Engagement and attendance policy

Next review update: July 2025

Policy owner: Academic Registry

1. Introduction and scope

1.1 The University of Gloucestershire is committed to an academically challenging and supportive environment giving our students the best opportunity to succeed on their programme. Central to this commitment is the recognition of the link between student success and their on-course engagement and attendance, with good engagement/attendance tending to lead to better outcomes. In addition, poor engagement/attendance can be an indicator that a student may need support with their wellbeing to achieve success.

1.2 It is the intention of this policy to provide a framework for identifying students who may require additional support to complete their studies and to specify when interventions take place.

1.3 Students in receipt of public funding, inclusive of student loans, must be in attendance to be eligible to receive said funding.

1.4 The policy defines ‘engagement’ and ‘attendance’ and describes the expectations on students, and what actions may be taken by the University if a student fails to meet those expectations. It applies to all students enrolled on a taught programme delivered by the University of Gloucestershire. It does not apply to:

• Students who are studying toward an award delivered by a partner institution, who will be subject to the equivalent policies of that institution.
• Postgraduate Research students who should refer to the Academic Regulations for Research Degrees Provision for details on the maintenance of good engagement with their programme of study.

1.5 The policy forms part of the University’s overall academic framework and as such should be read in conjunction with other relevant policies and regulations. Any deliberate attempt by a student to circumvent this policy will be treated as a disciplinary matter and the Student Disciplinary or Professional Suitability policies may be enacted.

2. Definitions

2.1 ‘Attendance’ includes the activity of being present, whether on campus or online, at scheduled synchronous learning, teaching and other activities as required by the module and/or course. Students are expected to arrive at learning activities punctually and remain present for the duration. Learning activities may include:

• Physical attendance at face-to-face scheduled teaching and/or other learning events (e.g. lectures, seminars, laboratory sessions, tutorials, fieldtrips and examinations);
• Virtual attendance at synchronous teaching and/or other learning events (e.g. video conferencing of live sessions, synchronous participation in an online forum and online examinations);
• Attending meetings with Personal Tutors or other designated staff.

2.2 ‘Engagement’ includes participation in guided independent or group study activities, assessment and feedback, and any other activities required, including:

• Submitting assessments by the agreed deadline;
• Accessing and/or interacting asynchronously with module materials, including viewing recap recordings and completing tasks in virtual learning environments.

3. Unexpected absences

3.1 The University accepts that on occasion it may not be possible for a student to attend all scheduled teaching activities. Where a student is unavoidably absent, they must advise the appropriate Module Tutors and their Personal Tutor/Course Leader that they will be absent for a short period.

3.2 All published assessment submission dates will stand regardless of the student’s absence. The Extenuating Circumstances Procedures should be followed where a student requires an extension.

3.3 It is the student’s responsibility to catch-up missed sessions. Staff are not required provide additional support to students who do not attend learning activities.

3.4 Unexpected absence for students studying under a Student Visa is subject to the stipulations in  ‘Attendance and Engagement Monitoring for students on a Student Visa’ (student/staff login required).

4. Monitoring engagement and attendance

4.1 Amongst other things, monitoring student engagement and attendance enables the University to:

• Improve retention and student wellbeing;
• Increase student commitment to the course and improve academic outcomes;
• Mitigate against the impact that low participation has on a student cohort;
• Support the University in meeting its obligations to stakeholders including UKVI, relevant Professional Statutory Regulatory Bodies (PSRB), student finance providers, Ofsted, Education and Skills Funding Agency and the Office for Students.

4.2 Student engagement and attendance data will be used by University staff to supplement knowledge of student activity and will not be used as the sole basis for an intervention.

4.3 Interventions are described below, noting that some students are subject to different standards to meet PSRB or UK Home Office stipulations. See appendix A for a list of courses within the School of Health and Social Care, where there is a minimum required absence requirement.

4.4 Student activity will be monitored throughout the academic year by Personal Tutors and other staff with responsibility for student wellbeing. Following a review of the attendance and engagement data, the following action may be taken:

• 4.4.1 Students recorded as having missed a short series of scheduled sessions will be reminded of their responsibilities to attend and engage in studies.
• 4.4.2 Students recorded as having missed significant series of scheduled sessions or are recorded as having not met the submission deadline for up to 2 assessments will be required to meet with their Personal Tutor (or other appropriate staff) to discuss underlying reasons for non-submissions/attendance and plan support to catch up.

4.5 The University’s Instigated Withdrawal Procedures will be initiated for any student who:

• 4.5.1 Fails to submit 3 or more assessments by the expected due date.
• 4.5.2 Is deemed to have disengaged following a review of their activity.
• 4.5.3 Does not respond to meeting requests in relation to 4.4.2

4.6 The University will immediately instigate stage 3 of the Instigated Withdrawal Procedures for any student who, following enrolment, fails to attend a scheduled teaching session within the first teaching week of their course of study. This does not apply to authorised late arrivals.

Appendix A

The following courses in the school of Health and Social Care have specific attendance requirements to satisfy professional registration:

BSc (Hons) Diagnostic Radiography – 80% attendance theory, 100% attendance practice

BSc (Hons) Occupational Therapy – 80% attendance theory, 100% attendance practice

BSc (Hons) Operating Department Practitioner – 80% attendance theory, 100% attendance practice

BSc (Hons) Physiotherapy – 80% attendance theory, 100% attendance practice

MSc Physiotherapy – 80% attendance theory, 100% attendance practice