PGR Attendance Monitoring Policy  Non-engagement and steps leading to presumed withdrawn

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, 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 Line. 

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 (e.g. authorised absence, suspension of studies) that might be needed. The PGR should also be invited to a Meeting under the Progress Support Process. This may also be supplemented by other contacts e.g. 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 formal Presumed Withdrawn process to be instigated.   

A School may only instigate presumed withdrawn process where a PGR has been absent from studies without authorisation for more than 4 weeks, and where no response is received to at least three written communications from the School, team messages or to invitations to a meeting under the Progress Support Process.  
 
A recommendation for presumed withdrawn must be forwarded from the Director of PGR Studies to the Doctoral College Operations  (DCO) P&E team. A template for this provided, and in sending forward a request the template will require confirmation that:  

• The PGR has been absent without authorisation for more than four weeks.  
• The Supervisor/s have confirmed that there has been no contact and/or missed supervision meetings with the PGR (where the PGR has not contacted their Supervisor/s (or responded to their emails). 
• There is an unauthorised and unexplained absence with no record of engagement via supervision meetings during the period of absence or a record of engagement with other attendance/engagement points, for example progress reviews or training events; and  
• There is no evidence of absence recording submitted by the PGR (for example a suspension request or a request for an authorised absence or annual leave); and  
• Advice has been sought from Duty Line. 
• At least three communications in writing via email  with a read receipt have been sent to the PGR’s University email by the Graduate School regarding engagement; and  
• At least two communications via Microsoft Teams have been sent to the PGR by the Graduate School regarding engagement; and  
• At least one email has been sent to the PGR’s personal email address (if held); and  
• The PGR has failed to respond to any communications from the Graduate School; and  
• The Graduate School has recorded in writing an attempt to reach the PGR by arranging a MS Teams appointment under the Progress Support Process.   
• There has been no contact with other parties (Supervisor or Director of PGR Studies) since the absence was first reported.  
• Details of any other attempted contacts (e.g. other emails or telephone calls). 

These are the minimum steps that must have taken place before a presumed withdrawn recommendation can be made, however these may be preceded and/or supplemented by additional contacts from the Supervisors, and/or Graduate School or Director of PGR Studies. On receipt of a presumed withdrawn recommendation DCO (P&E) will:

• Send a final communication to the PGR.
• If no response is received from the PGR within 10 working days, check whether any contact has been made with the Graduate School or Supervisor, or if any absence or other workflows have been started in GRAD.
• If no response or contact from the PGR is confirmed, DCO will update the Banner student record to permanent leaver within 5 working days.
• For PGRs on a Student Visa, DCO will notify UKVI of the withdrawal within a further 10 working days.
• For PGRs on a Student Visa, DCO will send a letter to the PGR confirming the report to UKVI, with actions needed and signposting to support.

There is a process to allow Schools to support and apply for reinstatement of registration following presumed withdrawn, should a PGR resume contact after the withdrawal has been actioned (up to 2 years after withdrawal).

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: 10 working days.

Second written contact regarding engagement

• Sent by: Graduate School
• Contact routes: University email and Teams and prompt to personal email
• 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: 10 working days.

Third written contact regarding engagement

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

Final written contact regarding engagement

• Sent by: DCO
• Contact routes: University email and prompt to personal email
• Purpose of email:
  • Confirm presumed withdrawn instigated – final reminder
  • Pastoral support
  • Options for authorised absence/suspension
  • Visa signposting
• Timescale for the PGR to respond: 10 working days.

Fifth contact

• Sent by: DCO
• Contact routes: Personal email
• Purpose of email: UKVI report letter
• Timescale for the PGR to respond: N/A.