PGR Attendance Monitoring Policy Principles
This document 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.
1. Attendance and engagement monitoring is recognised as an important element in supporting Postgraduate Researcher (PGR) retention, performance and success. Recording and monitoring attendance and engagement is crucial in supporting our duty of care to PGRs, allowing for timely and appropriate interventions.
2. Monitoring of attendance and engagement has been a University requirement for many years. Regular and appropriate attendance is a University requirement as stipulated in section ‘X – Research Degrees’ in the University Curricular Ordinances and Regulations.
3. The attendance and engagement of all PGRs must be monitored throughout the research degree candidature, with absence being recorded. The monitored attendance and engagement 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.
4. PGRs are required to attend the University unless on a prescribed research degree programme which does not include an expectation for attendance at the University as a requirement of the programme. 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.
PGRs are expected to attend in person for all formal supervision meetings (with exceptions as defined under paragraph 14 under the section “Expectations for Research Degree Candidatures” in the Expectations and responsibilities under the Code of Practice page), and other appropriate activities, as required by their Faculty/School for their programme of study and to progress their research. 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.
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 Supervision Agreement. Reasonable adjustments may be agreed and PGRs should contact their Graduate School to discuss these.
5. PGRs attendance and engagement must be monitored across all years and a standard, fair and auditable approach taken to ensure equity of treatment.
6. 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.
7. The responsibilities and expectations of the supervisors, the PGR, and the School and Graduate School with respect to commitment to research activity, attendance, engagement and progress reporting, and engagement with GRAD are outlined in the Code of Practice for Research Degrees.
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 presumed withdrawn process.
9. The operational arrangements which support PGR attendance and engagement monitoring are described in more detail in the separate PGR Standard Operating Procedure for Attendance Monitoring.
10. 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. It is essential that our monitoring and associated reporting is 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.
12. Complete and accurate attendance and progress records are required as evidence in student case work and as part of any consideration and determination of student contract complaints and legal cases.
Version details
- Approved by: Graduate Board
- Approval Date: October 2024
- Author: Doctoral College Operations
- Version 4.0