PGR Attendance Monitoring Policy  Non-engagement process

Detailed guidance if you have concerns about the health and wellbeing of a PGR  is available on the Doctoral College SharePoint, including advice on the Student Counselling and Wellbeing emergency and duty pathways. 

Where a PGR has an unexpected unexplained absence; for instance, failure to attend a supervision meeting or absence from the lab/shared working space without explanation, it is expected that the Supervisor would make contact with the PGR to check-in, reschedule any missed meetings and, if necessary, signpost the PGR to the relevant support services or to the Graduate School.  

Where there may be recurring periods of short, unexplained absence the Supervisor should flag any concerns with the Director of PGR Studies and/or Graduate School who may want to arrange a meeting with the PGR to identify any underlying issues and support that might be needed.  It may for example be appropriate to consider a suspension of studies, instigating the Progress Support Process (PSP) or the Fitness to Study Process. 

If it becomes clear a PGR is no longer engaging with their programme, and where they are not in contact, or have not returned from a period of suspension or completed registration, this should be addressed using the formal steps outlined below.  
 
Graduate Schools should always contact the Student Counselling and Wellbeing Duty Service who can provide consultation and consideration of next steps (where an emergency response is not required – there is a separate emergency response pathway). The next steps may vary depending on any advice given by Duty Service. 

Where it becomes clear a PGR is no longer engaging with their programme and where they are not in contact, this should be addressed using the steps outlined in the SOPAM. A series of communications will be sent by the school to register concerns with engagement, but with the aim of re-establishing contact to explore the reasons for absence and support or other actions (eg authorised absence, suspension of studies) that might be needed. The PGR should also be invited to a Meeting under the Progress Support Process. A hard copy letter to the UK home and/or term-time address should be sent. This may also be supplemented by other contacts eg telephone. 

Where the PGR responds, and depending on the nature of the individual circumstances, they may be directed towards support services, or an authorised absence or suspension of studies may be needed. In some cases the Progress Support Process may be continued or the Fitness to Study process may need to be followed. 

Where no response is received, and where a prolonged absence continues, it will become necessary for the case to be escalated to the Duty Service. Duty Service will contact the PGR and liaise with the Graduate School over steps taken or actions needed.  

The following are the minimum contacts that must have taken place before a presumed withdrawn recommendation can be made, however these will often be preceded and/or supplemented by additional, informal, contacts from the Supervisors, and/or Graduate School or Director of PGR Studies.

First written contact regarding engagement

• Sent by: Graduate School
• Contact routes: University email and Teams
• Purpose of email:
  • Note engagement concern
  • Pastoral support
  • Options for authorised absence/suspension
  • Invitation to a support meeting
• Timescale for the PGR to respond: up to 10 working days.

Second written contact regarding engagement

• Sent by: Graduate School
• Contact routes: University email and Teams and prompt to personal email and telephone call. 
• Purpose of email:
  • Continued engagement concern
  • Pastoral support
  • Options for authorised absence/suspension
  • Note that presumed withdrawn may be instigated
  • Visa advice and signposting
• Timescale for the PGR to respond: up to 10 working days.

Third written contact regarding engagement

• Sent by: Graduate School
• Contact routes: University email and personal email and hard copy letter.
• Purpose of email:
  • Continued engagement concern
  • Notify escalation to Duty Service
  • Presumed withdrawn to be instigated
  • Pastoral support
  • Options for authorised absence/suspension
  • Visa signposting
• Timescale for the PGR to respond: N/A

Duty contacts

• Sent by: Student Counselling and Wellbeing Duty Service
• Contact routes: Student Counselling and Wellbeing Duty Service will follow up with the PGR and liaise with the Graduate School regarding the next steps.
• Timescale for the PGR to respond: N/A.