Quality Handbook Supplement 2A - Student Route Academic Engagement Monitoring

3.1 For sponsored students on undergraduate and taught postgraduate courses, engagement is monitored in two ways:

1. Regular monitoring via monthly contact points; and a cumulative review of a student’s attendance at all scheduled sessions across this time period; and
2. Longitudinal monitoring via a rolling record of contact point attendance across a student’s academic year.

3.2 If a student provides prior notice and reasoning to the School that they will not be attending sessions, and those reasons are accepted, missed attendance will not contribute to the academic engagement monitoring process.

3.3 If a student is on any study abroad experience, regular monitoring processes should continue, and the School must coordinate contact points with the partner institution.

3.4 Students on a placement have monitoring processes as outlined in section Five of this supplement.

3.5 Regular monitoring is undertaken by a series of monthly contact points.

3.6 Contact points are attendance-based and constitute being physically present at a compulsory, formal academic or pastoral care activity.

3.7 There must be a contact point in every month where a student is actively studying. The first contact point will be enrolment/re-enrolment and is monitored by Academic Registry. If a student does not complete enrolment or re-enrolment, their sponsorship will be withdrawn, irrespective of further academic engagement.

3.8 Subsequent contact points must be undertaken within every month during term or semester time and are identified by Schools.

3.9 Examples of in-person contact points include observed and recorded attendance at:

1. A compulsory taught session;
2. A compulsory ‘on the day’ assessment such as a test, presentation or examination;
3. A compulsory meeting with a personal tutor or supervisor;
4. A compulsory in-person submission of a particular assessment.

3.10 Sponsored students must not be made aware of the date/time of these contact points as this may influence the outcomes of the monitoring process.

3.11 There are two stages to the regular monitoring process. These are:

1. Stage one: email contact; and
2. Stage two: re-engagement meeting.

Monitoring attendance or submission

3.12 Following a contact point event, the School must record the attendance/submission of the sponsored students at these contact points. It is essential that all recorded attendances in University systems aligns with the actual date of the contact point. If absence at the contact point is authorised, this must also be recorded as an authorised absence.

3.13 Academic Registry will run attendance reports fortnightly, and if a contact point is missed, it triggers the monitoring process.

Stage one

3.14 All sponsored students who miss one contact point and have attended less than 80% of their compulsory teaching activity across the previous four teaching weeks are contacted via email by Academic Registry and informed that their attendance does not meet the institution’s expectations. They are reminded of their enrolment and sponsorship conditions and the need to inform someone if they are going to be absent for any reason and the impact of sustained low academic engagement. They are also advised to contact the School and/or Student Support Services if they are experiencing difficulties.

3.15 Academic Registry informs the School of action taken and a record of this contact is made on the student's file by the School.

Stage two

3.16 All sponsored students who then miss a second consecutive contact point and have also attended less than 80% of their compulsory teaching activity across the previous four teaching weeks are required to attend a re-engagement meeting. They are contacted via email by Academic Registry and informed that as they have missed a second consecutive contact point, and have not achieved sufficient cumulative attendance, they must arrange to meet with their Course Leader, or nominee, in person to discuss their low engagement and jointly complete a re-engagement form within ten working days from the date the notification was sent.

3.17 Re-engagement forms are used to capture the reason for low engagement and any other relevant information. The form is completed jointly by the student and School. The meeting allows discussion of the reason(s) for missing a contact point, establishes whether there are circumstances affecting the student’s engagement and determines whether any further support is needed. The student is also asked to provide evidence supporting their reasons for their missed attendance.

3.18 These meetings must take place in person and cannot be conducted online as the institution needs to ensure that the student is physically present and engaging with their studies. There may be some circumstances whereby a re-engagement meeting needs to take place online; this should be agreed upon in advance with Academic Registry.

3.19 As part of the meeting, the Course Leader (or nominee) may want to review aspects of the student’s engagement, for example assessment submission, Considerations of Personal Circumstances, etc. to inform the discussion.

Meeting outcomes

3.20 Based on the discussion at the re-engagement meeting, one of the following outcomes is agreed upon and recorded on the re-engagement form:

1. The reasons for low engagement are accepted as being valid, and the student is expected to re-engage in their studies immediately; or
2. The reasons for low engagement are accepted as being valid, and the student is given a defined period of time (of no longer than sixty days), and support is offered before requiring to re-engage in their studies; or
3. The reasons for low engagement are not accepted, and the student is subject to immediate withdrawal.

3.21 A copy of the original re-engagement form and any supporting evidence must be sent to Academic Registry before the end of the ten working-day period, and also retained on the School file.

3.22 If a student is given a defined period of time before being required to re-engage, any contact points within this period will not count towards the academic engagement monitoring process. Schools must mark any contact points within this period as an authorised absence.

3.23 If a student does not attend a re-engagement meeting within the required time frame they will be actioned as a withdrawal.

3.24 Where a student is being withdrawn, Academic Registry will action this and inform UKVI within ten working days of the re-engagement meeting deadline.

3.24 Where a student is being withdrawn, Academic Registry will action this and inform UKVI within ten working days of the re-engagement meeting deadline.

3.25 The re-engagement process does not replace the Consideration of Personal Circumstances process. Where a sponsored student requires additional consideration for assessment due to valid circumstances beyond their control, they should make a Consideration of Personal Circumstances request and provide supporting evidence.

3.26 There is an expectation for sponsored students to engage consistently throughout their studies; therefore, it is important to take a longitudinal view of their engagement.

3.27 Academic Registry will track and monitor a sponsored student’s attendance at contact points across their single year of study. The following processes will be undertaken where issues are identified with the consistency of a sponsored student’s engagement.

Students who miss three contact points

3.28 Where a sponsored student fails to attend three contact points throughout a single year of study, regardless of whether this is consecutive or non-consecutive, they must attend a further re-engagement meeting as outlined in the regular monitoring process. This notification will be sent by Academic Registry.

3.29 At this re-engagement meeting, it must be communicated to the student by the Course Leader (or nominee) that missing any further contact points without authorised absence will result in their withdrawal.

Students who miss four contact points

3.30 Where a sponsored student has failed to attend four contact points (either consecutively or non-consecutively) throughout a single year of study, they will be withdrawn. Academic Registry will contact the student to advise that they have been withdrawn from the course and that a report will be made to UKVI within ten working days.

5.3 NTU monitors the academic engagement of these students through monthly in-person monitoring events. These could include:

1. A meeting with a personal tutor;
2. An in-person event that sponsored students must attend.

5.4 All Schools must develop their own monitoring mechanisms for these events and record the attendance of sponsored students in the attendance monitoring system.

5.5 Every fortnight, Academic Registry will identify if a student on a placement of this length has not attended a contact point and contact them.

5.6 The regular monitoring process for undergraduate and postgraduate taught students will be followed where there are one or two instances of a missed contact point.

5.7 The relevant longitudinal monitoring process for undergraduate and postgraduate taught students will be followed where there are three or four missed contact points.

5.8 Re-engagement meetings for students on a placement of this length can take place online if required.

5.9 Employers may also be present at re-engagement meetings to hear about any issues the student is going through and then take relevant action within the workplace. The student can request that the employer not attend.

5.10 NTU monitors the academic engagement of these students through confirmation from the employer that the student is attending and engaging with their workplace.

5.11 The Employability Team will monitor and maintain a record of all sandwich placement and Students’ Union Sabbatical Officer students’ engagement at their workplace.

Monitoring engagement

5.12 Each month a student is in the workplace, they must submit a timesheet to the employer via the MyEmployability portal. The employer will then review this timesheet and confirm that:

1. The hours are correct; and,
2. The student is engaging to a sufficient standard in that they will complete the placement period.

5.13 Employability will run monthly reports on students’ engagement with their workplace via the MyEmployability portal that students and Employers complete. If low engagement is identified, it triggers the following monitoring procedures.

Re-engagement meeting

5.14 Where a student insufficiently engages with their workplace for a single month, they are contacted via email by Employability administration. The email informs them that their engagement is below expected levels, and they must meet with their Placement and Business Adviser (or nominee) to discuss their low engagement and complete a re-engagement form within ten working days of receipt of the email.

5.15 Re-engagement forms are used to capture the reason for low engagement and any other relevant information. The form is completed jointly by the student and Placement and Business Adviser (or nominee). The meeting allows discussion of the reason(s) for low engagement, establishes whether there are circumstances affecting the student’s engagement and determines any further support that is needed. The student is also asked to provide any evidence to support their reasons for insufficient engagement.

5.16 Re-engagement meetings for sandwich placement students can take place online if required.

5.17 Employers may also be present at re-engagement meetings to hear about any issues the student is going through and then take relevant action within the workplace. The student can request that the employer not attend.

5.18 As part of the discussion, the Placement and Business Adviser (or nominee) will review the student’s engagement with their workplace across the entire period. Where there is evidence that the student’s engagement is insufficient, and there is no evidence to support their claims in relation to insufficient engagement, the matter is referred to the relevant Head of Department.

Meeting outcomes

5.19 Based on the discussion at the re-engagement meeting, one of the following outcomes is agreed upon and recorded on the re-engagement form:

1. The reasons for insufficient engagement are accepted as being valid, and the student is expected to re-engage in their studies immediately; or
2. The reasons for insufficient engagement are accepted as being valid, and the student is given a defined period of time (of no longer than six weeks), and support is offered before requiring to re-engage in their studies; or
3. The reasons for insufficient engagement are not accepted, and the student is subject to immediate withdrawal.

5.20 Original documentation of the re-engagement form and any supporting evidence is kept on file by Employability, with copies sent to Academic Registry and the student’s School.

5.21I f a student is given a defined period of time before requiring to re-engage, any engagement points within this period will not count towards the academic engagement monitoring process. Employability must mark any contact points within this period as an authorised absence

5.22 If a student does not attend the re-engagement meeting within the required time frame, they will be recommended for withdrawal by the Placement and Business Adviser (or nominee).

5.23 Where a student is being withdrawn, Academic Registry will action this and inform UKVI within ten working days of the re-engagement meeting deadline. Employability should also inform the employer.

5.24 There is an expectation for sponsored students to engage consistently throughout their placement; therefore, it is important to take a longitudinal view of their engagement.

5.25 Employability will track and monitor a sponsored student’s attendance and engagement across their placement. The following processes will be undertaken where issues are identified with the consistency of a sponsored student’s engagement.

Students who have two instances of insufficient engagement

5.26 Where a sponsored student has two instances of low engagement throughout their placement period, they must attend a re-engagement meeting.

5.27 At a second re-engagement meeting, it must be communicated to the student that further low engagement will automatically result in their withdrawal. Their previous low engagement will also be considered as part of the meeting.

Students who have three instances of low engagement

5.28 Where a sponsored student has three instances of low engagement throughout their placement, the student will be contacted to advise that they have been withdrawn from the course. A report is made to UKVI within ten working days.

6.3 The School monitors the attendance of PEAP students using registers at taught sessions. The School administration team will run an attendance report every month.

6.4 The regular monitoring process for undergraduate and postgraduate taught students will be followed where there is less than 85% attendance across all sessions in the previous month.

6.5 There is an expectation for sponsored PEAP students to engage consistently throughout their studies; therefore, it is important to take a longitudinal view of their engagement.

6.6 Where a sponsored PEAP student has less than 70% attendance across three consecutive months, the School must inform Academic Registry, who will action their withdrawal and inform UKVI within ten working days.

7.2 A Student Route Withdrawal Appeal must be submitted in writing to Academic Registry within five working days from the notification of withdrawal.

7.3 Appeals can only be submitted on the following grounds:

1. The student believes there has been a material error or irregularity by the University in the Student Route Academic Engagement Monitoring process; or
2. The student has additional material information.

7.4 Where a student submits on ground (1), they must indicate where they believe the University has failed to follow its procedures and provide evidence for consideration.

7.5 Where a student submits on ground (2), they must include the evidence.

7.6 Upon notification, Academic Registry will confirm receipt of the appeal to the student within two working days.

7.7 The entire appeals process will last no longer than ten working days following submission.

7.8 The appeal will be initially considered by the Appeal Investigator, who will be the Academic Registrar or a nominee from within Academic Registry. The Appeal Investigator will consider the appeal to determine if it falls within the permitted grounds.

7.9 If the appeal does not fall within the permitted grounds, this decision and its reasons will be communicated to the student. If the Appeal Investigator decides that the appeal has not been made on any permitted grounds, the decision is final, and there is no right to appeal within the University’s processes.

7.10 Whether a Student Route Withdrawal Appeal is upheld or not upheld, the Appeal Investigator shall provide the student with a Completion of Procedures Letter.

7.11 If the Appeal Investigator considers that the Academic Appeal is submitted within permitted grounds, they will review the evidence and case submitted.

7.12 The Appeal Investigator may consult with the School and other departments to gain further information on the student’s case. This can include but is not limited to their full academic record, any contact with Student Support Services, information retained by Academic Registry, and NTU Dashboard data.

7.13 The Appeal Investigator will consider all evidence, once collated, and reach any of the following decisions:

1. The appeal is rejected;
2. The appeal is upheld. The student will not be withdrawn from their course and is expected to re-engage immediately; or
3. The appeal is upheld. The student will not be withdrawn from their course and is given a defined period of time (of no longer than sixty days), with support offered by the University, before they are expected to re-engage.

7.14 Academic Registry will notify the student, School and Employability (where applicable) of the decision. The decision of the Appeal Investigator is final, ending the University’s procedure.

7.15 The University will only accept an appeal from a third party where the student has provided written authority for them to do so. Where consent is provided to and accepted by the University, all communications relating to this process will still be copied to the student to ensure they are informed. The University reserves the right not to engage with a third party if, in the view of the University, they do not behave in an acceptable manner.