Authorised Absence Procedures

Transcription

1 Authorised Absence Procedures Background The vast majority of students from non-eea countries [see Appendix 1 for a list of EEA countries] require what is known as Tier 4 sponsorship before they can obtain a visa to study in the UK. There are other students from non-eea countries who will be able to study in the UK because they have, for example, married a UK citizen. The Home Office has tight rules governing the Tier 4 scheme. Unless City, University of London complies strictly with these rules it could lose its Tier 4 licence and thus be unable to admit any non-eea students in future. As a Tier 4 Sponsor, City is required to monitor student attendance and ensure that if the student stops engaging with their programme they are reported to the Home Office. This procedure outlines the procedures for students at City who wish to undertake a period of absence from their studies due to reasons beyond their control. Tier 4 Students can be identified in SITS by checking the SCE Screen and Tier 4 Flag. Tier 4 Students would have either T4V or T4N next to their record.

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3 Student Responsibility Students are expected to engage fully with their studies. Students are expected to be present at all classes, lectures, seminars or other academic events that are a compulsory part of their programme of formal study at City, University of London. Students are also expected to attend examinations, any other assessments and engage in activities which are provided to support the successful completion of your degree. Students who need to be absent from their studies for reasons beyond their control may request a period of authorised absence. It is the student s responsibility to ensure that all forms and evidence are submitted and approved prior to the absence. School Responsibility Schools are required to monitor the attendance of all Tier 4 undergraduate, postgraduate taught and postgraduate research students. Authorised Absence Forms must be first approved by the School before they are sent to the Visa Compliance Team for final approval. All relevant evidence must be kept in the students file. Reasons for authorised absence Authorised absence will only be granted to students who need to be away from their studies for reasons beyond their control. Reasons for authorised absence can include: Medical appointment/ill health Death or serious illness of a family member Genuine family emergency Visa immigration/nationality documentation reasons (e.g. you must renew your passport in your home country) This is not an exhaustive list and each request will be considered on its own merit. Authorised absence will not be granted for events such as holidays or weddings during term time. Other non-urgent travel will not be authorised. Any absences due to work commitments will be seen as unauthorised.

4 Length of authorised absence The maximum continuous period of authorised absence which can be granted without suspending studies is 20 working days. In exceptional circumstances, where appropriate evidence has been provided, City may consider authorising an absence up to a maximum of 60 days. If, as a result of permitted absences, students will not be studying for a period of more than 60 days and are unable to complete their studies in the original time frame, then they should defer completion of their studies. When to request authorised absence During vacation periods there is no requirement for students to be present on campus, and there is no need to request an authorised absence during designated City vacation periods. An Authorised Absence Form must be completed during the following times: Type of student Undergraduate Postgraduate Taught Postgraduate Research Time Period Outside the official holiday periods outlined in the University calendar During taught modules outside of the holiday periods designated by the University and during research modules at any time At any time as official holiday periods do not usually apply Requesting authorised absence Students must provide: - A completed Authorised Absence form - Evidence for the absence (e.g. a doctor s note) A request for authorised absence must be reviewed and approved prior to the absence by both the School and City s Visa Compliance team.

5 A request for a period of authorised absence will only be approved if the School is satisfied that the student will not be missing critical elements of their programme and that on their return the student will be able to resume their studies without having to repeat any previous period of study. Conditions of authorised absence Students who are granted an authorised absence will not receive a refund of tuition fees; nor will their expected end date of studies be amended to reflect the period of time away from their studies. Students must prove that they have returned from their period of authorised absence by reporting in-person to their School. The School must then inform the Visa Compliance team. Failure to comply with these procedures Students who are absent without prior authorisation are at risk of: - Being refused re-entry to the UK (if the student has left the UK during the period of absence) - Not meeting a designated attendance monitoring point - Being non-compliant with their Tier 4 responsibilities Continued unauthorised absence, particularly in circumstances where a student s absence is expected to prevent them from progressing on their current course, may lead to suspension or permanent withdrawal of the student from their programme.

6 Appendix 1 List of EEA Countries Austria Greece Netherlands Belgium Hungary Norway Bulgaria Iceland Poland Cyprus Ireland Portugal Czech Republic Italy Romania Croatia Latvia Slovakia Denmark Liechtenstein Slovenia Estonia Lithuania Spain Finland Luxembourg Sweden France Malta United Kingdom For the purposes of visa requirements, Switzerland is also exempted.

7 Appendix 2 Authorised Absence Form Tier 4 students Form to be completed to request a period of absence up to 20 working days Student Name: Student ID Number: School: Course: Student Information (to be completed by student) Authorised Absence Request Year of Study Last day of attendance Expected date of return Address during Absence Reason for requesting authorised absence Total time absent Signature (to be completed by student) I confirm that the period of absence has been discussed and agreed between myself and the School (or employer if on a work placement). I understand that I will be required to provide evidence of the reasons for my absence. I understand that I will not be granted an extension to my visa as a result of this absence. I understand that authorised absence, if approved, is considered separately to the extenuating circumstances process. I understand that I will need to present myself, along with a form of identification, to the School Course Office the day after the agreed end date of authorised absence to protect my immigration status and registration at the University [not applicable to work placement students]. I understand that should I fail to return by the date expected, the University reserves the right to initiate an interruption of study the University will withdraw sponsorship, I will be reported to the Home Office and I will be required to leave the UK. Student signature: Date: Employer details (for students on work placement): For official use only (to be completed by the relevant School) I confirm that the dates of authorised absence provided by the student are accurate and that the School supports this request. I am satisfied that on their return the student will be able to resume their studies without having to repeat any previous period of study and complete their studies within the original intended course end date. Name and position of the School official: Signature: Date: Please note that the request for a period of authorised absence will only be approved if the relevant School is satisfied that you will not be missing critical elements of your course and that on your return you will be able to resume your studies without having to repeat any previous period of study. Please ensure a scanned copy is sent to the Visa Compliance Team at visacompliance@city.ac.uk for final approval of this request.