Student attendance and engagement monitoring policy and procedure

1. Introduction

1.1 This document sets out the policy and procedure employed by the University of West London to monitor student attendance and engagement in all University degree courses, including higher and degree apprenticeships (Level 4 and above) and while on assessed placements. It also outlines the activities the University undertakes to encourage students to attend scheduled classes and also engage with the full range of learning opportunities and, thereby, increase their success.

1.2 The Policy also sets out how the University monitors students sponsored by under the UK Visas and Immigration (UKVI) student visa route in accordance with the University’s statutory obligations under its UKVI license.

1.3 The Policy is set in the context of research which demonstrates that student attendance correlates strongly with student performance. While this is not the case for all students, the University believes that monitoring and encouraging attendance and engagement is important to support students in their academic studies.

1.4 The University aims to improve the attendance and engagement of all students. Attendance in on campus activities including seminars and workshops provides students with the skills and knowledge necessary to successfully complete the course. It is, therefore, in the interests of every student to attend their scheduled sessions. Engagement with UWLFlex (which provides online resources to enable catch up and review) and other available learning resources and submission to assessment are also key.

1.5 Attendance and engagement monitoring is central to the work being undertaken in Learning Analytics which aims to support student success as attendance and engagement levels have the potential to indicate those students at risk of leaving their course early or of failure. This aspect of the Attendance Engagement Monitoring Policy should be read in conjunction with the University’s Learning Analytics Policy.

2. Attendance and engagement requirements

2.1 Engagement is expected of all students in every element of their course. This includes attendance of on campus sessions including lectures, seminars, workshops, practical sessions, and engagement with online learning resources and learning materials which form part of the course. It also includes all activities defined in the Course Handbooks as compulsory and submissions to summative or formative assessments.

2.2 For students undertaking an assessed placement in industry or practice, this policy also outlines expected attendance during the placement.

2.3 For some courses, such as Nursing, Midwifery, Social Work and apprenticeship courses, there are compulsory attendance requirements which, if a student does not meet them, they will not be able to pass the course. These requirements will be clearly outlined in the course handbook.

2.4 For the 2021-22 Academic Year, teaching and learning will take place in person. However, should the University be required under government guidance or through public health requirements to teach students online, their engagement will be monitored through attendance at online sessions and through their engagement with resources provided on Blackboard or other online platforms
as appropriate.

2.5 Where students are not able to come onto campus for any authorised reason, their engagement will be monitored through access to the online study materials provided through UWLFlex.

3. UKVI attendance and engagement requirements

3.1 The University has a particular duty to ensure that students sponsored on the UKVI student route are in attendance. This includes engagement during any placement, as a condition of the University’s UKVI License. Non-attendance could result in withdrawal of sponsorship, which will be reported to the UKVI, consequently affecting the student’s status in the UK. This monitoring and reporting is a legal requirement for all sponsors.

3.2 The requirements for students on UKVI Student visas, are set out in section 11 below.

3.3 For 2021, there are still some Covid-19 concessions which allow students to study online until April 2022. However, the University is reverting to in person sessions and students with UKVI student route visas as expected to be in attendance or sponsorship will be withdrawn. Where students are unable to
travel to the UK, their continued sponsorship will be reviewed on a case by case basis.

4. Attendance and engagement monitoring

4.1 Attendance monitoring refers to all recording of student attendance of scheduled on campus sessions, whether through Student Attendance Monitoring system (SAM) or paper-based. Students are required to touch into all scheduled classes including lectures, workshops, seminars etc. at the beginning of the class using their University Student ID Card. Where taken, students are also required to sign any manual registers.

4.2 Engagement is monitored through the students’ activity on Blackboard, their use of library resources and their assessment activity.

4.3 The University may also use touch-in data which is recorded every time students use their student ID card to enter a University building, recording the time and date that this occurred.

4.4 Attendance and engagement monitoring for UWL apprentices

4.4.1 The University is required to abide by the Education and Skills Funding Agency(ESFA)  funding regulations. Under these regulations, the University of West London is legally required to monitor all apprentices and to maintain attendance and engagement records, reporting non-attendance and engagement when necessary. 

4.4.2 The funding rules state an apprentice must be involved in active learning (off-the-job training and/or English and maths) throughout their apprenticeship, from the learning start date (1st day of teaching) to the learning actual end date (i.e. the practical period). Some active learning must take place every calendar month  (or a break in learning must be used). There are some exceptions to this rule please do check your individual training plan on Aptem.

4.4.3 The University will follow the process in section C to monitor apprentices' attendance and engagement with their apprenticeship.

5. Use of data for monitoring engagement

5.1 The data collected as outlined in section 4 above is used as part of the University’s Learning Analytics project to support student success. The data on a student’s general engagement with the University and the learning resources, combined with attendance data, is used to model the successful
study behaviours which enable students to succeed. It is also used to predict which students might require further support.

5.2 Students who are not attending or engaging with online learning resources will be contacted by the Student Experience Team to re-engage them with their course. A list is produced on a weekly basis and an institution-wide process is followed as set out in Appendices A and B. Please note for UKVI students the requirements are different and are set out in Section 11 below.

5.3 The University has a separate process for Apprenticeships (Appendix C). Apprenticeships are a defined group of students who require significant data for reporting purposes. A key aspect of this process is to produce a clear reporting process which includes excellent communication between all stakeholders involved.

6. Use of attendance and engagement data for reporting

6.1 Attendance and engagement data is used to assess whether students are meeting attendance requirements for the Student Loans Company (SLC).

6.2 Where a student is not attending or engaging at the point of a census, they may be withdrawn and this will be reported to the SLC who will end payments.

6.3 The Apprenticeship Non-Attendance Process (5.4) includes an outcome where the University contacts the apprentice’s employer after continuing an unauthorised absence or otherwise as agreed with the employer.

7. Authorised absence

7.1 Short-term absences due to illness do not need to be authorised, but it is advised that students contact a member of staff to inform them if they are not able to attend scheduled sessions, or individual meetings that have been prearranged.

7.2 Students should not normally be absent from scheduled classes for a period of more than 5 working days unless agreed with tutors.

7.3 Instances of illness or other extenuating circumstances that affect an assessment or examination should be reported to the University. Students who are undertaking assignments affected by illness or other factors may request extensions and mitigation in accordance with the Academic Regulations.

7.4 Students are permitted to apply for temporary leave, suspension of studies, or deferral of their course of study for personal or medical reasons. Guidance and advice on these processes can be found in the Student Handbook, from personal tutors or Student Administration.

7.5 Absence for students sponsored for a UKVI Student visa, must have all absences authorised by the UKVI Compliance Team for more than five days. Absence for longer than 5 days during term time will only be authorised in exceptional circumstances.

8. Research students

8.1 Research students must be in regular contact with supervisors and be able to provide evidence of continued research and progress in their research topic.

8.2 Lack of research progress and non-attendance at planned supervision sessions by research students will be investigated by the supervisor, and a determination of the reasons for it sought.

9. Withdrawal for non-attendance and/or engagement

9.1 The University may withdraw students from a taught course if they are not attending and/or submitting assessments.

9.2 Research students who are not attending supervisory sessions or engaging with their research may be withdrawn.

10. Placements

10.1 Students who are on assessed placements must attend their place of work as required by the employer. At the end of the placement, students will be required to demonstrate that they have undertaken the required hours at their placement in addition to any assessment.

10.2 The attendance of students on UKVI students visas on placement will be monitored by the Placement Office fortnightly as set out below.

11. Non-attendance and engagement by UKVI Student Route sponsored students

11.1 The University is required to abide by the Student Route Sponsorship duties outlined by the UKVI. Under these duties, the University of West London is legally required to monitor all Student Route sponsored students and to maintain attendance and engagement records, reporting non-attendance and engagement when necessary.

11.2 A student who has been issued a Student visa to begin their course (including pre-sessional courses) will be provided with a start date. If the student does not attend within two weeks of the enrolment period or start date, their non-attendance will be reported to the UKVI, and their sponsorship will be withdrawn.

11.3 Students are expected to attend all sessions scheduled on campus at the University including any required pre-sessional courses. Any student who fails to attend for one week will be sent an email warning them of the consequences. The School Office will contact the student and ask them for evidence of why they were not in attendance. If the student is still not in attendance after a second week, a second email will be sent and again attempts to re-engage them will be made. Where students do not re-engage at this point they will be referred to UKVI Compliance Team for further investigation.

11.4 Students who do not re-engage as required will have their sponsorship withdrawn and the UKVI will be informed in accordance with UKVI requirements. This will normally take place after five weeks of non engagement but this period may be extended to 60 days for good reason as determined by the UKVI Compliance Team.

11.5 Where students have exceptionally been allowed to continue their studies online and remain sponsored¹ they are expected to engage with online learning including any required pre-sessional courses. Any student who fails to engage for one week will be sent an email warning them of the consequences. The School Office will contact the student and ask them for evidence of why they were not engaging. If the student is still not engaging after a second week a second email will be sent and again attempts to re-engage them will be made. Where students do not re-engage at this point they will be referred to UKVI Compliance Team for further investigation.

11.6 If they do not re-engage with their online studies, sponsorship will be withdrawn after 30 days. Students may, however, continue with their studies online as long as the online courses are available.

11.7 In addition to the expected attendance, students must attend all enrolment, induction and re-enrolment sessions or enrol online as directed.

11.8 When a student is on an assessed placement their attendance is also compulsory, and attendance will be monitored by the placement team on a fortnightly basis. Where a student is absent without authorisation, attempts will be made to re-engage but if this does not occur the student will be liable to be reported to the UKVI to have their sponsorship withdrawn.

12. UKVI Students undertaking supervised dissertations and research

12.1 Postgraduate research students will need to be in contact with their supervisors at least once per month and have their supervisions recorded and logged with the Graduate School. Where a student has missed a scheduled supervision, this must be investigated by the supervisor.

12.2 Masters students who are studying for their dissertations must have supervision meetings at least once per month. The Dissertation supervisor is responsible for logging meetings and investigating any absences. It should be noted that undertaking a dissertation is deemed a full-time activity.

13. Students’ Union Sabbatical Officer

13.1 Where students sponsored for a UKVI student visa are elected as a full time sabbatical officer, they will be monitored by the Students’ Union. If they fail to undertake their role as required, this will be reported to the University which will investigate and if necessary withdraw sponsorship.

¹ This concession is only available to April 2022. After that point, all sponsored students must be in attendance.