Engagement and Attendance Monitoring

The University is required to monitor engagement and attendance during Dates of Term.

All students are expected to engage fully with their course of study by attending all

scheduled teaching activities and engaging regularly with online teaching and learning

resources.

The University has a duty to ensure that students holding a Student Visa engage with their studies in order to maintain their visa and to abide by the Student Visa rules.

Due to the changes in teaching made due to the Coronavirus Pandemic, the University has made adjustments to how students’ engagement is monitored. The full Engagement and Attendance policy can be read Student Engagement and Attendance Monitoring Policy.

You are advised to read the full policy but the main points are laid out below according to course type.

 

Undergraduate Student on a Student Visa...

The university is not required to monitor your attendance during recognised vacation periods, Christmas Vacation, Easter Vacation and Summer Vacation. It is your responsibility to be aware of the dates of term.

Engagement with the following teaching activities and online learning resources will be monitored:

  • Timetabled teaching activities (including: lectures, seminars, practicals tutorials). Physical attendance evidenced by AberCard swipe or virtual;
  • Virtual Learning Environment (Blackboard);
  • Lecture capture (Panopto);
  • E-submission of coursework and assignments;
  • Examinations (including online examinations and alternative methods of assessment).

The minimum engagement requirement is three instances of engagement with the above listed activities or resources each week (for these purposes, a week is defined as Monday-Sunday). Each instance of engagement will count as a contact point up to a maximum of three contact points each week. The three instances of engagement must be on separate days to register as contact points.

The Compliance Team will email students who have not registered any contacts in a week to offer support and to establish any errors in the engagement data.

If a student misses 6 contact points (2 weeks non-engagement) the escalation policy as laid out in Student Engagement and Attendance Monitoring Policy will be followed and the students visa may become at risk if non-engagement continues.

As well as meeting the 3 contact points per week threshold, the Compliance office will monitor the engagement of all Student Visa students and where students are studying via blended learning (mixture of in person and online teaching) a minimum of 2 in person teaching activities must be evidenced per rolling 4 weeks. Where a student has only engaged online for 2 weeks, the Compliance Office will contact the student to account for this and to ensure that they resume in person attendance within the next 2 weeks.

Postgraduate Taught Student on a Student Visa...

The university is not required to monitor your attendance during recognised vacation periods, Christmas Vacation, Easter Vacation and Summer Vacation. It is your responsibility to be aware of the dates of term.

Engagement with the following teaching activities and online learning resources will be monitored:

  • Timetabled teaching activities (including: lectures, seminars, practicals tutorials). Physical attendance evidenced by AberCard swipe or virtual;
  • Virtual Learning Environment (Blackboard);
  • Lecture capture (Panopto);
  • E-submission of coursework and assignments;
  • Examinations (including online examinations and alternative methods of assessment).

The minimum engagement requirement is three instances of engagement with the above listed activities or resources each week (for these purposes, a week is defined as Monday-Sunday). Each instance of engagement will count as a contact point up to a maximum of three contact points each week. The three instances of engagement must be on separate days to register as contact points.

The Compliance Team will email students who have not registered any contacts in a week to offer support and to establish any errors in the engagement data.

If a student misses 6 contact points (2 weeks non-engagement) the escalation policy as laid out in the Student Engagement and Attendance Monitoring Policy will be followed and the students visa may become at risk if non-engagement continues.

As well as meeting the 3 contact points per week threshold, the Compliance office will monitor the engagement of all Student Visa students and where students are studying via blended learning (mixture of in person and online teaching) a minimum of 2 in person teaching activities must be evidenced per rolling 4 weeks. Where a student has only engaged online for 2 weeks, the Compliance Office will contact the student to account for this and to ensure that they resume in person attendance within the next 2 weeks.

Note: During the non-teaching period, (June to September), you are required to meet with your supervisor / tutor at least once a month to discuss your progress. If you wish to complete your dissertation in your home country, you must request this formally from your department who will need to approve this. If approved, you must provide a copy of your flight details before you leave. Your visa will be curtailed but you will remain an Aberystwyth University student until the end of your registration.

Postgraduate Research Student on a Student Visa...

PGR students must meet with their supervisors at least once a month to discuss their progress. This meeting should take place in person within the first 3 weeks of the month.

Please note that changes to UKVI rules mean that only evidence of a face-to-face meeting is acceptable in the academic year 2021/2022. If your 1st supervisor is not available to conduct a meeting you must contact your 2nd supervisor and contact the Compliance Office to say you are having difficulty arranging a meeting. It is essential that you have an in person meeting each month or you will risk losing your visa.

Supervisors must email their Departmental Compliance contact by the 23rd of the month to confirm that a meeting took place. The email must include the student’s name, the date of the meeting and a brief summary statement of the content discussed.

The assessment form completed by the student for the Postgraduate Research Monitoring Committee (held in June, September and January) is recognised by the University as a contact point for Home Office purposes. A copy of this must be sent to the Compliance office if it is to be used as proof of engagement for the months in question.

If a student or supervisor does not provide proof of engagement by the end of the month the escalation policy as laid out in the Student Engagement and Attendance Monitoring Policy will be followed and the students visa may become at risk.

Postgraduate Research students must be in Aberystwyth for 44 weeks per academic year. Your vacation must be taken when appropriate in line with your research and any teaching events. This must be recorded as an authorised absence.

Postgraduate Research Student on a Student Vsa conducting Fieldwork...

The Compliance Office must inform the Home Office within ten (10) working days if you leave the university to undertake fieldwork as you will no longer be in Aberystwyth for the duration of your fieldwork. This does not have any impact on your student visa. It will be recorded as a ‘change in study location’ by the home office for information purposes only. You must notify the Compliance Office as soon as soon as your request to conduct Fieldwork has been approved by your supervisor.

You are expected to continue to be in contact with your supervisor. This should be via email and you should continue to discuss your work, and where possible attach evidence of this work. This email should be forwarded, by your supervisor, to the Compliance Office (compliance@aber.ac.uk) and is used as a monthly contact point.

Student Visa holder on Exchange Programme/Study Abroad

You will need to obtain a signature every month from your contact at the partner institution on the Exchange/Study Abroad Attendance Monitoring Form. This can be obtained from the Compliance Office.

You will be responsible for forwarding this form to your home department and the Compliance Office at Aberystwyth University every month.

You must send the form before the end of each month.

Failure to do so will result in an unauthorised absence and may put your Student Visa at risk.

Note: You must speak to the Compliance Office (compliance@aber.ac.uk) before you begin your programme.

Student Visa holder undertaking split site study

Before you leave for your external organisation, you must provide your department and the Compliance Office (compliance@aber.ac.uk) with the following:

  • Departure Date (provide flight booking confirmation)
  • Name of Organisation (where you are undertaking your external study)
  • Name of your external supervisor
  • Date of your return to Aberystwyth

You must obtain the signature of your external supervisor using the Split Site Study Attendance Moitoring Form.  This can be obtained from the Compliance Office.

You must maintain email contact with your Aberystwyth University Supervisor to discuss the work you are undertaking.

You must email a copy of your split site study attendance form along with evidence of contact with your AU supervisor to your academic department every month, before the end of the month.

Student Visa holder on Work Placement

You need to email the Compliance Office before your placement begins with the following details:

  • Name of the organisation offering work placement
  • Address of the organisation
  • Reason why this is necessary as part of your course
  • Start and end dates of your placement

You need to obtain the signature of your employer every month and record it on the Work Placement Attendance Monitoring Form provided by the Compliance Office.

You need to email a copy of your attendance form to your department and the Compliance Office before the end of the month, every month that you are away.

What to Do if I am unwell?

If you are unwell and this means that you are not able to meet the minimum requirement of 3 contact points in a week, please notify your Department and also the Compliance Office so that this can be taken into consideration.

If you are a PGR student, you may rearrange your monthly contact meeting with your supervisor's agreement, so long as you meet with your supervisor within the given month.

If you expect your absence will be prolonged, you may wish to consider a Temporary Withdrawal. This would mean the Home Office would be informed, you must return to your home country, your visa will be curtailed, and you may reapply when you are well. If you wish to discuss this option, please do not hesitate to contact your International Student Advisor (immigrationadvice@aber.ac.uk).