Attendance Policy

1. Introduction

This policy sets out the university’s process for monitoring student attendance and engagement for undergraduate and postgraduate taught students^1&2 .

The University is committed to supporting its students to succeed as outlined in our Student Success Strategy. It is acknowledged that during any period of study there may be times when students are unable to attend due to ill health or personal reasons. However, there is a strong correlation between attendance and attainment, and this is a very strong predictor of student success. We are keen to ensure that we maximise the opportunities for students to progress with or complete their studies. Throughout your programme, you can access advice and support from your programme team, the Student Success Officer, Faculty Academic Advisor and the University’s Student and Academic Services Directorate.

This policy is designed to take a supportive approach in enabling students to succeed with their degree studies while upholding funding body, UKVI and Higher Education Statistics Agency (HESA) requirements. A key aspect is communication, and it is expected that students send notification of absence by email to their module tutor and/or Programme/Subject Lead in advance of the class if there are circumstances impacting attendance.

For students who hold a Student Visa this Attendance Policy should be read in conjunction with the Academic Engagement Policy for Student Visa Holders.

For the purposes of this policy document and related policy documents, terms are defined in the Policy Document Library Glossary.

If you would like this document in a different format (e.g. large print, braille), please contact policydocumentlibrary@abertay.ac.uk

If you need any assistance to access or understand the document, please contact DIBsupport@abertay.ac.uk and SASsupport@abertay.ac.uk

^{1. This policy relates to synchronous teaching so does not apply to Abertay Online students.}
^{2. Also see Undergraduate and Postgraduate regulations (8.22 Academic Regulations).}

2. Principles of the Policy

The following principles will apply:

University staff will implement the attendance policy consistently, fairly and transparently.
Students will be given clear and unambiguous information relevant to the attendance requirements of their course/programme.
Students will adhere to the Attendance Policy and seek support as required.
Exemptions to the Attendance Policy will be considered by the Faculty Academic Advisor (FAA), in association with Student and Academic Services (SAcS), and will be considered on a case-by-case basis when exceptional circumstances occur.³

^{3. Students on a Study Visa must comply with the University Academic Engagement Policy (see Academic Engagement Policy for Student Visa Holders)}

3. Course Programme Requirements

3.1.University Attendance

The University expects students to attend all timetabled sessions and engage in all learning opportunities associated with timetabled classes (this may be a mandatory condition of the bursary for some professional courses)⁴.

Additionally, some programmes may have mandatory attendance requirements for particular classes e.g. those pertaining to health and safety, or in preparation for an assessment unit; or to align with professional/accrediting body requirements⁵.

Moreover, where placement is an integral part of the curriculum some students may not be permitted to attend placement until they have attended and engaged with associated preparatory sessions. Relevant programme teams will outline placement attendance expectations and how any absence is to be reported and recorded⁶.

Students are expected to arrive in advance of the class starting, prepared for the session, and stay for the full duration of the lesson⁷.

The university wants to support its students to succeed. Where a student has repeated absences or who has had no engagement for 10 working days or more, a member of university staff will contact the student to determine reasons for absence and encourage re-engagement with their studies.

The Undergraduate and Postgraduate academic regulations state: “The University reserves the right to withdraw the registration of students…who do not sufficiently engage with their studies through attendance at timetabled classes and/or learning materials on the University Virtual Learning Environment for a period of 15 working days or more.” After 15 working days of non-attendance and engagement, the University will begin the process of withdrawal of a student from their studies.

Alongside monitoring attendance, the university will also review engagement with learning and assessment. This includes submitting/attending assessments by the deadline and engagement with the VLE and Library.

^{4. Students on a Study Visa must comply with the University Academic Engagement Policy (see Academic Engagement Policy for Student Visa Holders).}
^{5. Students on the Mental Health Nursing programme have a discrete attendance policy which outlines requirements for attendance at both university and placement.}
^{6. The MSc Sports Therapy (SST accredited) has an 80% attendance requirement. For those on the Mental Health Nursing programme these expectations are outlined in the Mental Health Nursing attendance policy.}
^{7. Early departure from class may result in the note of attendance being rescinded. Persistent early departure may result in a referral to the Student Success Officer for follow up. For late arrivals see Section 3.4.}

3.2 Authorised Absence

The term ‘authorised absence’ refers to unscheduled, but specific time off from the programme that is approved by the FAA and/or Student and Academic Services. It is the student’s responsibility to inform the FAA, or where appropriate, the Visa Compliance Officer of circumstances linked to attendance or absence at the earliest opportunity. Where necessary, students should continue to communicate with the FAA to inform them of any further issues or developments in their circumstances.

For specific details of Authorised Absences, see section 4.

3.3. Non-attendance/Non-engagement

Any concerns that are raised regarding students’ attendance on their course will be brought to the attention of the Student Success Officer (SSO).

If the SSO becomes aware of repeated absences, or a student who misses 10 working days, they will contact the student. This is intended to be supportive, and could include developing an attendance action plan, referring onto the FAA and/or signposting other relevant support structures within the university if necessary.

Following such a meeting, in instances where persistent non-attendance or non-engagement with timetabled learning continues to occur for any reason, students may be at risk of withdrawal from their programme ⁸.

^{8. Nursing students who are in receipt of a bursary may have payments suspended for unmitigated absences from the programme.}

3.4. Arriving Late

It is recognised that there are sometimes situations outwith a student’s control which may result in late arrival for class. We would ask that as a matter of courtesy that the student lets their module tutor know as soon as they are aware that they could be late and on arrival at class, enters as quietly as possible to cause least disruption to others’ learning experience. (In these circumstances, the student should liaise with the module tutor regarding the attendance code and registering for the class).

A student who is persistently late to class will be contacted by the Student Success Officer. This is intended to be supportive, and could include developing an attendance action plan, referral onto the Faculty Academic Advisor and/or signposting other relevant support structures within the university if necessary.

4. Authorised Absence Provision

4.1. Serious Illness/Bereavement

This category refers to circumstances that relate to serious illness, acute need, or bereavement. Individual needs vary in this situation, and these can be discussed with the Programme Lead/Tutor and/or Faculty Academic Advisor, as required.

Where it is envisaged that authorised absence may be required beyond 10 working days, the Faculty Academic Advisor should be consulted to determine whether the absence can be managed, or whether suspension of study is a more appropriate option. Where these options are not viable, the Faculty Academic Advisor may approve longer periods of authorised absence where this is deemed necessary ⁹.

On return to the programme following authorised absence in this category, the Programme Lead/Tutor, Faculty Academic Advisor and any other relevant teaching staff should meet with the student to review their progress on the course. Consideration should be given at this meeting to the student’s need for support. The student will be signposted to relevant support services.

This category does not include routine appointments for check-ups or ongoing treatments, attending job interviews or training associated with jobs or driving tests. These events ideally need to be arranged during the student’s own time. It is acknowledged, however, that this can be difficult to achieve.

^{9. For those on a Student Visa any absences or short periods of leave must be applied for using the university’s Authorised Leave process and must conform to UKVI guidance. All requests should be discussed with the UKVI Compliance Officer.}

4.2 Other Personal Circumstances/ Unforeseen or Emergency Situations

This category refers to occasions where students may need to consult medical/dental or other professionals about personal events. Additionally, this category covers circumstances that are unforeseen and where urgent attention is required to secure the situation and prevent ongoing issues e.g. a change in care-giving arrangements. These absences should be reported to your module tutor so they can be noted as an Explained Absence on the attendance register.

4.3. Severe Weather or Travel Disruption

During term time the University will communicate to students any changes to scheduled classes. Students should be attentive to weather and travel advice from Police Scotland. If your arrival/attendance at class is impacted by weather or travel disruption, it is courteous to let your module tutor know. If you are unable to attend this can then be recorded as an Authorised Absence.

5. Recording of Attendance

Within the University, an online system is in operation whereby all undergraduate and postgraduate taught students¹⁰ are expected to sign-in with an attendance code provided by academic staff for each timetabled session.

As noted above, a student who has repeated absences or who has had no engagement for 10 working days will be contacted by the Student Success Officer to signpost supportive actions to enable progression of their studies.

Registers are therefore a critical tool for monitoring attendance. Should the code not work for an individual student, they must make the staff aware before leaving the scheduled session.

All students are expected to attend all timetabled classes unless exceptional circumstances prevent them from doing so.

Students must ensure they utilise the relevant registers when in class, taking the following into consideration:

Students to sign for their own attendance only – students should not ask other students to do this on their behalf
Students should never sign on behalf of other students who are not in attendance
Students should not sign the register and then elect to not attend – e.g. enter the classroom, sign in and then immediately exit the classroom.
Students who are found to breach these expectations will be considered to have falsified attendance data and referred to Student Conduct team under the Code of Student Discipline: Non-Academic Misconduct.

^{10. This only relates to synchronous teaching so does not apply to Abertay Online students.}