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Student Engagement Monitoring

hub support

This Page explains what you are required to do during your studies at Aston University to meet the University monitoring requirements, and the new system that has been put in place for this academic year.  

As a Highly Trusted Sponsor, Aston University is required to comply with a number of UK Border Agency (UKBA) requirements, one of which is to check that you are actively studying with us, regardless of your nationality or visa type. We call it ‘Engagement Monitoring’. The engagement monitoring process at Aston University is quick and easy so that you can focus on your studies and enjoy your time with us.  

What is engagement monitoring?

Engagement is a phrase which means that you are in contact, or interacting, with the University.  This could be something as simple as logging in to MAP, or as important as sitting an exam. We call these ‘engagement activities’.

We will monitor your engagement activities at the University every two weeks during term time, and it is our way of making sure you are still in contact with the University, that you are progressing well with your studies and you have all of the support that you need.

All you need to do is to register an electronic engagement ‘activity’ at least once every two weeks, and attend a ‘Face to Face’ activity at least once every four weeks. To make this as simple as possible, we have set up a number of different engagement activities for you to choose from.

Most of the time you will not need to do anything specific to register an engagement activity because we already keep lots of data electronically.  Do not worry - this is not sensitive or personal information; it is simply an electronic “tick” to say you have done something. We will automatically keep track of your electronic engagements.

In addition to the electronic engagements you are required to attend a ‘Face to Face’ session once every four weeks. You can choose which sessions you attend and when you attend them.

When is Term Time 2012/3?

The term dates for this academic year are shown below.

Undergraduates – All Schools

Engagement Period 1 - 17th September 2012 to 15th December 2012

Engagement Period 2 - 7th January 2013 to 23rd March 2013

Engagement Period 3 - 15th April 2013 to 8th June 2013

 

Postgraduate Taught Programmes - LHS, LSS and EAS

Engagement Period 1 -17th September 2012 to 15th December 2012

Engagement Period 2 - 7th January 2013 to 23rd March 2013

Engagement Period 3 - 15th April 2013 to 30th September 2013

 

Postgraduate Taught Programmes - ABS

Engagement Period 1- 17th September 2012 to 8th December 2012

Engagement Period 2 - 7th January 2013 to 16th March 2013

Engagement Period 3 - 15th April 2013 to 30th September 2013

 

Postgraduate Research All Schools

Engagement Period – 17th September 2012 to 22nd September 2013

Student Engagement Monitoring Scheme 1 (On Campus)

You are required to be on campus during the engagement periods relevant to your course.

When you are on campus you can choose from the following engagement activities that are either electronic or face to face.

Electronic

Face to Face Session

School Based

Support Based

Other

Log in to MAP

Hand in coursework

Appointment with an Adviser in the Hub

Work as a campus guide

Log in to Blackboard

Sit an exam

Appointment with a Careers Adviser

Volunteering with the Peer Mentoring Scheme

Swipe into the library

Meet with a personal tutor or course director

Work Placement briefing session

 

Swipe into Residences

Monitored compulsory School Meeting

Visa scanning session in the Hub

 

Swipe into a Lab/School

Monitored Class test

Hub Hot desk engagement session

 

 

Monitored lecture/workshop/tutorial/practical

Meet with School support staff member

 

 

Meet with research supervisor

 

 

 

We will track your electronic engagements automatically and remind you if you fail to keep in electronic contact. You must also attend at least one face to face session every four weeks.

If you have not been able to attend a School based face to face engagement activity in the four week period, you must make a special effort to see someone in your School Support office or go to the Hub.

Student Engagement Monitoring Scheme 2 (Off Campus)

To switch to the Off Campus Monitoring scheme, you must have applied for and have been granted permission to be temporarily located away from the campus which you must organise with your School office. This could be because you are:

  • On placement,

  • Writing up a dissertation from another location

  • Completing research activities

  • Attending a conference

Once your permission for the temporary absence has been approved by the School and recorded in the University Student Records System, the Student Engagement Monitoring Scheme 1 will stop, and Scheme 2 will take over.

Scheme 2 uses regular remote engagement activities to allow you to keep in contact with the University and your studies whilst you are away from campus. You will be informed by your School what you are required to do when your absence permission has been granted.

What happens if I do not log an Engagement Activity?

If you are going to be absent during term time, you must first apply for and be granted permission from your School. They will create an ‘Authorised Absence’ record for you, and you will not be required to register any engagement activities during your absence.

If you do not meet these requirements, you will be classed as a “Student of Concern” and given a “Level of Concern” numbered 1 to 5.

If you do not have any electronic sessions on your records for a week, we will send you an email to remind you that you need to register something the following week.

Level 1 - If you do not attend a face to face session in any four week period, then we will contact you by email to remind you that you must register a face to face activity, and will give you a deadline to do this.

Level 2 - If you do not register a face to face session as requested, you will be asked by email to attend a specific face to face session, at a certain date, time and place.

Level 3 – If you do not attend the specified session, you will be contacted by telephone and email and asked to meet with the Tier 4 Licence Officer. If you do not answer the telephone, or respond to the email you will also be sent a letter to your UK address.

Level 4 – If you do not respond to the Tier 4 Licence Officer, they will contact your School to confirm that you have not been engaging with your studies.

Level 5 – If you have not responded to any of the previous contact attempts, and there is no evidence that you have been engaging with your studies at all then you will be invited to a final meeting with the Tier 4 Licence Officer who will explain the consequences of reporting you to the UKBA for non-engagement. Your School will be advised to withdraw you from the programme and you will be reported to the UKBA within 48 hours. You will have to leave the UK.

If you have any questions then please contact:

Christina Bunbury

Visa Compliance Manager
c.j.bunbury@aston.ac.uk
0121 204 4789
Skype: christinabunburyaston


The Rules – A summary:

You must log an electronic activity at least once every two weeks.

You must attend a ‘Face to Face’ session once every four weeks.

If you miss a session then you will be reminded and, depending on the level of concern, you may be asked to attend a specific face to face session to discuss your circumstances. If you fail to respond to our reminders, and you have a Tier 4 visa, then we are required to report this to the UKBA. The UKBA may cut short your study visa and you will need to leave the UK. If you do not have a Tier 4 visa, then your School may withdraw you from the course for non-engagement.

If you require a temporary absence from the University, for example you are going on placement, or you are writing up your dissertation from another location, then you must first get permission from your School. Once your temporary absence has been agreed, then you will move on to a different Student Engagement Monitoring Scheme.  You will be given details of this scheme when you discuss your absence requirements with your school.

If you need to be absent for any other reasons, and during this time you will not be able to engage with your studies, for example, you are unwell or you need to leave the UK for a family emergency, then you must speak to a member of Support Staff in your School, or contact an International Student Adviser in the Hub and they will advise you of your options.