Academic Quality Procedures Handbook

3. Programmes of Study

3.6 Registration, Attendance, Leave of Absence, Withdrawal and Transfer

Registration, Attendance, Leave of Absence, Withdrawal and Transfer are governed by Regulation IX.

A Flowchart of Process for Leave of Absence/Termination of Studies (PDF) shows the scenarios regarding Leave of Absence or Termination of Studies for students failing to participate in their programme.

Protocol for investigating students who are failing to participate in their programme

Where a student has missed two consecutive participation checks and/or where participation has become a concern for another reason, Schools/departments should begin investigating whether or not the student is still participating in their programme of study.  The following list is a guide* of what steps Schools/departments might wish to take in order to make contact with the student:

  1. Email student giving five working days to make contact and arrange to see someone in the School/department or give reasonable explanation of absence. Letter 1 (below) may be used as the template for this.
  2. If student fails to make contact within five working days, the School/department should write to the student in accordance with Regulation IX, setting out actions required for adequate participation.
    Letter 2 may be used as the template for this.
  3. The School/department should notify Academic Registry (Student Office) that the student has been contacted under paragraph 23 of Regulation IX.
  4. Upon notification under point 3, the Academic Registry (Student Office) will consult with other support services to try to make contact with the student (see below).
  5. If the student subsequently contacts the School/department, then Academic Registry must be notified so that other checks/procedures can be halted.

Where a student has been reported to Academic Registry as potentially failing to participate in their programme, the following checks will be made:

  1. If the student is living in hall, warden will be contacted to establish whether they have been seen recently.  Wardens will be expected to encourage students to report to their School/department immediately. If there are reasons which the warden is aware of which prevent the student from doing so, either the School/department or Academic Registry must be alerted.
  2. If the student is not living in hall, a Community Warden will be contacted to establish whether they have been seen recently.  The Community Warden will be expected to encourage student to report to School/department immediately. If there are reasons which the Community Warden is aware of which prevent the student from doing so, either the School/department or Academic Registry must be alerted.
  3. The Heads of Student Services (Counselling and Disability Services, Student Support Centre) will be contacted to see if they are aware of the student in question. Details of individual circumstances will not be expected to be disclosed, but colleagues will be expected to encourage students to contact their School/department or Academic Registry to discuss their situation. In exceptional circumstances, staff in Student Services may recommend to the School/department and Academic Registry that the student be placed on a Leave of Absence rather than proceeding with the termination of studies procedure.
  4. Where a student is not known to Student Services, an email (see email 1) will be sent by the Academic Registry on behalf of Student Services alerting them to support available. Where a student contacts Student Services in response to this email, Student Services must inform Academic Registry and termination of studies process may be halted.
  5. Where student cannot be contacted via any of the above processes, Academic Registry will commence termination of studies procedure in accordance with paragraph 25 of Regulation IX.

* this is the minimum that Schools/departments are required to do.  If they wish to add in additional steps such as chasing by phone and letter, then they are welcome to do so.

 

Templates for failure to participate letters / email

 

  • Letter 1 

    Dear

    It has come to my attention that you may not be participating fully with your programme of study. As a School/department we are concerned for your welfare as well as your academic achievement and we would like to give you the opportunity to discuss your participation with <<appropriate member of staff>> so that we can see whether the University can provide any support for you.

    Ultimately, you have a duty to the University, your School/department and yourself to fully participate with your studies in order to perform to the best of your ability.  I realise that it may be a shock to find yourself in this position, however it is essential that you recognise the gravity of your situation and contact us so that we can work together to address the situation.  

    Please contact <<appropriate member of staff>> by <<date>> so that we can prevent this situation escalating into the University terminating your studies for failure to participate.

    Yours sincerely etc

 

  • Letter 2 

    Dear

    Your continued lack of participation with your programme of study is causing concern. Past experience indicates that there is a strong correlation between non-participation and failure to gain credit in modules. 

    You were offered the opportunity to discuss your situation with <<appropriate member of staff>> on <<date>>  but failed to attend the meeting.  We are offering you one further opportunity to discuss with <<appropriate member of staff>> any circumstances which may be affecting your attendance.  We require you to attend an appointment to see <<appropriate member of staff>> within <<time>>.  You can do this by...

    It is in your interest to reply to this letter promptly.  If we do not hear from you within <<time>>, we will be obliged to inform the Academic Registrar who may consider it appropriate to terminate your studies for Failure to Participate (as detailed under University Regulation IX.23).

    If your studies are terminated the University will be obliged to notify the Student Loans Company, your Local Authority, other sponsors, Charnwood Borough Council (for council tax exemption purposes) and UK Visas and Immigration as appropriate. In addition to this you will not receive the award for which you initially registered.

    It is not too late to get in touch so that we can discuss whether there are other alternatives to having your studies terminated.

    Yours sincerely etc

 

  • Email 1 

    Your School/department has been in contact with you on a number of occasions recently to raise concerns about your lack of participation with your academic programme, but so far you have not responded. If you feel that there are any health or welfare issues that you would like some support with from staff in Student Services, please contact Manuel Alonso, Director of Student Services (tel: 222050, email M.Alonso@lboro.ac.uk), who will put you in touch with one of his colleagues who will be able to help. If you do not respond within five working days, the University will have no alternative but to take steps to terminate your studies at Loughborough.