Policy on Attendance and Engagement for Doctoral Researchers on Research Programmes

Scope of the Policy  

1. This policy covers all Doctoral Researchers registered on research degree programmes whether studying for an award or as a visiting or exchange student.

Definitions  

2. Attendance: The activity of physically attending scheduled academic sessions at the University or at another approved location for the purpose of pursuing their research programme including attending monthly supervisory meetings, using University library, laboratory, design, IT, or other facilities, or undertaking training and development activities.

3. Engagement: The activity of engaging in academic sessions, study, and related opportunities making good progress on the programme to achieve the individual’s full potential.

Background to the Policy

4. The requirement for Doctoral Researchers to attend the University in connection with their programmes is set out in Section 3 of the Code of Practice on Research Degree Programmes, which requires a minimum of one recorded supervisory meeting per calendar month for all Doctoral Researchers.

5. The University has the authority to terminate the registration of a Doctoral Researcher  who fails to participate adequately in their programme of study under University Regulation IX.

6. To operate effectively, the University needs to ensure a Doctoral Researchers record accurately reflects the status of their studies and it also has several statutory reporting responsibilities which rely on accurate student records (e.g., financial sponsors, Office for Students, HE Statistics Agency etc.). The University has a legal requirement to monitor attendance for all Doctoral Researchers sponsored to enter the UK on a student visa. Failure to attend can also indicate that a Doctoral Researchers wellbeing is at risk and the University may need to intervene to fulfil its duty of care.

Summary of the Policy

7. The University will record attendance in line with paragraph 4 above and in particular, monthly supervisory meetings will be recorded in the University’s Co-Tutor system. Attendance could include any of the activities outlined in line with the definition in paragraph 2 above. Where the student’s programme includes other attendance requirements, these will also be monitored. If a Doctoral Researchers attendance is unsatisfactory, for example, they fail to attend an expected monthly meeting, the School will seek further information from the Doctoral Researcher and/or Supervisor(s) and intervene where necessary to ensure attendance and engagement with the programme gets back on track.  Continuing unsatisfactory attendance will usually result in the implementation of the Termination of Studies for Failure to Participate process or, in some circumstances, the Doctoral Researchers may be placed on Leave of Absence and/or the Fitness to Study procedure initiated.

8. Doctoral Researchers receiving immigration sponsorship under the Student visa scheme are required to attend and record at least one on campus supervisory meeting per calendar month as a condition of their sponsorship. This includes any extension periods (after fee-paying registration has ended) and during the examination of their thesis, if they remain in the UK. The requirement for monthly meetings will only be relaxed where the Doctoral Researcher is on a period of authorised annual leave or sick leave as defined in paragraph 14 below.

9. This policy concerns the University’s minimum requirements for satisfactory attendance. Schools/Centres for Doctoral Training may also contact Doctoral Researchers under this policy if they are failing to meet the attendance requirements or their specific programme or their engagement as defined in paragraph 3 above is causing concern in the judgement of the School/Centre for Doctoral Training.

Responsibilities of Doctoral Researchers

10. Doctoral Researchers are required to participate in the University’s attendance and engagement Monitoring processes as set out in the Terms and Conditions of Study and the Code of Practice on Research Degree Programmes. The minimum attendance requirement is one meeting per calendar month with the supervisory team which will be recorded in Co-Tutor.

11. Full time Doctoral Researchers are expected to work on their research project for a minimum of 37 hours per week on average, the same as a full-time post of employment. These hours do not include paid work. If you are registered as a part-time Doctoral Researcher, the expected workload is the equivalent of at least 18.5 hours work per week on average, but this may vary significantly across the calendar year and should be agreed with the supervisor. Additional hours may be necessary when approaching a specific deadline, such as the submission of progression reports or thesis. 
 
12. Where a Doctoral Researcher is unable to attend a scheduled monthly meeting or other academic session, they are required to notify their School before the session, except where the circumstances of the absence mean they are unable to do so (e.g., ill health). Doctoral Researchers receiving Student immigration sponsorship must inform their School if they are leaving the UK for any reason and this must be recorded against the Co-Tutor record.

13. Where a Doctoral Researcher misses a scheduled monthly meeting or academic session, without notifying their School before the session, or fails to agree arrangements for a monthly meeting in a timely way without good reason, their absence will be recorded in Co-Tutor as unauthorised.

14. When a Doctoral Researcher has been advised their attendance is unsatisfactory, as defined in Paragraph 16 of this policy, they will be required to improve their attendance to a satisfactory level.

Doctoral Researchers undertaking research at a location other than the University

15. It is recognised that as part of their studies a Doctoral Researcher may conduct research at a location other than the University including for the purposes of fieldwork, use of libraries or equipment or periods spent in partner organisations. In such circumstances, the supervisor shall maintain recorded contact with the Doctoral Researcher by electronic means on at least one occasion per calendar month or more frequently depending on the location of research and the nature of the research activity. More frequent contact may be necessary if the Doctoral Researcher is undertaking research overseas to check on progress and wellbeing.

Where a Doctoral Researcher is studying at a different academic institution for the purposes of a joint or collaborative award or an exchange, attendance should be monitored by their LU and local supervisory team. Doctoral Researchers receiving immigration sponsorship under the student visa scheme are required to attend monthly meetings with their supervisory team via online meetings. The student must notify the University immediately if they decide to cease attending their host organisation.

Definition of unsatisfactory attendance

16. An authorised absence may occur when a Doctoral Researcher is unwell etc.

An unauthorised absence is when a Doctoral Researcher fails to attend a scheduled meeting with no prior explanation. If circumstances are subsequently brought to the University’s attention the unauthorised absence record may be amended accordingly.

A Doctoral Researcher’s attendance will initially be considered unsatisfactory if they:

• Do not attend or record their monthly supervision session without explanation, and/or
• Do not attend other academic sessions for their programme at the level required by their School/Centre for Doctoral Training, and/or
• Are undertaking research at another location and do not meet the attendance requirements of the host institution, and do not maintain contact with their supervisory team, and/or
• Do not return from annual leave / field trip / conference by the agreed date.

Consequences of unsatisfactory attendance

17. A Doctoral Researcher’s attendance is reviewed on a monthly basis. If there is a cause for concern and the Doctoral Researcher will receive communications in accordance with the Attendance Monitoring procedure. If a Doctoral Researcher’s attendance is unsatisfactory at two or more consecutive monthly check points, as defined in Paragraph 15 of this policy, the University will consider commencement of the process to terminate the Doctoral Researcher for failure to participate adequately in their programme, as described in Regulation IX.

Appeals

18. A Doctoral Researcher has the right to appeal against the termination of studies for failure to participate under the provisions of Regulation IX.

Attendance Monitoring Procedure

The following sections set out the procedure for implementing the Attendance Procedure for Doctoral Researchers on research degree programmes.  

• The Doctoral Researcher will attend a meeting with their supervisor(s) at least once each calendar month.
• Doctoral Researchers are responsible to record the minutes of the meeting and any associated actions within their Co-Tutor record.
• The meeting record will be sent to the supervisor who will check and approve the meeting record.
• The presence of monthly supervisory meetings on Co-Tutor will be monitored at monthly intervals by School support staff.
• Staff in the Doctoral College Office will have access to Co-Tutor and will monitor records at regular intervals.

Where a monthly meeting has been missed, or a supervisor raises a concern about attendance the Escalation Procedure will be followed.

The processes above will be considered carefully in light of any disability or long-term health issues the Doctoral Researcher is known to have and will be amended should a Doctoral Researcher communicate details of their circumstances which mean the standard procedure is not appropriate.

Where a Doctoral Researcher has their registration terminated, and the University is providing immigration sponsorship under student visa status, the University will cease sponsorship immediately after any appeal against the decision has reached completion and will notify the Home Office.

The attendance requirements for Doctoral Researchers at different statuses are as follows: 

Policy effective February 2025.