PGR Attendance Monitoring Policy Overview

This policy sets out the expectations and guidance on attendance and engagement monitoring and absence reporting for Postgraduate Researchers (PGRs) and is intended to give staff clarity in relation to the University’s expectations of an effective attendance monitoring and engagement process.

Purpose

1. This document sets out the expectations and guidance on attendance and engagement monitoring and absence reporting for Postgraduate Researchers (PGRs).

Principles and expectations

2. Regular and appropriate attendance is a University requirement as stipulated in the Ordinances and Regulations and the Student Contract. PGRs are required to attend the University unless they are registered on a research degree programme that does not prescribe attendance at the University.

3. PGRs are expected to attend in person for all formal supervision meetings, and other appropriate activities, as required by their Faculty/School for their programme of study and to progress their research. It is recognised that there will be different events and expectations for in-person attendance which reflect the varying nature of research degree study across different Schools and programmes. Examples may include (but are not restricted to): induction events, training courses, research-specific activity (e.g. lab work, seminars, conferences), lectures or other activities associated with any taught modular content. Reasonable adjustments may be agreed and PGRs should contact their Graduate School to discuss these.

4. Formal supervision meetings are expected to take place in person. Supervisory contact may occur by other means (e.g. MS Teams) where a PGR or Supervisor is away from the University during periods of fieldwork, where a PGR has left the UK in the overtime period, or for those on split-site, distance-learning, or collaborative programmes. Online supervision should not be used as a routine substitute for in-person meetings, except in the circumstances outlined above or where this has been agreed as part of a reasonable adjustment. Email is not an appropriate method for conducting formal supervision meetings.

5. In-person attendance expectations should be clearly communicated to PGRs by the Faculty/School and should also be discussed between the PGR and Supervisory team and recorded in the PGR-Supervisor Agreement.

6. PGRs’ attendance and engagement must be monitored across all years and a standard, fair and auditable approach must be taken to ensure equity of treatment. The attendance and engagement of all PGRs must be monitored throughout the research degree candidature, with absence being recorded.

7. A central system, the Graduate Record of Achievement and Development (GRAD), is used to record all PGR engagement in an auditable way, and helps in identifying PGRs who are absent. Under the Code of Practice for Research Degree Candidatures, PGRs and Supervisors are expected to engage with GRAD, ensuring in partnership that there are written records in GRAD of formal supervision meetings, and that absence and location reporting is completed.

8. For PGRs, failure to engage, attend, and progress and/or prolonged or unexplained absence without permission can result in instigation of the Progress Support Process, Fitness to Study or the PGR Non-engagement Process.

Importance of attendance and engagement

9. Attendance and engagement monitoring is recognised as an important element in supporting PGR retention, performance and success. By monitoring PGR attendance and engagement, the University is able to identify PGRs who may require additional academic or pastoral support and implement measures to support and encourage engagement.

10. It is essential that our monitoring and associated reporting are accurate and that our records are accessible to protect our UKVI Sponsor Licence, along with meeting the professional/statutory body requirements for certain programmes of study. Under the requirements of the Home Office and the conditions of the University’s Student Sponsor Licence, the University must report PGRs who fail to complete registration when expected or who are absent without authorisation for a period.

11. Complete and accurate attendance and progress records are required as evidence in student casework and as part of any consideration and determination of student contract complaints and legal cases.

Roles and responsibilities

12. The responsibilities and expectations of PGRs, Supervisors and Schools with respect to commitment to research activity, attendance, engagement and progress reporting, and engagement with GRAD are outlined in detail in the Code of Practice for Research Degrees. They are as follows:

Postgraduate researchers

13. PGRs are expected to engage consistently with their research, maintain regular contact with their supervisors, attend required meetings and training, and keep accurate records of progress, including use of GRAD. They must follow University procedures for recording absence and promptly raise any issues affecting their attendance or progress.

14. PGRs are expected to maintain an appropriate level of engagement with their research, with working hours equivalent to their mode of study as defined in the Code of Practice. PGRs are also expected to undertake relevant academic activities such as training, conferences, and fieldwork.

15. PGRs are expected to engage in regular, in-person supervision throughout their candidature, as defined in the Code of Practice. Meetings should normally take place in person and be formally recorded in GRAD. Supervisory contact must continue across all stages of the candidature, including the standard period, overtime, examination, and any referral period.

Supervisors

16. Supervisors are responsible for providing appropriate supervisory support, meeting regularly with PGRs across all stages of the candidature, and monitoring their progress and engagement. They must maintain accurate records, ensure key milestones are met, and escalate concerns about attendance, engagement, wellbeing, or progress in a timely manner.

17. Supervisors must report to the Director of PGR Studies and Graduate School where there has been no contact with a PGR, or missed supervision meetings, for one month (unless absence has been formally authorised), or where there is a pattern of absence affecting progress or raising wellbeing concerns.

Faculties and Schools

18. Overall responsibility for ensuring appropriate attendance and engagement recording rests with the Dean of Faculty. This responsibility may be delegated, via the Faculty Graduate School Committee, to Schools or other appropriate units, including the Head of School, Head of Graduate School, and Director of PGR Studies (DPGRS).

19. Faculties and Schools, supported through the Graduate Schools, must have procedures in place to contact PGRs who fail to attend required engagement or attendance activities without authorisation. The Director of PGR Studies or Graduate School should contact the PGR promptly to explore any issues, in consultation with Doctoral College Operations where appropriate. This allows for early resolution of concerns and identification of more serious issues. Actions may include consideration of suspension, PSP, or Fitness to Study. These procedures will involve the Head of School and/or the Director of PGR Studies. As evidence of these processes may be required for Home Office audit, accurate and accessible records must be maintained. The Director of PGR Studies will normally act as the first point of contact for such information.

20. Any significant concerns regarding adherence to attendance and engagement processes, or UKVI compliance, will be escalated to the Head of School.

Attendance and engagement monitoring

21. The procedures which support this Attendance and Engagement Monitoring Policy are set out in the Annex.

22. The attendance of all PGRs must be monitored throughout the research degree candidature, with absence being reported. The monitored attendance sessions must include all formal supervisory meetings as well as progress reviews (First Formal Progress Report, Transfer and Annual Progress Reviews), the thesis submission and final viva. Other appropriate events may include (not exhaustive): induction events, lectures or other activities associated with any taught modular content, University training courses, and annual meeting with the Director of PGR Studies.

23. The Graduate Record of Achievement and Development (GRAD) is the online system used by all PGRs, Supervisors, Directors of PGR Studies and the Doctoral College to support PGR processes, including engagement and attendance monitoring. It is used for a wide range of tasks including organising and recording supervision meetings, recording all progress monitoring meetings, thesis submission, and managing requests for authorised absence, suspension of study or change of study location. This provides an accurate, auditable, and accessible record of PGR attendance and any absence.

24. Graduate Board emphasises the importance of engaging with GRAD, maintaining accurate records of location, absence, and supervision meetings, and ensuring these are signed off in a timely manner. This is to ensure that University records are robust and accurate, support wellbeing and monitoring activities, and meet visa-related requirements.

25. Any absences from study must be authorised by the School and recorded in GRAD under one of the recognised absence reporting routes: Suspension of studies, authorised absence or annual leave. Unauthorised absences from study may lead to instigation of the Progress Support Process, Fitness to Study or lead to a PGR being considered under the PGR Non-engagement process.

26. Schools may approve periods of study outside the University on academic grounds during the standard period of study. A Change of Study Location Workflow must be completed before any period of study away from Leeds commences so that the University is informed of the dates and location of study for support and UKVI reporting purposes.

Statutory and compliance requirements

27. The University has a duty to comply with statutory obligations in relation to attendance and engagement. These obligations include, but are not limited to:

For international students who have a student visa, the University is required to demonstrate compliance with the requirements of the visa. Where it is identified that a student visa holder is not attending and engaging with their studies, the University, as the sponsor, has a responsibility to report this to the Home Office.
Programmes accredited by professional, statutory, or regulatory statutory bodies (PSRBs) may have their own attendance and engagement requirements, which must be met to fulfil the standards of their programme. Further information on specific requirements for individual programmes will be provided by the relevant Programme Team.
For students in receipt of statutory funding (including Doctoral Loans) the University is required to report accurate information to meet our statutory financial obligations, including but not limited to: the Programme of study being undertaken; Tuition Fees; Registration and Attendance; Changes affecting eligibility; Suspension and withdrawal.
International Sponsors and other Funding bodies require statements of attendance.

Version details

Approved by: Graduate Board
Date approved: June 2026
Author: Doctoral College Operations
Version 5.0