PGR Attendance Monitoring Policy  Procedures

23. The detailed operational procedures which support this Attendance and Engagement Monitoring Policy are set out in a Standard Operating Procedure for Attendance Monitoring (SOPAM) for Postgraduate Researchers. This describes the operational procedures for monitoring PGR attendance and engagement in place across the Doctoral College and Academic Schools, including supervision meetings and formal progress reports, PGR and Staff responsibilities, absence reporting arrangements, change of study location and registration requirements. All PGRs are required to re-register each year within 4 weeks of the anniversary of their start date, or within 4 weeks of the end of a period of suspension. Details and deadlines for registering are published each year on the Students website. If PGRs are unable to register before the registration deadline date they must discuss their next steps with the relevant department and their Graduate School as a priority.
 
24. 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 include induction events, University training courses, and annual meeting with the Director of PGR Studies. Further details on the attendance sessions agreed by Graduate Board as suitable for recording and monitoring purposes for PGRs are set out in more details in the SOPAM.  
 
25. The importance of engaging with GRAD and keeping good location, absence and supervision meeting records and ensuring that they are signed off in a timely manner is emphasised by the Graduate Board, to ensure that University records are robust, accurate, facilitate support and wellbeing activities, and meet visa-related responsibilities.  

26. Any absences from study must be authorised by the School and recorded in GRAD under one of the recognised absence reporting routes: Unauthorised absences from study may lead to instigation of the Progress Support Process, Fitness to Study or lead to a PGR being presumed withdrawn. 

• Suspension of studies: A “suspension” is a period of more than one month when a PGR temporarily leaves the programme. During a period of suspension a PGR is not expected to progress their research. Suspensions will not normally be backdated for more than one month. Further advice is available in the suspension and extension policy.
• Authorised absence: An authorised absence is a short period of approved absence in addition to any period of annual leave. Schools may authorise absence/s up to four weeks in any one calendar year. In exceptional circumstances, an absence can be approved for a maximum of 8 weeks by the UKVI Student Immigration Compliance Manager, on the understanding that the absence can be absorbed into the overall candidature. During a period of authorised absence the PGR remains registered but is not expected to progress their research. It is expected that the absence can be absorbed into the overall candidature, and the time away from studies must have no impact on the PGR’s ability to meet the final thesis submission deadline.
• Annual leave: PGRs are entitled to annual leave (26 days for full time PGRs; equivalent to 16 days pro-rata for part time PGRs on 0.6 FTE or 20 days for 0.75 FTE), plus the university closed days.

27. Periods up to 12 months study outside the University during the standard period of study can be approved by the School. Further guidance on the process for periods exceeding 12 months is set out in the Doctoral College SharePoint. Academic engagement and progress monitoring arrangements should continue during periods of study away from the University.

28. The University is only able to continue to sponsor a PGR under the Student Visa route for study away from Leeds during periods of approved fieldwork or if the PGR is in their overtime period. A Change of Study Location Workflow must be completed so that the University is informed of the dates and location of study for UKVI reporting purposes. Applications for change of study location made on other grounds (for example, for personal, family or health reasons) during the standard period of study should be managed under authorised absence, annual leave or suspension of studies processes.

29. 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 and accurate, auditable, and accessible record of PGR attendance and any absence. Further detail is set out in the Standard Operating Procedure for Attendance Monitoring.

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 in order 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.

• Code of Practice for Research Degree Candidatures
• Suspension and Extension Policy and Guidance 
• Progress Support Process 
• Fitness to Study Procedure
• Ordinance X. Research degrees  
• Student Contract