XClose

Academic Manual

Home
Menu

Section 3: Attendance and Absence

Published for 2019-20


3.1 Attendance Requirements3.3 Study Away from UCL
3.2 Authorised Absence for Students on a Tier 4 Visa 

3.1 Attendance Requirements

1.UCL’s minimum attendance requirement is 70% of teaching and learning events. Departments may stipulate a higher percentage and additional requirements where appropriate.
2.Students whose attendance falls below the attendance requirements may become ineligible for summative assessment.
3.Undergraduate students must meet UCL’s minimum attendance requirements during term-time (designated teaching and examination weeks). Outside of term-time, there is no requirement for students to be present on campus or to apply for authorised absence.
 Taught Postgraduate students must meet UCL’s minimum attendance requirements during term-time (designated teaching and examination weeks). During the summer vacation, students are expected to be studying for their dissertation and to be based at UCL or, if not, to apply for Study Away from UCL. Departments may stipulate additional requirements where appropriate.
 Further guidance
 Section 3.2 Authorised Absence describes the procedures in place for students who are unable to attend lectures, seminars, tutorials and other teaching and learning events due to short-term illness or other extenuating circumstances.
 Section 3.3 Study Away from UCL sets out how to apply for Study Away from UCL.
 Chapter 4, Section 6: Extenuating Circumstances describes the procedures in place for students who are unable to attend an examination or submit a piece of work for summative assessment due to illness or other extenuating circumstances.
 Section 5: Interruption of Study describes the procedures in place for students who are unable to attend for an extended period of time.
  Chapter 6, Section 4: Learning Agreements, Barring, Suspensions and Terminations of Study describes the procedures in place for students who fail to meet the minimum attendance requirements or who are absent without authorisation.

3.2 Authorised Absence for Students on a Tier 4 Visa 

1.Where a student is studying at UCL under a Tier 4 visa and they are absent from teaching (i.e. lectures, seminars, tutorials and other teaching and learning events) due to short-term illness or other circumstances the student must obtain authorisation from UCL. (Where a student’s attendance or performance at assessment is affected by such an absence, and they meet the relevant criteria, the student must also submit a separate claim for Extenuating Circumstances following the procedures in Chapter 4, Section 6: Extenuating Circumstances).
2.Where a student is absent from UCL they must inform their Departmental Tutor/Programme Leader as soon as possible and within 48 hours of the absence.
3.The student must also complete an Authorised Absence Request Form and submit it with appropriate supporting evidence to their Department:
 a)Where a student is absent from teaching on medical grounds for up to 7 consecutive days, the student may self-certify their absence. (Students must however note that they must obtain a medical note from a registered medical practitioner if the absence affects their attendance or performance at assessment under the procedures set out in Chapter 4, Section 6: Extenuating Circumstances).
 b)Where a student is absent from teaching on medical grounds for more than 7 consecutive days, the student must submit a medical note from a registered medical practitioner.
 c)Where a student is absent from teaching due to non-medical circumstances, the student must provide information on the circumstances, together with appropriate supporting evidence. Chapter 4, Section 6: Extenuating Circumstances provides further guidance on acceptable forms of evidence.
 Absence Due to Expired or Refused Visas
4.If a student is absent from teaching due to an expired or refused visa, this does not fall under the definition of Extenuating Circumstances, but may nevertheless necessitate the student’s absence. The student must complete an Authorised Absence Request Form and submit it with relevant supporting evidence to visacompliance@ucl.ac.uk.
 a)If the student is able to successfully reapply for a visa and return to the UK within 14 days, AND the Department is able to make arrangements for the student to keep up with their studies in the interim, the student may be permitted to continue their registration at UCL. Any such arrangements must be agreed with the Department in writing. The student will not be able to use the visa difficulties as grounds for Extenuating Circumstances at a later date. 
 b)If the student is not able to successfully reapply for a visa and return to the UK within 14 days, OR the Department is unable to make arrangements for the student to keep up with their studies in the interim (e.g. where physical presence is essential, such as group work), the student must interrupt their studies following the procedures in Section 5: Interruption of Study.
5.When considering an application for authorised absence UCL will take into consideration the student’s ability to keep up with their studies and complete assessments, including sitting examinations.
6.Absences of up to 7 consecutive days  should be considered by the Departmental Tutor/Programme Leader. For UKVI purposes, the Department must record the authorised absence in a retrievable and auditable manner.
7.Absences of up to 14 consecutive days must be considered by the Faculty Tutor/Faculty Graduate Tutor.
8.Absences will not normally be authorised for a period of more than 14 consecutive days. In such cases, students should consider an Interruption of Study (see Section 5). In exceptional circumstances, applications for authorised absence of more than 14 consecutive days may be considered by UCL Academic Services on behalf of the Vice-Provost (Education & Student Affairs). However under Tier 4 (General) visa permission an absence cannot exceed 60 days and the student must still complete the programme within their existing period of leave on their visa.

3.3 Study Away from UCL 

1.A student may be permitted to study away from UCL on academic grounds as part of the standard delivery of their programme or module e.g. when undertaking a placement or fieldwork, or a year of study abroad as part of the degree programme. Where such a period of study is part of an approved programme or module, students do not need to gain further permission to study away from UCL.
2.Students may also be permitted to study away from UCL on academic grounds which are not part of the standard delivery of a programme or module e.g. collecting data or conducting research. Such a period of study away from UCL must not be taken until it is authorised by the Departmental Tutor/Programme Organiser. Students must inform their Departmental Tutor/Programme Organiser before they intend to study away from UCL, and provide the location of study and the reason for doing so. The period of this form of study away from UCL must not exceed three months.
3.Under UK immigration requirements, UCL is required to record where students are studying if not at UCL. Students with Tier 4 visas must, therefore, also inform UCL’s Immigration Compliance Office of any period of study away from UCL.
4.Students are expected to be in regular contact with their academic department during any period of study away from UCL.