Attendance and Absence
Students are expected to attend ALL their classes and engage appropriately in their studies. It is recognised that on occasion students may need to have a period of absence. These guidelines explain how students should notify the College of an absence, whether that absence counts as an “authorised absence” and how absences may affect any Education Maintenance Allowance (EMA) and/or Bursary funding received from the College.
Absence Reporting Procedure
Students must advise the College every day (or part of a day) of an absence using the Absence reporting procedure. Students must advise the College that they will not be attending on the day of their absence and provide evidence of their absence, if appropriate, when they are next in college/via email to email@example.com
Students can report their absences either via absence reporting tile on MyDay or by text on number 07860097406 (your telephone number will not be stored). The text should begin with the word ‘ABSENT’ followed by a space then student Name, Student Number, Course and Reason. Failure to write ‘ABSENT’ then a space will mean your text will not be delivered to the address for absence, and your report will not be recorded.
EMA and Bursary funding is subject to satisfactory attendance and engagement on the course for which funding was awarded and this will be monitored on an individual basis by Learning Development Worker (LDW) and the Guidance Team.
Students in receipt of an EMA are required to maintain 100% attendance (including authorised absences) to guarantee their funding.
Formal interventions will commence for those students in receipt of bursary whose attendance falls below 85%. Students should be aware that the College may withhold/cancel payments if their conduct, progress and attendance is not considered satisfactory.
All students should aim to attend 100% of their classes. However, there may be times when this is not achievable. In this instance, absences can be authorised providing that appropriate absence reporting procedures have been followed, the reason for absence is reasonable and supporting evidence has been provided (where appropriate). Levels and patterns of authorised absences will be monitored by Learning Development Worker (LDW) and the Guidance Team.
Any absence that is not considered a valid authorised absence will be recorded as an unauthorised absence. Examples of absences which will not be authorised are driving lessons, holidays (including pre-booked holidays) and work. If a student is absent for a reason which they feel is justified, including a family emergency, the student should email their LDW/Guidance to provide further information.
The following reasons will be considered for authorised absence:
- Ill Health: absences up to 5 days require the student to contact the College in line with the Absence Reporting Procedure. Absences of more than five days up to a maximum of four weeks require a medical certificate from a doctor (if a period of absence extends beyond 4 weeks, students must contact their LDW). Please note, a maximum of 4 weeks bursary will be paid regardless of a medical certificate covering a period beyond this. Students with an ongoing medical condition that may affect their attendance whilst they are at college are advised to contact their LDW as soon as possible. COVID absences will be treated as any other absence due to ill health.
- Medical/Dental Appointments: for either the student, their child or a dependent adult. Every effort should be made to avoid making appointments when classes are scheduled. If this is not possible, appointment cards/texts/hospital letters must be provided. If evidence is not provided, this may not be considered for an authorised absence. Please note, students would be expected to attend before/after appointments (where appropriate).
- Jury Duty/ Court Appearance: Court citation and/or letter from solicitor/court official must be provided
- Bereavement/Funeral: Close family/friend. Funeral notice to be provided.
- Unexpected Caring Responsibilities: i.e. illness of child/ren or dependent adult
- Driving Test/Interview at Uni/College/Job: Interview letter/email confirmation
- Maternity/Paternity/Adoption Leave: Maternity Leave will be paid for up to a maximum of 4 weeks and Paternity leave up to a maximum of 2 weeks. Documentary evidence must be provided.
This list is not exhaustive. If you have an absence you think should be authorised but does not appear on this list, please contact the Guidance Team to discuss. All supporting documentary evidence should be provided to student services either in person, or via email to firstname.lastname@example.org Where possible, ensure evidence is provided in advance.
Attendance and Engagement
Student funding payments are paid based on student attendance and engagement and are not guaranteed. If there is a concern over your level of attendance, your LDW will be in contact in the first instance. You will also receive emails from Student Services if the Guidance Team need to discuss absences with you. It is important you respond to these emails to discuss why your attendance has fallen below expected levels and so that we can ensure appropriate support is in place, if required. If you do not respond to these emails or engage with your LDW, you risk your funding payments being withdrawn.
Students should advise as soon as possible if they are thinking of withdrawing to reduce the risk of any overpayments