International student attendance monitoring
This information applies to all international students who have Tier 4 student visa.
Under the new Tier 4 Points Based System universities are required to ensure their international students are fully registered and attending their studies. Universities are required to notify the UK Border Agency (UKBA ) if students are not in attendance. Demonstrating a good attendance record is therefore extremely important.
To ensure students are able to demonstrate a record of attendance, the university has implemented an Attendance Monitoring System in line with UKBA regulations:
1. Registration
You must complete the registration process to be fully registered. A student who is not fully registered, within the prescribed time, will be withdrawn from the system and the UKBA are notified.
2. Attendance
You must attend all classes that you are scheduled to attend.
3. Submission of coursework and other assessments
Coursework must be completed and submitted on time. A missed assessment or coursework submission is recorded as an absence.
4. Attendance contacts
You must register your attendance on a monthly basis, at your School office, Student Centre or Library Enquiry desk on your campus (except Medway Campus Library).
Each attendance contact must take place between the first and last day of each month, Monday to Friday, 9.00 – 4.00pm. If you registered in:
- Sept/Oct – first attendance contact must be in October and then every subsequent month
- Jan/Feb – first attendance contact must be in February and then every subsequent month
- May/June – first attendance contact must be in June and then every subsequent month
An attendance contact will be classed as an unauthorised absence if you do not do this.
Students do not need to record their attendance in the months of June – September.
Postgraduate students are not required to record their attendance during this period, however you are expected to be writing up your project and therefore can only work up to 20 hours per week.
Students who have study abroad or are on work placements in the UK will make arrangements with their programme leaders for attendance monitoring.
5. Non-attendance
If you are unable to submit an assessment or miss an attendance contact, you will be noted as absent for each separate activity. If you do not attend classes, this will also be noted by your School. If you can provide a valid reason for your absence your School can register this as an authorised absence. You will need to submit the Authorised Absence form, with evidence, for consideration. Submitting a form does not automatically mean an absence has been authorised.
6. Unauthorised absences and reporting to the UKBA
An unauthorised absence is a missed assessment, a missed attendance contact or non-attendance in classes.
- Three unauthorised absences – the university contacts you and requests you meet with your programme leader or other named person.
- Five unauthorised absences – the university treats this very seriously. You will be contacted and asked to meet with a senior staff member in your School. The university will begin proceedings to notify the UKBA of your absences and may withdraw you.
Needing help?
If you are having difficulties with your studies or finding it difficult to attend do not ignore this. Please come and talk to someone about your difficulties and we will see if we can help you so that you stay within the regulations. You can talk to one of the following people:
- programme leader
- personal or academic tutor
- counsellor, international adviser or finance adviser
- Listening Ear (these are university staff who are available to help and advise you, or direct you to someone who can)
Authorised Absence form (available below)
This form is to be used:
- To request a period of absence where you may need to take a short break from your studies and will miss one or more of the expected attendance monitoring checks
- To notify your school of the reasons for a recent absence
- To notify your School if you had reason (eg. hospital, urgent return home) for missing one of the expected attendance contact points, or an assessment. If you have submitted an Extenuating Circumstances form you will just need to mention this fact on the Authorised Absence form.
Once completed submit to your School office. The School will make the decision about your absence.
Downloads
Authorised Absence form [MS Word]
Download an Authorised Absence form to request a period of absence or notify School of reason for a previous period of absence.
You can download a PDF version of the form here.
Guide to viewing your attendance on BannerWeb [PDF]
Guide to viewing your attendance via the BannerWeb menu.
