These guidelines pre-suppose that each Academic Subject Area/School will make clear to students, in writing during induction and in Special Regulations, how attendance will be monitored in that Academic Subject Area/School, and at what point action will be taken with regard to poor attendance, at what point the student should contact the School to notify/explain absence and how and with whom contact should be made.
Stage 1
A letter should be sent to the student, marked Private and Confidential (to departmental pigeonhole, to term time address, to home address if there is reason to think the student may have gone home, via email if used). This letter may be signed by a member of staff eg, the Undergraduate Secretary, authorised by the School’s Director of Undergraduate/Postgraduate Programmes.
The letter should state clearly the reason for writing (for example: the student has been absent from tutorials on two consecutive occasions; the student has not signed in for classes for two weeks; the student has not handed in assessments and there is cause to think that s/he has not been attending lectures for approximately two weeks).
It should state that poor attendance is a matter which is taken very seriously by the School and the University. The Undergraduate or Postgraduate General Regulations and relevant Special Regulations should be clearly identified (the student should already have copies) and the possible eventual outcome of continued poor attendance stated clearly (the student may be assumed to have withdrawn or may be required to withdraw from the programme).
There should be a clear explanation of what the student must do to avoid further action being taken against him/her (improve attendance immediately, get in touch with the Personal Tutor or Director of Undergraduate/Postgraduate Programmes by a specified date, provide reasons for the absence/s if there are any). There should also be a statement giving encouragement to the student to make contact and assurances that the School will consider sympathetically any problems which the student has experienced which have caused his/her non-attendance.
Copies of all correspondence should be kept, and the student so informed.
Stage 2
If there is no response to this first letter, or if the problem recurs within a short time (or within a period specified by the School to the student after the first stage), a second letter should be sent. A first letter may have been signed by the Undergraduate/Postgraduate Secretary, but this time the letter should be signed by the Personal Tutor or a member of the academic or related staff, authorised by the School’s Director of Undergraduate/Postgraduate Programmes, to signify the seriousness of the situation. The letter should refer to the first letter/previous stage of the action taken and reiterate all the points made in the first letter. It should invite the student to a meeting with the Director of Undergraduate/Postgraduate Programmes or Personal Tutor on a specified date and at a specified time. This letter should constitute a formal warning to the student. This would also be an appropriate point in time for computer facilities to be withdrawn from the student in those Schools which take this action. If this is to be the case the letter should state what will happen and how access may be rearranged. The letter should state that if the student does not attend (or make contact to arrange a different time) further action will be taken.
Brief notes of all meetings with the student, including agreements on future attendance levels, should be kept.
Stage 3
If there is still no response from the student, or if the problem recurs again within a short or specified period, a final letter should be sent. This letter should be sent by recorded delivery to addresses external to the University. It should refer to previous action taken and should reiterate the points made in the previous letters. It should invite the student to a meeting as at stage 2, but this time with the most senior member of staff dealing with these issues (this may be the Director of Undergraduate/Postgraduate Programmes or the Head of School). It should constitute a final warning and it should make clear that if the student does not attend (or make contact to arrange a different time) the following action will be taken:
- In cases where there has been no attendance at all over the period since action was first taken. It will be assumed that the student has withdrawn from the University and the School will ask Registry to cancel access to all University facilities (including University Card, Library facilities and computing facilities). In addition the LEA and Residences Manager will be informed.
- In cases where there has been poor attendance over the period since action was first taken. The School will recommend to the University that the student be required to withdraw.
Stage 4
If there is still no response or if attendance continues to be poor, The Head of School should contact Registry to arrange action as in 3.1 or 3.2
EXAMPLE LETTERS
Stage 1
Dear ,
It has come to our attention that you have been absent/your attendance has been poor recently. Give details of absences or reasons for suspecting poor attendance.
Poor attendance is a matter which is taken very seriously by the School and the University. The General Regulations for Undergraduate Programmes (4.2)/Postgraduate Programmes (5.2) state that a student whose attendance has not met the requirements of the programme’s Special Regulations may be required by the Director of Undergraduate/Postgraduate Programmes to withdraw from the programme.
In order to avoid further, formal action being taken in this matter you should contact xxxx by date. Your attendance must show a significant improvement from now on.
The School will consider sympathetically any problems which you may have experienced and which have caused your poor attendance. I urge you to contact xxxx or xxxx as soon as possible if you have any problems which you wish to discuss or bring to our attention.
Stage 2
Dear ,
I am writing following my letter/our meeting of xxxx. It has come to my attention that you have been absent/your attendance has been poor again. Give details of absences or reasons fir suspecting poor attendance.
As already stated poor attendance is a matter which is taken very seriously by the School and the University, and may result in the requirement to withdraw from the programme and the University.
This letter constitutes a formal warning regarding your attendance. Please come to a meeting with xxxx at time on date in room in order to the matter. If you are unable to attend at this time please contact me immediately to arrange an alternative time. If you do not attend the meeting (and fail to arrange an alternative time) further action will be taken.
(Opional) Computing facilities have now been withdrawn. Access may be rearranged following the meeting.
The School will consider sympathetically any problems which you have experienced and which have caused your poor attendance, providing that you raise these at the meeting.
Stage 3
Dear ,
I am writing following my letters of xxxx and our meeting of xxxx. Your attendance has continued to be/once again been poor and this letter constitutes a final warning. Give details of absences or reasons for suspecting poor attendance.
Please come to a meeting with xxxx at time on date in room in order to discuss the matter. If you are unable to attend at this time please contact me immediately to arrange an alternative time.
If you do not attend the meeting (and fail to arrange an alternative time) then (option 1) it will be assumed that you have withdrawn from the University and I shall ask the Registry to cancel access to all University facilities. In addition your LEA and the Residences Manager will be informed/ (option 2) the School will recommend to the University that you be required to withdraw from your programme.
LAP,RPS, SJD/LAP/guidelines/attendance
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