8. Attendance and Withdrawal
What are the attendance regulations?
What if I have not touched in using my ID card but was in attendance?
What if I am late for my class?
What if I am ill?
I will not be able to make my class but have asked my friend to touch in for me; is this okay?
Will I have to pay for my module and will I lose my opportunities if I am withdrawn?
Will you notify me if my attendance is deemed poor?
Are there any circumstances under which I can appeal?
What are examples of circumstances which might normally be regarded as extenuating circumstances?
What are examples of circumstances which would not normally be regarded as extenuating circumstances?
Is there really no point in appealing against withdrawal unless the circumstances really are serious, unpredictable, and unpreventable?
Where should I go for advice on whether I have grounds to appeal?
I still want to appeal how do I go about it?
I’m completing the form what must I do to ensure that it is completed correctly?
I want to return to my programme after being withdrawal for poor attendance; is this possible?
I am an International Student does these rules apply to me?
What are the attendance regulations?
The School strictly adhere to the University’s Attendance Regulations which state that students who are absent from classes or other prescribed activities on:
- 3 consecutive weeks or
- Whose attendance falls below 75% at anytime in the semester
Will be deregistered from their module and if they are deregistered from 2 or more modules they will be withdrawn from their programme.
What if I have not touched in using my ID card but was in attendance?
You will be recorded as having not attended if you have not touched in within the first 10 minutes of the lesson starting , it is your responsibility to ensure that you have done so.
What if I am late for my class?
You must arrive punctually; if you have not arrived within the first ten minutes you will not be allowed access to the lecture and will be counted as having not attended this session. This is irrespective of why you are late, unless an exceptional prior agreement has been made with your lecturer.
What if I am ill?
- If you’re not able to attend you should notify the Helpdesk by email hsbhelp@uel.ac.uk , ensuring that you quote your student number, module(s) that you will miss. However, this will still be counted as non attendance.
- All non attendance will be counted as such, however, under extremely exceptional circumstances dispensation may be granted to remain on a module when you have fallen outside of the attendance policy by one session. This must be documented with verifiable evidence and will be dealt with on a case by case basis through the appeal process detailed below.
I will not be able to make my class but have asked my friend to touch in for me; is this okay?
No student should touch-in for another student, anyone caught doing so will be investigated for fraud. Spot checks may be carried out during taught sessions once the attendance cards have been scanned.
Will I have to pay for my module and will I lose my opportunities if I am withdrawn?
This depends on what stage of the semester you are withdrawn. Please see the table below which shows the affects of withdrawal at different stages in the semester.
| Semester | Week | Fees Payable | Action Taken | Affect on Opportunity |
| A | 3 | No | Warning email sent | none |
| A | 4 | No | De-register from module | none |
| A | 7 | Yes | Withdrawn from module | Lose Opportunity |
| B | 19 | No | Warning email sent | none |
| B | 20 | No | De-register from module | none |
| B | 23 | Yes | Withdrawn from module | Lose Opportunity |
Will you notify me if my attendance is deemed poor?
- Yes the Helpdesk will email all students in Week 3 of Semester A and Week 19 of Semester B warning them that attendance is being monitored and of the attendance regulations.
- If you have still not attended any sessions in Week 4 of Semester A or Week 20 of Semester B you will be removed from the module. A letter will be sent to you informing of the removal from the module(s). If you’re a full time student and removed from more than one module, you will automatically be withdrawn from the programme.
- If you miss two consecutive weeks at any point throughout the Semester you will be sent a warning email to your UEL email address and a letter will also be sent out to your term time address. If you miss three consecutive weeks at any point throughout the Semester you will be removed from the module, a letter will be sent to your contract address confirming this as well as a further email being sent to your UEL email account.
- If you miss three sessions at any point throughout the Semester you will be sent a warning email to your UEL email account.
- If you miss a fourth session at any point throughout the Semester you will be removed from the module.
Are there any circumstances under which I can appeal?
An appeal can only be made on the following grounds:
If you have missed one of the weeks through extenuating circumstances. Such circumstances occur rarely and would normally be;
- Unforeseeable – in that you could have no prior knowledge of the event concerned, and
- Unpreventable – in that you could do nothing reasonably in your power to prevent such an event, and
- Is expected to have a serious impact on your performance
You are expected to make reasonable plans to take into account commonly occurring circumstances such as transport problems.
What are examples of circumstances which might normally be regarded as extenuating circumstances?
It is impossible to define a complete list but here are two examples
- a serious personal illness (which is not a permanent medical condition – this is governed by disability procedures): For example, an illness requiring hospitalisation over the examination period such as appendicitis.
- the death of a close relative at the time of absence.
What are examples of circumstances which would not normally be regarded as extenuating circumstances?
Once again it is impossible to define a complete list but here are some examples
- minor illnesses - even if covered by medical certificates. As stated above these may have some impact but not a serious impact and so would not be regarded as extenuating circumstances.
- transport problems. Once again you need to plan for this possibility.
- moving house. This is predictable.
- holidays. This is predictable.
- inadequate planning, organisation or time management.
- misreading of timetables.
- family, work, social, financial or other general problems. This is a large list but covers the sorts of things normally we all have to deal with in everyday life and would not be regarded as extenuating circumstances; we just have to work on through.
Is there really no point in appealing against withdrawal unless the circumstances really are serious, unpredictable, and unpreventable?
That is correct.
Where should I go for advice on whether I have grounds to appeal?
You should contact the School of Health Sport & Bioscience for advice on 0208 223 4163.
I still want to appeal how do I go about it?
- You will need to complete the appeals against withdrawal form on UEL Plus within 5 working days of the letter being sent.
- You will need to be able to provide verifiable documentary evidence to substantiate your appeals. Examples of evidence that will be accepted are; a hospital admission certificate, death certificate or order of service.
- A panel made up of your Module Leader, Programme Leader / Field Leader and a Student Representative will then make a decision on your case.
- The case will be decided solely upon the evidence provided in your Appeal against Withdrawal Form.
- You will be notified of the panel’s decision in writing to your UEL email account within 5 working days.
I’m completing the form what must I do to ensure that it is completed correctly?
- The Information provided in your form will be the basis of further investigation (where required) and will be referred by the appeal panel.
- Appeals will normally fail unless supported by documentary evidence. It is your personal responsibility to ensure that one copy of ALL documentary evidence relating to your case is attached to the Appeal form.
- You must supply information for all fields marked with an asterisk (*) or your claim will fail – if we don’t have enough information, we can’t process your claim.
- Appeals must be completed within 5 working days of withdrawal from a module.
I want to return to my programme after being withdrawal for poor attendance; is this possible?
- If you have been withdrawn from their programme of study as a consequence of being withdrawn from two or more modules due to poor attendance you will need to reapply if you wish to return to study at UEL.
- UEL are under no obligation to readmit students who have been withdrawn for poor attendance and records will be checked.
- If you are reapplying you should submit a clear supporting statement with your application detailing any particular circumstances which caused your previous attendance issue; this will then be taken into consideration when assessing your suitability for readmission.
I am an International Student does these rules apply to me?
- If you are an international student in the UK on a Tier 4 Student Visa whose attendance falls outside of the University’s Attendance Policy you will be dealt with in accordance with the above Attendance Policy for all students.
- However, should the withdrawal from one or more modules equate to your status changing from Full- to Part-Time you will not be fulfilling the terms and conditions of your Tier 4 student visa and may consequently be withdrawn from your programme. In which case the UK Border Agency will be notified that you are no longer studying with us and you will need to return to your home country.
- There may be visa and or financial implications for International Tier 4 Visa students who take longer to complete their programme due to removal from modules for poor attendance; you should contact should contact the International Student Advice team at isa@uel.ac.uk for further advice.
- If you are an international student who has been withdrawn you cannot retrospectively be re-enrolled without re-applying and going through the admissions process for the next intake. Depending on the circumstances of your withdrawal you may not necessarily be allowed to resume your studies with us.
- If you are a new international student who has arrived in the UK, or are already resident in the UK, but do not start their studies with us, you will forfeit your 50% non-refundable deposit on your tuition fees.
- We are required to report to the UK Border Agency students who do not fulfill their obligations as a student including, inter alia, attendance at lectures, seminars and tutorials, meeting assessment deadlines. As an international student you should ensure that all periods of absence are notified to the School Registrar / International Support Officer in advance, or in the case of sickness, as soon as possible. Failure to do so may affect your student visa. Our procedures are in line with UK Border Agency’s Policy Guidance for Tier 4 which may be subject to change without notice.
