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26/07/2017 Notification of Absence Overarching Process Document 1 Notification of Absence July 2017 Notification of Absence – Overarching Process Document Introduction ................................................................................................................................ 2 Scope ……………………………………………………………………………………………………………………………………………3 1.1 Sites ......................................................................................................................................... 3 1.2 Students .................................................................................................................................. 4 Notification of Absence – Processes ............................................................................................. 5 2.1 Notification of Absence form .................................................................................................. 5 2.2 Guidance on length of absence .............................................................................................. 5 2.3 Research students ................................................................................................................... 6 2.4 Return to studies..................................................................................................................... 7 2.5 Guidance ................................................................................................................................. 7 2.6 Storing notified absences in ASTRA ........................................................................................ 7 2.7 Integration with student Tap data .......................................................................................... 7 Appendix A – Notification of Absence Form ……………………………………………………………………….…………8 Appendix B – Tier 4 Research Notification of Absence Form ……………………………….………………………10 Appendix C – Notification of Absence Staff Guidance..………………………………………………………………..13 Appendix D – Notification of Absence flowchart …………………………………………………………………………17 Appendix E – Student Leaflet …………………………………………….……………………………………………………….18

July 2017 Notification of Absence Overarching Process Document · 26/07/2017 Notification of Absence Overarching Process Document 6 2.3 Research students Research students wishing

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Page 1: July 2017 Notification of Absence Overarching Process Document · 26/07/2017 Notification of Absence Overarching Process Document 6 2.3 Research students Research students wishing

26/07/2017 Notification of Absence Overarching Process Document

1

Notification of Absence

July 2017

Notification of Absence – Overarching Process Document

Introduction ................................................................................................................................ 2

Scope ……………………………………………………………………………………………………………………………………………3

1.1 Sites ......................................................................................................................................... 3

1.2 Students .................................................................................................................................. 4

Notification of Absence – Processes ............................................................................................. 5

2.1 Notification of Absence form .................................................................................................. 5

2.2 Guidance on length of absence .............................................................................................. 5

2.3 Research students ................................................................................................................... 6

2.4 Return to studies ..................................................................................................................... 7

2.5 Guidance ................................................................................................................................. 7

2.6 Storing notified absences in ASTRA ........................................................................................ 7

2.7 Integration with student Tap data .......................................................................................... 7

Appendix A – Notification of Absence Form ……………………………………………………………………….…………8

Appendix B – Tier 4 Research Notification of Absence Form ……………………………….………………………10

Appendix C – Notification of Absence Staff Guidance..………………………………………………………………..13

Appendix D – Notification of Absence flowchart …………………………………………………………………………17

Appendix E – Student Leaflet …………………………………………….……………………………………………………….18

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Introduction As a sponsor of Tier 4 students, Anglia Ruskin University has specific record keeping and reporting

duties as part of our sponsor licence. One of these responsibilities is to monitor the attendance of

our sponsored students and to report to the UKVI if a student misses ten consecutive expected

contact points. This is managed via our existing attendance monitoring process and incorporates

data from tap in readers installed in the classrooms and via a weekly sign in at the students’ faculty

office. [Please see our website for a detailed process document]

We recognise that during their studies, students may experience unforeseen events which mean

that they are unable to attend classes. If this student is in the UK on a Tier 4 visa, we are required to

ensure that we are aware of these absences and have evidence on file so that we can remain

compliant with UKVI Tier 4 regulations and are able to produce this evidence if requested during

audit. This process seeks to address this requirement. As a sponsor of Tier 4 students we are

statutorily obliged to inform the UKVI of significant unauthorised absences by any Tier 4 student visa

holder.

In the current Tier 4 Sponsor guidance it states:

“6.25 You do not need to tell us if:

a. you have given a student permission to miss a contact. One example would be if the student was

ill, or absent due to a pregnancy. There may well be other circumstances where you wish to give the

student permission to miss a contact. It is for you to decide whether you are prepared to support an

absence and if necessary provide evidence to verify this decision to our compliance officers;

b. you have decided not to withdraw sponsorship even though a student has missed 10 consecutive

contacts. This should be very rare and you must keep evidence of your decision and the reasoning

behind it as our compliance officers will monitor these exceptions;”

Therefore, if we decide to allow a student to be absent or miss contact points without reporting it to

the UKVI we must be able to justify this decision, with evidence, if requested.

The Tier 4 Notification of Absence form has been designed as a concise way to ensure that we can

collect all of the information required regarding a student’s absence and missed contact points. This

information is needed in case the University receives queries regarding the student’s absence, either

by Immigration Officers when the student is travelling or, retrospectively during a UKVI audit.

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Scope

1.1 Sites The following sites are included in the Notification of Absence project:

Cambridge

Chelmsford

Guild House, Peterborough *

Anglia Ruskin University London *

Cambridge Ruskin International College

With regards to our partnerships, ARU London and CRIC, we are aware that currently, they have developed their own processes to monitor absences. However, the Tier 4 sponsor guidance states: 6.11 “With the exception of teaching hospitals, these [partner] sites must be fully integrated with broadly the same policies, procedures and regulations applying across the HEI in relation to Tier 4 students. There should be processes in place to ensure that this is delivered in practice in all sites.” Therefore, to ensure that there is consistency in processes across all sites and partnerships, it would be recommended that the Notification of Absence form be used for all Tier 4 students who require an absence of more than two weeks, including those studying with our partner institutions. This would ensure that information regarding the absence would be available to all members of the Compliance Team should we receive communication from a UKVI Immigration officer during the students travel or retrospectively during an audit. As part of the process, we plan to develop a form that can be downloaded from the Compliance Website for students to complete. The students will either submit the form through faculty or through the Tier 4 attendance inbox. Compliance are in the process of working with IT to develop a way that notified absences can be stored in ASTRA enabling the tracking of absences and evidence. Work will be carried out to investigate the feasibility of streamlining this process with ASTRA Attendance Data. This process will require an Active Directory account and ASTRA access so it will be managed centrally by the Compliance Team. *Please note that we are currently not recruiting any new Tier 4 students at Guild House, Peterborough or Anglia Ruskin University London.

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1.2 Students

The following students will be included in the Scope for Notification of Absence:

- Undergraduate

- Postgraduate

- Research students

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Notification of Absence – Processes

2.1 Notification of Absence form It is anticipated that the Notification of Absence form will be made available on the Compliance

website (www.anglia.ac.uk/compliance). The form will be a fillable pdf which can be easily

completed on a PC or can be printed and completed by hand. The form will be accessible for staff or

students to download. Faculties should allocate members of staff who are authorised to sign off the

Notification of Absence form. Once the form is completed it should be sent through to the Tier 4

attendance inbox and so will be accessible by both compliance and faculty staff.

2.2 Guidance on length of absence The following guidelines regarding length of absence should be followed:

Absences of up to two weeks If a student is absent from classes for up to two weeks and evidence is provided, faculty staff should

ensure that a note is added on SPR and any evidence provided is uploaded onto ASTRA. If the

evidence is confidential this can also be emailed to the Tier 4 attendance inbox so that the

Compliance team can keep the evidence filed for future reference during an audit. This may be done

retrospectively. If the student does not provide any reason or evidence for absence, the attendance

monitoring process should be followed and appropriate warnings and actions should be taken.

Absences of two - four weeks If a student is absent from studies for more than two weeks for emergency / extenuating

circumstances then the student should asked to complete the Notification of Absence form

(Appendix A) and evidence should be requested.

Once received from the student, the Notification of Absence form should be considered and signed

off by an approved member of the faculty if authorisation is given. Once the Notification of Absence

form has been completed it should be sent through to the Tier 4 attendance inbox

([email protected]) along with any evidence provided and any letter produced for the

student. The Compliance team will ensure that all documents are uploaded and that notes are

placed in ASTRA.

If a student does not provide evidence and they are absent for more than two weeks then this

absence will be marked as unauthorised and usual non-attendance procedures should be followed.

If the student is hospitalised and requires support in completing the form or providing evidence,

whoever is informed of this should ensure that the International Student Advice Service (ISAS),

Student Services and Compliance are informed in the first instance so that a plan can be agreed on a

case by case basis.

Absences of more than four weeks An absence of more than four weeks should only be authorised in exceptional circumstances. The

student should be asked to complete and submit the Notification of Absence form with evidence

and this should be sent through to the Tier 4 Attendance inbox. These will be assessed by the

Compliance team on a case by case basis and will only be authorised if evidence is provided and in

consultation with the Faculty and International Student Advisers. If a student is absent for a

prolonged period of time the decision may be taken to encourage intermission or to withdraw

sponsorship so that we can remain compliant with UKVI regulations.

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2.3 Research students Research students wishing to take a leave of absence should be directed to Tier 4 Research

Notification of Absence form (Appendix B) on the Compliance web page. On this form they should

state whether the research is:

• An Absence (the above time guidelines should be considered)

• Research leave

• Annual Leave

Absences of four to thirteen consecutive weeks (Research Leave) Research students are permitted to take a maximum of 13 weeks of research leave during one

academic year. The faculty must liaise with the compliance team to determine if the absence can be

authorised. We will need to consider the reason for the absence, the progress the student has made

to date and the potential impact of the absence on the student’s studies.

Where a research student is requesting an absence for more than thirteen weeks (in line with RCUK

guidelines), it should be dealt with as an intermission and the compliance team notified accordingly.

The student will be required to leave the UK for the duration of the intermission and their Tier 4 visa

will be curtailed; they will need to apply for fresh entry clearance using a new CAS when they are

ready to return. The International Student Advice Service (ISAS) will be able to advise the student on

the immigration implications.

Annual Leave (Research students only) According to the Anglia Ruskin Research Degrees regulations research students may take up to 35

days holiday in each year (pro rata for parts of a year) inclusive of normal public holidays but

excluding weekends. The timing of these holidays must be agreed with the First Supervisor. Holidays

less than four weeks can be approved internally and the annual leave noted in faculty spreadsheets.

If a student requests more than four weeks annual leave, this must also be noted on the Notification

of Absence form along with how much holiday has already been used from the 35 day allowance.

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2.4 Return to studies Upon returning to studies, students will be required to attend their faculty office and sign the Tier 4

attendance register within 5 working days after arrival. If students fail to do this, they will be marked

as absent from studies and the Tier 4 attendance monitoring process will be followed. When a

student is due to return to studies, the Compliance team will contact the faculty to ensure that the

student has returned and will contact the student and implement the attendance policy if required.

2.5 Guidance Guidance for students is attached to the Notification of Absence forms, detailing the process and the

length of absence that can be considered. It also details the reasons that may be considered as

acceptable grounds for absence.

Staff guidance has also been produced (Appendix C), this details the process, examples of reasons

for absence that may be considered, and, a table of appropriate evidence.

There is also a flowchart available to detail the process in Appendix D.

All Tier 4 students will be emailed at the start of Semester 1 with guidance on the new process,

including the student Leaflet (Appendix E) which will be available at the faculty offices.

2.6 Storing notified absences in ASTRA In an effort to create a more autonomous process, the Compliance team have been working with IT

to develop a way that notified absences can be stored in ASTRA. This will help the compliance team

to chase outstanding evidence from students and to confirm with faculty whether they have

considered the absence or whether a student has returned after a period of absence.

2.7 Integration with student Tap data The Compliance team is currently researching the possibility of integrating the Notification of

Absence process with the current TAP data and the student engagement dashboard. Further work

will be undertaken on this request and relevant stakeholders updated on the progress.

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TIER 4 NOTIFICATION OF ABSENCE

Name: Address whilst absent:

Student ID:

Course: Contact Number:

Reason for Absence (Please give details):

Dates of Absence:

From: To:

Documentary evidence in support of the absence:

Doctor’s certificate Death Certificate Counsellor / other professional’s letter

Hospital Letter Police Report Other (specify)

Student Signature: Date:

OFFICE USE ONLY

Confirmation of Authorised Absence

I confirm that the faculty supports this request.

Approved faculty staff signature:

Name (in block letters):

*Where student signature is not available please contact the ISAS, Student Services and Compliance

Notes:

Date:

Please forward to [email protected] for approval and processing

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Tier 4 Notification of Absence – Student Guidance

As a student on a Tier 4 visa, the University, as your sponsor is responsible for monitoring your attendance. Therefore if you are unable to attend classes the following procedures must be followed:

Absences of up to two weeks

If you are know you are going to be absent you must inform your faculty as soon as possible and provide appropriate evidence if available.

Absences of two - four weeks

If you are going to be absent for more than two weeks for emergency circumstances you should complete the Notification of Absence form. You should ensure that, along with the form, evidence is provided in support of your absence.

The following reasons are considered as acceptable grounds for ‘Authorised Absence’:

• a serious personal illness• the death, or serious illness, of a close family member, a friend or person for whom the student

has a responsibility of care

• sudden or unforeseen circumstances beyond the reasonable control of the student

If you are ill and unable to complete the form yourself, please contact the International Student Advice Service (ISAS): [email protected] Chelmsford: 01245 68 4285 or 01245 68 4297

Cambridge: 1223 698 073 or 01223 92 029

You will be required to submit evidence in support of your request for authorised absence. The evidence can be in the form of an NHS medical certificate / doctor’s letter, death certificate, police report or other professional documentation. If the documentary evidence to support the claim is not immediately available, do not delay the submission of the request. Submit your form as soon as possible and state that the evidence will follow.

Please note that absences will only be authorised in exceptional circumstances and will be at faculty discretion, taking into account previous absences. Failure to provide appropriate evidence, may result in the absence being marked as unauthorised and students may be at risk of withdrawal from the course. Please see student Attendance Monitoring leaflet- www.anglia.ac.uk/compliance .

Absences of more than four weeks

An absence of more than four weeks can only be authorised in exceptional circumstances. You must complete the Notification of Absence form and submit it with evidence to your faculty. Upon consultation with the Compliance team a decision will be made as to whether your absence can be authorised. If you are going to be absent for a prolonged period of time it may be suggested that you consider an interruption of study (intermission). Prolonged absences may require the Compliance team to withdraw sponsorship of your visa so that we can remain compliant with UKVI regulations.

For Research Students please use the Tier 4 Research Student Notification of Absence request form.

Return to studies

Upon return to studies you will be required to attend your faculty office and sign the Tier 4 attendance register within five working days. If you fail to do this, you will be marked as absent from studies and the attendance procedures will be followed.

If you have any questions regarding your absence or completion of the form, please contact: [email protected]

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TIER 4 RESEARCH STUDENT NOTIFICATION OF ABSENCE

Name: Address whilst absent:

Student ID:

Course: Contact Number:

Type of Absence :

Absence Research Leave Annual Leave /35

Details of Absence (if research leave please state agreed contact points):

Dates of Absence:

From: To:

Documentary evidence in support of the absence:

Doctor’s certificate Death Certificate Counsellor / other professional’s letter

Hospital Letter Police Report Supervisor statement

Other (please specify):

Student Signature: Date: OFFICE USE ONLY

Confirmation of Authorised Absence

I confirm that the faculty supports this request.

First supervisor signature:

Name (in block letters): Date:

Notes:

Please forward to [email protected] for approval and processing

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Tier 4 Notification of Absence – Postgraduate Research Students

As a student on a Tier 4 visa, the University, as your sponsor is responsible for monitoring your attendance. Therefore if you are unable to attend classes or research studies the following procedures must be followed:

Absences of up to four weeks

If you know you are going to be absent from classes / research studies, you must inform your faculty as soon as possible and provide appropriate evidence if available.

Absences of over four weeks

If you are going to be absent for more than four weeks for emergency / extenuating circumstances you should complete the Notification of Absence form. You should ensure that, along with the form, evidence is provided in support of your absence.

The following reasons are considered as acceptable grounds for ‘Authorised Absence’:

- a serious personal illness

- the death, or serious illness, of a close family member, a friend or person for whom the

student has a responsibility of care

- sudden or unforeseen circumstances beyond the reasonable control of the student

If you are ill and unable to complete the form, please contact the International Student Advice Service (ISAS) - [email protected]. Chelmsford: 01245 68 4285 or 01245 68 4297 Cambridge: 01223 698 073 or 01223 692029

You will be required to submit evidence in support of your request for authorised absence. The evidence can be in the form of a medical certificate, death certificate, police report or other professional documentation. If the documentary evidence to support the claim is not immediately available, do not delay the submission of the request. Submit your form as soon as possible and state that the evidence will follow.

Please note that absences will only be authorised in exceptional circumstances and will be at faculty discretion, taking into account previous absences. Failure to provide appropriate evidence, may result in the absence being marked as unauthorised and students may be at risk of withdrawal from the course. Please see student Attendance Monitoring leaflet- www.anglia.ac.uk/compliance .

An absence of more than four weeks can only be authorised in exceptional circumstances. You must complete the Notification of Absence form and submit it with evidence to your faculty. Upon consultation with the Compliance team a decision will be made as to whether your absence can be authorised. If you are going to be absent for a prolonged period of time it may be suggested that you consider an interruption of study (intermission). Prolonged absences may require the Compliance team to withdraw sponsorship of your visa so that we can remain compliant with UKVI regulations.

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Absences for Postgraduate Research students

Research Leave

Research students are permitted to take a maximum of 13 weeks of research leave during one academic year. For absences of four to 13 consecutive weeks, the faculty must liaise with the Compliance team to determine if the absence can be approved. In consultation with the faculty, the University will need to consider the reason for the absence, the progress the student has made to date and the potential impact of the absence on the student’s studies. If approved, the student will need to agree and commit to monthly contact points with their first supervisor. If a student does not engage with their supervisor or the monthly contact points, the decision may be taken to withdraw sponsorship of the students Tier 4 visa.

Annual Leave

According to the Anglia Ruskin Research Degrees regulations research students may take up to 35 days holiday in each year (pro rata for parts of a year) inclusive of normal public holidays. The timing of these holidays must be agreed with the First Supervisor. Holidays must also be noted on this form along with how much holiday has already been used from the 35 day allowance.

Please note that the period between hand-in and viva is classed as “Viva preparation” and students will need to use any annual leave during this time if they wish to work more than 20 hours per week or have a holiday. During this time students will be required to sign the monthly register and meet the monthly contact points.

Return to studies

Upon return to studies you will be required to attend your faculty office and sign the Tier 4 attendance register within five working days after arrival. If you fail to do this, you will be marked as absent from studies and the attendance procedures will be followed.

If you have any questions regarding your absence or completion of the form, please contact [email protected]

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Tier 4 Notification of Absence process – Staff Guidance During their studies students may experience unforeseen events which mean that they are unable to attend classes. If this student is in the UK on a Tier 4 visa, we are required to ensure that we are aware of these absences and have evidence on file so that we can remain compliant with UKVI Tier 4 regulations and are able to produce this evidence if requested. As a sponsor of Tier 4 students we are statutorily obliged to inform the UKVI of significant unauthorised absences by any Tier 4 student visa holder.

The Tier 4 Notification of Absence form has been designed as a way to ensure that we can collect all of the information required regarding a student’s absence and missed contact points. This information is needed in case the University receives queries regarding the student’s absence, either by Immigration Officers when the student is travelling or, retrospectively during a UKVI audit.

For example, in the Tier 4 Sponsor guidance it states:

“6.25 You do not need to tell us if:

a. you have given a student permission to miss a contact. One example would be if the student was ill, or absent due to a pregnancy. There may well be other circumstances where you wish to give the student permission to miss a contact. It is for you to decide whether you are prepared to support an absence and if necessary provide evidence to verify this decision to our compliance officers;

b. you have decided not to withdraw sponsorship even though a student has missed 10 consecutive contacts. This should be very rare and you must keep evidence of your decision and the reasoning behind it as our compliance officers will monitor these exceptions;”

Therefore, if we decide to allow a student to be absent or miss contact points without reporting it to the UKVI we must be able to justify this decision, with evidence, if requested.

In order to remain compliant, the following procedures should be followed:

Absences of up to two weeks

If a student is absent from classes for up to two weeks and evidence is provided please ensure that a note is added on SPR and any evidence provided is uploaded onto ASTRA (if the evidence is confidential this can also be emailed to the Tier 4 attendance inbox so that we can keep the evidence separately). This may be done retrospectively.

Absences of two - four weeks

If a student is going to be away from studies for more than two weeks for emergency / extenuating circumstances then the student should be directed to the Notification of Absence form on the Compliance website and evidence should be requested.

Once received back from the student, the Notification of Absence form should be considered and signed off by an approved member of the faculty if authorisation is given. Once the Notification of Absence form has been completed it should be sent through to the Tier 4 attendance inbox along with any evidence provided and any letter produced for the student. The Compliance team will ensure that all documents are uploaded and that notes are placed in ASTRA.

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If the student is unable to provide evidence before the absence, then evidence should be provided once the student returns to studies and this should be stated on the form. If a student does not provide evidence and they are absent for more than two weeks then this absence will be marked as unauthorised and usual non-attendance procedures should be followed.

If the student is unable to complete the form, then the member of staff informed should ensure that the International Student Advice Service (ISAS), Student Service and Compliance are informed so that a plan can be agreed on a case by case basis.

Absences of more than four weeks

An absence of more than four weeks should only be authorised in exceptional circumstances. The student should be asked to complete and submit the Notification of Absence form with evidence and this should be sent through to Tier 4 Attendance inbox. These will be dealt with by the Compliance team on a case by case basis and will only be authorised if evidence is provided and in consultation with the Faculty and International Student Advisers. If a student is absent for a prolonged period of time the decision may be taken to withdraw sponsorship so that we can remain compliant with UKVI regulations.

Absences of four to thirteen consecutive weeks (Research Leave)

Postgraduate Research (PhD) students are permitted to take a maximum of 13 weeks of research leave during one academic year. The faculty must liaise with the compliance team to determine if the absence can be authorised. We will need to consider the reason for the absence, the progress the student has made to date and the potential impact of the absence on the student’s studies.

Where a research student is requesting an absence for more than thirteen weeks (in line with RCUK guidelines), it should be dealt with as an intermission and the compliance team notified accordingly. The student will be required to leave the UK for the duration of the intermission and their tier 4 visa will be curtailed; they will need to apply for fresh entry clearance using a new CAS when they are ready to return. The International Student Advice Service (ISAS) will be able to advise the student on the immigration implications.

Annual Leave (Research students only)

According to the Anglia Ruskin Research Degrees regulations research students may take up to 35 days holiday in each year (pro rata for parts of a year) inclusive of normal public holidays but excluding weekends. The timing of these holidays must be agreed with the First Supervisor. Holidays must also be noted on this form along with how much holiday has already been used from the 35 day allowance.

Please note that the period between hand-in and viva is classed as “Viva preparation” and students will need to use any remaining annual leave during this time if they wish to work more than 20 hours per week or have a holiday. During this time students will be required to sign the monthly register and meet the monthly contact points.

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When should an absence be authorised?

When a student submits a notification of absence form it should be considered by an appropriate member of faculty staff. They should consider the severity of the reason for absence and what classes or submissions the student will miss. Faculty staff will need to work with the student to decide if they will be able to stay up to date with their studies during their absence and, if necessary, make any special arrangements to catch up with their studies once they return. If a student’s absence will cause them to fall behind in their studies or will cause them to fail to perform to their full potential, it may be more appropriate for the student to consider an intermission from studies.

Examples of absences that may be considered:

- a serious personal illness

- the death, or serious illness, of a close family member, a friend or person for whom the student has a responsibility of care

- sudden or unforeseen circumstances beyond the reasonable control of the student

Examples of absences that should not be approved:

- A student wishes to take a holiday during term time

- A student has work commitments

Return to studies

When a student is due to return to studies, the Compliance team will contact the faculty to ensure that the student has returned and will contact the student and implement the attendance policy if required. If you have any questions please email : [email protected]

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Acceptable evidence

The table below indicates some of the reasons for absence and the evidence that can be accepted to cover this. Please note that all evidence should be checked for consistency with the dates of the absence. This is not an exhaustive list and evidence can always be considered on a case by case basis.

Reason for Absence Appropriate Evidence Illness A letter from a registered UK medical

practitioner (i.e. listed in the GMC’s List of Registered Medical Practitioners, or NHS professional) A letter from a University counsellor

Family illness / Bereavement A letter from a doctor confirming the medical issue Death certificate Funeral order of service A letter from an undertaker or coroner Flight tickets to show that they have returned home and when they expect to return A letter from a University counsellor

Other extenuating circumstances beyond the students control

A letter from a solicitor A letter from a police or fire officer

Maternity / paternity leave A letter from a registered UK medical practitioner (i.e. listed in the GMC’s List of Registered Medical Practitioners) Birth Certificate

Research Overseas A statement from the Supervisor and an agreed list of contact points.

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Student requests absence

Faculty to assess – notes to be put on SPR, any evidence uploaded or forwarded to the Tier 4 attendance inbox for 

storing

Absence of one – two weeks

Staff direct student to Notification of Absence form and guidance on 

website

Absence of two – four weeks

Student completes NoA form and returns it to 

faculty

Compliance to be informed and will be dealt with on a case by 

case basis

Absence of more than four weeks

Faculty to send the form through to Compliance. Compliance will chase evidence – if none 

provided, absence will be unauthorised and non‐attendance procedures 

will be followed.

No evidence provided

Faculty to send the form, evidence and travel letter (if produced) through to Tier4Attendance@anglia.

ac.uk

Compliance to upload form and evidence and will put notes on ASTRA

Notification of Absence process  

If appropriate

Appendix D

Authorised member of faculty staff considers the request and evidence. If approval is given the form is completed. 

Page 18: July 2017 Notification of Absence Overarching Process Document · 26/07/2017 Notification of Absence Overarching Process Document 6 2.3 Research students Research students wishing

Are you on a Tier 4 Student Visa?

Will you be absent from studies for more than two weeks during

term time?

Inform your faculty of the absence and provide evidence

Complete the Notification of Absence form and submit it to

your faculty with evidence

Has the absence been approved by

the faculty / Compliance?

Your absence has not been approved and you

will be at risk of warnings / withdrawal if

you are absent

Please keep in contact during your absence and

sign in at the faculty office as soon as you return.

Will you be absent for more than four

weeks?

Are you a Post Graduate Research

student undertaking research overseas?

Is the leave under thirteen

weeks?

Has it been approved by your first

supervisor with monthly contact points arranged

Complete the Notification of Absence form and submit it to your Faculty. Hand in

the evidence as soon a possible

Absences are not usually approved for

more than four weeks. Please consult your

faculty and the International Student

Advice service. Intermission may be

more appropriate

Please send us through a copy of your flight tickets overseas. Your visa will be curtailed and you should contact the International Student Advice service for

advice if you need to return to the UK

Please consult with your faculty

No

Yes

Yes

Yes

No

No

No

Do you have

evidence?

Yes

No

No

Yes

Tier 4 Notification of Absence Process flowchartTier 4 Notification of Absence form

What is the Tier 4 Notification of Absence form This is a form that had been introduced as a new way to record Tier 4 student absences over two weeks

in length. The form can be found on the compliance website: www.anglia.ac.uk/compliance

Why do we have to use this form? As a sponsor of Tier 4 students, we are responsible for you when you are studying. If you need to take

time away from studies for emergency reasons we need to be justify your absence to UKVI if we are asked. They may contact us when you are travelling or they might request information about your attendance during an audit.

When should I complete the Notification of Absence form? If you are a student, studying with us on a Tier 4 visa, you must use this form to let us know about any

absences during term time for more than two weeks. You will be required to submit evidence with the form to your faculty and your request will be considered by the faculty and the Compliance team. For absences below two weeks, you must still inform the faculty of the reason.

What if my absence is not approved? Approval of absences is at faculty and compliance discretion and only when appropriate evidence is

provided. We will also consider how much time you have had off previously and your ability to catch up with your studies. If you chosse to take time away from studies and your absence have not been approved you will receive attendance warnings and could be at risk of withdrawal from your course.

What sort of evidence should I include with the form? Depending on the reason for the absence you may submit a letter from an NHS doctor, a letter from a

counsellor, a police report, birth certificate, death certificate or other official letter, eg. from a solicitor. These are just some of the evidence that may be accepted. If you have questions, please contact your faculty office. If you don’t have the evidence available, please complete the form and send it to your faculty office and provide evidence when you have it. Absences will not be approved without evidence.

What if I need more than four weeks away from studies during term time? More than four weeks of absences will not normally be approved. In this circumstance you should talk

with your faculty and should think about whether an intermission from studies may be more beneficial.

What if I am unable to complete the form myself? Please contact the International Student Advice Service at [email protected]

Faculty Contact Information

Faculty of Science and TechnologyCambridge location: Coslett 010

Cambridge Email: [email protected]

Chelmsford Location: Marconi 325 ChelmsfordEmai l: [email protected]

Arts, Law and Social SciencesCambridge location: Helmore 245

Cambridge Email: [email protected]

Chelmsford location: Marconi 314Chelmsford emai l: alssat [email protected]

Faculty of Health, Social Care and EducationCambridge location: Young Street Reception

Chelmsford location: Wil liam Harvey Building ReceptionEmai l: [email protected]

Lord Ashcroft International Business SchoolCambridge Location: LAB312

Chelmsford Location: MAB301Emai l: laibs-at [email protected]

Faculty of Medical ScienceCambridge Location: Young Street ReceptionChelmsford Location: PMI Building Reception

Emai l: Sue [email protected]

Yes

Yes

Yes

No