programme. This decision is final and will be notified to the student in writing by the Legal and Compliance Services Team. If termination of the student’s enrolment is confirmed, the Legal and Compliance Services Team will issue a Completion of Procedures letter.  

  

7.5 In the event of termination as set out in the paragraphs above, where the student has accumulated the requisite number of credits, the Board of Examiners may confer an alternative exit award. Individual programme specific Assessment Regulations set out the detail of exit awards that are available. A student may receive only one award in respect of any programme. A candidate who accepts a lower award rather than taking the opportunity to be reassessed may not normally elect to subsequently be reassessed. 

8.1 A student dissatisfied with the final outcome of risk of withdrawal for non-engagement proceedings under these regulations has the right to submit a complaint to the Office of the Independent Adjudicator (OIA), an independent review body, for the outcome to be reviewed independently of the University. This right may normally only be exercised when the University’s internal processes have been exhausted. 

  

8.2 A complaint to the OIA must be made within 12 months of the date of the Completion of Procedures letter, using the OIA’s prescribed form. 

  

8.3 Guidance on submitting a complaint to the OIA can be found on its website. 

  

8.4 Students may obtain assistance with OIA claims from the Student Support Centre and the Students’ Union Advice Centre. 

9 Falsification of Attendance 

  

9.1 Engaging in the falsification of attendance is a breach of the University Regulations. For professionally regulated programmes, such actions can lead to investigation under the Fitness to Practice Regulations. Where the student holds a visa sponsored by the University and is found to engage in falsifying attendance, sponsorship of the visa may be withdrawn. Where there is any doubt, the Legal and Compliance Services team shall determine whether the below or alternate procedures (i.e. Fitness to Practice) should take precedent. This does not prevent the Legal and Compliance Services team from redirecting referrals or sharing its decisions for further consideration under alternate procedures where it sees fit. 

  

9.2 The University follows the below escalatory process in responses to attendance falsification concerns: 

  

9.2.i Where a first alleged attendance falsification offence is identified, the student shall receive a reminder from their School/Programme team about attendance registration expectations. 

  

9.2.ii Where a second or further alleged attendance falsification offence is identified, the student’s School/Programme team will refer the concern and the evidential basis for it, to Legal and Compliance Services for resolution. The student shall be given five working days’ notice to respond to the concern. Legal and Compliance Services will review the student’s response and determine whether the response offered by the student is sufficient or not, to dismiss the concern. In cases where no sufficient response is provided, the student will be advised of the expectations around registering attendance and informed that any further concerns raised will instead be referred to the Student Conduct and Disciplinary Regulations.