Appendix A - Process when there are concerns over a doctoral researcher's attendance or engagement

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Flowchart describing the administrative process.
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  • Monthly meeting should be recorded on Co-tutor, checked monthly by PGR Administrator.
  • If no meeting recorded, PGR Administrator checks if student has contacted supervisor
    • If yes, ensure a new meeting is scheduled or record uploaded. [process end here]
    • If no, PGR administrator checks if student has contacted supervisor:
      • If no, or if supervisor contacts PGR Administrator if meeting missed or concern about attendance, PGR administrator emails student asking to contact School within 5 days.
        • If student responds, ensure a new meeting is scheduled, or advise about LOA where appropriate. [process end here]
        • If student doesn't respond, email student again asking them to contact School within 5 days; include details of CDS and Student Voice, warning that failure to participate may result in termination; refer to DCO, attaching evidence of no response from initial email.
          • If there is now a response, ensure a new meeting is scheduled, or advise about LOA where appropriate, and inform DCO of student response. [process end here]
          • If there is no response,
            • DCO to email CDS, asking them to reply within 5 days if student as been in contact.
            • Email student asking them to respond with 5 days.
              • If there is now a response, ensure a new meeting is scheduled, or advise about LOA where appropriate. [process end here]
            • If there is no response,
              • Attempt to contact student by phone call or text.
              • If there is now a response, ensure a new meeting is scheduled, or advise about LOA where appropriate. [process end here]
              • If there is no response,
                • Inform student that their studies will be terminated within 10 days in accordance with Regulation IX.
                • If there is now a response, ensure a new meeting is scheduled, or advise about LOA where appropriate. [process end here]
                  • After 10 days, terminate student's studies and inform the Home Office.