The Attendance Policy

The University of East London has an Attendance Policy for all students on taught programmes. The aims of the policy are to support the requirement within the Student Charter to “attend all face-to-face classes and be punctual and committed to your studies and work to achieve the best results possible”.

The University monitors your attendance in classes with a swipe card system. You will need to swipe your student ID, which means you will need to have your student ID on you at all times.

If your overall attendance drops below 75% “or drops off suddenly”, this would raise a cause for concern and in some cases you will be withdrawn from your module or programme of study. If this happens, you can book an appointment with us and we will be able to advise you on the appeal process.

 

Please click the links below to take you to the relevant questions: 

 

General advice

What do I have to do to abide by the Attendance Policy?

What can I do to avoid falling foul of the attendance policy?

Should I attend lectures, if I'm retaking a module or a transitional module?

 

Swipe/ID Card Issues

I lost my student card, will I be marked as absence?

What happens if I forget my student ID card?

I am not sure if the swipe reader is working?

Can I report a faulty card reader?

Can I get my lecturer to confirm I was present?

 

Circumvention (swiping and leaving/swiping for other people)

What is meant by ‘circumventing’ the Attendance Policy?

Can a friend swipe me in if I can’t attend?

How will they know if I swiped my friend’s card or vice versa?

 

Absences

What if I’m late?

I’m sick and I can’t attend, what do I do?

I’m disabled and this is affecting my attendance, how will I be treated?

What about maternity/paternity leave?

I have personal commitments (childcare/personal/medical/a holiday)?

 

Attendance notices

I do not understand what C/X/P/A/L codes means?

I’ve been sent an email saying that my attendance has dropped below 75%, what do I do?

I’ve received an email saying that my attendance record is being investigated, what do I do?

Will ALL students whose attendance rate falls below acceptable levels face withdrawal from their module or programme of study?

What if my attendance rate is above acceptable levels but this is below the attendance rate required by the Professional Statutory Body linked to my course?

 

Withdrawal

Will I face withdrawal from an individual module or from my programme of study?

I’m an international student here on a visa and I’ve been withdrawn, what do I do?

I’ve received an email saying I have been withdrawn from my module/programme because of my attendance, what do I do?

 

Appeals

Filling in the Appeal Form

I’ve missed the 10 working days in which to appeal

My appeal was rejected, what happens now?

My appeal was rejected but I want to take this further

What can the Students’ Union do to help me?
 

Further information

 

 

General Advice 

 

What do I have to do to abide by the Attendance Policy?

You must attend all compulsory events that make up your programme of study. These may include (but aren’t limited to) lectures, seminars, tutorials, practical and lab work.

You must be on time, and you should not swipe in earlier than 15 minutes before the scheduled start time of a session, or more than 15 minutes late.

Swiping too early will likely not register your attendance, and swiping in later than 15 minutes will record you as late.

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What can I do to avoid falling foul of the attendance policy?

  • Keep your student ID with you at all times. Your ID card acts as a swipe card which you must use to tap in on the card readers provided for every class.  For every new class, even those in the same room where your previous lecture was, you must tap in.  
  • Keep your swipe card on a lanyard around your neck to remind you it is there.  This may also stop problems with your swipe card not working properly when it is kept too close to your Oyster Card, bank cards etc.
     
  • Swipe in no earlier than 15 minutes before the session, and no later than 15 minutes late.
     
  • Check your timetable and make sure you are attending the right lecture/seminar/work group.  If you are timetabled to be attending a specific class at a specific time in a specific room then you must go to that class and not any other. Sometimes timetables change so you should be checking this regularly.
     
  • Keep up to date with travel news and allow plenty of time to get to lectures.  It’s not unusual for public transport to be delayed, especially when there is bad weather.
     
  • Organise your time and do your best to arrange your other commitments around your academic timetable to make sure that you can attend all your classes and avoid lateness.  
  • If you know you can’t make a class try and you should lecturer know in advance.  You won’t receive an authorisation to be absent but it is good that they are aware of your circumstance. You must also complete the Absence Form [[LINK]] to inform of any instances where you cannot attend.
  • You are encouraged to regularly check your Attendance Record on UEL Direct.  If you believe that your ID card is not working you should take this to the Student Support Hub who will be able to check, and if necessary replace, the card.

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Should I attend lectures, if I'm retaking a module or a transitional module?

Yes, you should attend all compulsory events. You will be treated the same as all other students in your course. Use the opportunity to reinforce your subject knowledge. Non-attendance will be flagged in the normal way.

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Swipe reader/ID card issues

 

I lost my student card, will I be marked as absence?

You can get a replacement ID cards at the Student Support Hubs which costs £12, so please ensure you replace your ID card replaced as soon as possible. You should complete the Absence Form [[LINK]] to inform the University of the reason why you were registered as absence.

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What happens if I forget my student ID card?

You will be recorded as absence. You can keep your swipe card on a lanyard around your neck to remind you it is there.  

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I am not sure if the swipe reader is working?

You should either see a green flash, or hear a beeping. If it shows a different colour, your wipe was not registered. Wait a few seconds and try again. If that doesn’t work, try using the other swipe reader in the lecture room.

If you have any doubts, you can check your UEL Direct, to monitor your attendance, you can also contact the Student Support Hub, either before or after your lecture. You can also check your UEL Direct, to monitor your attendance.

If you have a faulty card, try and get it replaced as soon as possible.

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Can I report a faulty card reader?

Yes, you can call or send an email to the IT Helpdesk.

If this happens, you should ask your lecturer to take attendance (manually), so your records will not be affected.

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Can I get my lecturer to confirm I was present?

No, You won’t receive an authorisation to be absent but it is good that they are aware of your circumstance. You must also complete the Absence Form [[LINK]] to inform of any instances where you cannot attend.

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Circumvention (swiping and leaving/swiping for other people)

 

What is meant by ‘circumventing’ the Attendance Policy?

You will normally be considered to be circumventing the Attendance Policy if you swipe in or register your attendance to an event but do not attend. Sometimes this can be referred to as “swiping and leaving”.

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Can a friend swipe me in if I can’t attend?

No, this is circumvention. This can lead to you being withdrawn from your studies. You must never allow someone to swipe on your behalf if you are not attending a session.

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How will they know if I swiped my friend’s card or vice versa?

Spot-checks will be carried out from time to time.  If you attend a class but leave before it finishes and a spot check is taken after you leave, you will also be found in breach of the Attendance Policy. This will be treated the same as if you swiped in and not attended at all.

If this is the first time, you will be marked as absence. You will also receive a written warning advising you of the consequences of further evidenced incidents.

However, if this happen again, you may be withdrawn from your module or programme.

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Absences

 

What if I’m late?

If you are late and swipe your card, you will be marked present. However, if you are persistently late, this would count as non-attendance and you will be marked as absence.

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I’m sick and I can’t attend, what do I do?

If you can’t make a class try, out of courtesy you should let your lecturer know in advance.  

If you miss a session for any reason you should record this using the Absence Form [[LINK]] to inform the university you cannot attend. This is not an “authorised absence” but it can help if you are flagged as having dropped below 75% attendance when they review your student profile.

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I’m disabled and this is affecting my attendance, how will I be treated?

UEL recognises that it may be necessary to make reasonable allowances and / or adjustments in the case of disability-related non-attendance in line with the Equality Act (2010).

You should contact the Disability and Dyslexia Service [[LINK]] if your attendance is being affected. The attendance policy states that each case will be treated on its individual merits and we will seek to make fair and proportionate decisions that are in the student’s best interests.

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What about maternity/paternity leave?

Students who have given birth will not be permitted to return to University for two weeks immediately after giving birth. Please see UEL Student Maternity, Paternity & Adoption Policy for full details [[LINK]].

Taking time off while you or your partner are having a baby will count as an absence on your record. Therefore you should speak to your tutors as soon as you become aware of the due date.

If possible, your tutors can put in place measures to minimise the teaching you miss. If you are absent during exam time, you will have to apply for Extenuating Circumstances [[LINK]].

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I have personal commitments (childcare/personal/medical/a holiday)?

This could include anything from medical appointments, childcare commitments, or a planned holiday.

Speak to your tutor or programme leader. Some modules are run in a way where it’s possible to start later or finish earlier.

You should complete the Absence Form [[LINK]] to inform the University of the reason why you were registered as absence.

If you are withdrawn, because of these issues, you should seek advice at the Students Union on whether it would be considered as a ground for appeal.

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Attendance notices

I do not understand what C/X/P/A/L codes means?

C = Cancelled. This means that your class was cancelled or you were marked as not registered for that class.

X = Not registered. This means that you were not registered, therefore marked as absent.

P = Present. This means you were recorded as present for this class.

A= Absent. This means you were recorded as absent for this class.

L= Late. This means you came late to your class. You were recorded as present, however it depending on how many times you are late (persistent lateness), you would recorded as absent.

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I’ve been sent an email saying that my attendance has dropped below 75%, what do I do?

Don’t panic. At this point you are simply being informed that you have dropped below the acceptable threshold and your record may be investigated. You should try your best to improve your attendance and continue with your studies.

You will be required to submit an appeal form, if your attendance record drops below 75% or there is a sudden drop in you attendance record.

You should book an appointment with us and we would be able to advise you on the appeal process.

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I’ve received an email saying that my attendance record is being investigated, what do I do?

At this point investigations will be made into your attendance and whether to either withdraw you from the module or from your programme. This is because your attendance has dropped below the 75% threshold. At this point you should reply to the email to let them know any mitigating factors that have led to your poor attendance, remembering to include any evidence of illness (such as doctors notes or letters) or other relevant documents.

You must attend all classes and submit all work during this investigation process.

We will only book appointments for students who have been notified that they being withdrawn from their course or modules.

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Will ALL students whose attendance rate falls below acceptable levels face withdrawal from their module or programme of study?

No.  If your attendance rate falls, a review of your complete student record will be carried out by the Student Retention Team.  This review will involve checking the accuracy of the attendance data and you will also be encouraged to inform them of any personal circumstances that may be affecting your attendance by emailing [[EMAIL]].  

Where appropriate, you will be signposted to support services, for example, Student Health and Wellbeing or the Student Money Advice and Rights Team [[LINKS]]

UEL state that they are “committed to helping you achieve the outcomes of your programme and in most cases students will not be withdrawn and will instead be given a chance to improve their attendance rate”.

In some cases UEL will argue it “may be in your best interests to be withdrawn from your module or programme” in which case this could be the decision made as the outcome of the review.  

In these circumstances you will have the right to appeal this decision, unless you have recorded 0% attendance in which case you need to be able to demonstrate that you have attended/engaged with your studies in order to be eligible to submit an appeal.

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What if my attendance rate is above acceptable levels but this is below the attendance rate required by the Professional Statutory Body linked to my course?

Where attendance requirements are specified by the relevant Professional Statutory Body, you are expected to additionally comply with these requirements which are published separately in your Programme Handbook.

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Withdrawal

 

Will I face withdrawal from an individual module or from my programme of study?

This can depends on your attendance record. If your attendance rate falls to unacceptable levels (below 75%) for an individual module you can face withdrawal from that particular module.  If your percentage attendance rate falls below the acceptable level for more than one module this means you might be withdrawn from your programme of study.

In some cases, for example, if you are registered for more than three modules in a semester, you may face withdrawal from more than one module but not your programme of study.

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I’m an international student here on a visa and I’ve been withdrawn, what do I do?

In the case of module withdrawal for international students on a Tier 4 student visa this could result in withdrawal from your programme if your mode of study becomes part-time, following which you will be reported to the Home Office as is legally required. If this happens please seek advice from the International Advice team [[LINK]]

Make an appointment to seek advice from the International department [[LINK]]. The Students’ Union cannot provide advice on immigration/visa issues.

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I’ve received an email saying I have been withdrawn from my module/programme because of my attendance, what do I do?

If you are notified of being withdrawn after this review process you will be entitled to appeal.  If you wish to appeal then we would recommend that you make an appointment to speak with one of our caseworkers for advice on completing the appeal form.

You must appeal within 10 working days, so start filling in the appeal form right away. We can also help you with an appeal, please see below.

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Appeals


Filling in the Appeal Form
The appeal form is your opportunity to explain why you have been recorded as absent from your classes and to state how you plan to make up any missed work and study.  There are specific grounds for appeal and you will need to state clearly and precisely how your circumstances meet these grounds for appeal. 

You will need to explain what your circumstances were, how and when those circumstances affected you and for how long.  If your circumstances are part of an ongoing issue you will be given the opportunity to explain how you intend to resolve the issue so that you can attend your classes. Where possible you should also provide documented evidence which verifies your circumstances. 

You will also be asked to provide a plan on how you will catch up with any work you have missed.  You should state at least 3 points on this plan and they should be specific in demonstrating how you will be able to make up for any work and lessons missed.

We would advise you make an appointment with the Advice team where we can help you through the form. [[LINK]]

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I’ve missed the 10 working days in which to appeal

You should still follow our advice on appealing ensuring that you fill in Section 8 of the appeal form. This section is a space for you to explain why you missed the 10 working days in which to appeal.

You must have a compelling reason for missing this deadline and include evidence to support this.

Simply having missed the email saying you were withdrawn may not be enough, for example. UEL expect students to check their emails regularly.

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My appeal was rejected, what happens now?

If you were withdrawn from your module you should speak to the Hub [[link]] about how this will affect your studies.

If you have been withdrawn from your entire programme you are no longer a student of UEL and if you wish to resume your studies you will have to reapply to the University in the normal way (i.e though UCAS).

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My appeal was rejected but I want to take this further

If your appeal was rejected and you want to take this further you will have to take this issue to the Office for the Independent Adjudicator for Higher Education, as the internal process of appeal is now exhausted.

You should receive a Completion of Procedures letter. You will need detailed advice so please book an appointment to see one of our advisors [[link]]. 

Bring along all correspondence, your appeal form, all evidence and your Completion of Procedures letter so that we can advise you fully.

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What can the Students’ Union do to help me?

The Students’ Union advice team can advise you on all of the above and we will happily book you in for an appointment to help you if you need to appeal [[link]].  We can talk you through the appeal process as well as discussing your individual circumstances to establish your grounds for appeal and go through the form with you to help you make your case clear and make sure that your evidence is appropriate. 

To book an appointment please click here.

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Further information

For more information on the UEL Attendance Policy visit the University website here .  You can also see a list of common FAQs on the Attendance Policy here.  You can find a copy of the full Attendance Policy here.

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