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Student Absence Reporting: Guidelines for Reporting Absences Online, Lecture notes of Nursing

Swansea UniversityNursing

Guidance for students on how to report absences online at the University. It covers the importance of reporting absences, the process of using the online system, and the consequences of not reporting. It also includes information for international students and those with professional body registrations. The document asks students to report their absences to support their Schools and avoid potential disciplinary action.

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2021/2022

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Student Absence Reporting Guidance – updated January 2018
Page 1
Version 5.0
Student Absence Reporting
A guide for students to report current periods of
absence online
Overview
You are required to attend all timetabled events as a compulsory part of your
course. If you find that you are unable to attend, you must inform the
University.
To make this process easier for you, an online absence reporting system is
available from the Portal:
• you should report your absence on the day it starts. If your absence
continues you must return to the online system and extend your current
absence record each day, as necessary;
• if you know you will be away for a specific period, you may confirm this
on the day it starts and amend if the period of absence turns out to be
longer or shorter. The attendance register for any timetabled teaching
events during the period of reported absence will then be automatically
updated to show that you are not expecting to attend; this also informs
the lecturer/module organiser that you will not be present;
• if you are an international student and hold a Tier 4 Visa, it is important
for the University to check that you are attending regularly as this is
essential to ensuring that your Visa remains valid;
• if you are registered on a course that leads to registration with a
professional body e.g. the Nursing and Midwifery Council, your
School may have specific procedures for you to follow if you are
absent, particularly while you are on placements. You must always
check with your Hub to determine whether your course has any specific
requirements. You must also check the arrangements for catching up
with missed work.
We ask you to report your absences so that your School could support you if
you are encountering difficulties with your studies. Your School may also refer
to your record of absence when writing any future references for you and, if
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Version 5.

Student Absence Reporting

A guide for students to report current periods of

absence online

Overview

You are required to attend all timetabled events as a compulsory part of your course. If you find that you are unable to attend, you must inform the University.

To make this process easier for you, an online absence reporting system is available from the Portal:

  • you should report your absence on the day it starts. If your absence continues you must return to the online system and extend your current absence record each day, as necessary;
  • if you know you will be away for a specific period, you may confirm this on the day it starts and amend if the period of absence turns out to be longer or shorter. The attendance register for any timetabled teaching events during the period of reported absence will then be automatically updated to show that you are not expecting to attend; this also informs the lecturer/module organiser that you will not be present;
  • if you are an international student and hold a Tier 4 Visa , it is important for the University to check that you are attending regularly as this is essential to ensuring that your Visa remains valid;
  • if you are registered on a course that leads to registration with a professional body e.g. the Nursing and Midwifery Council, your School may have specific procedures for you to follow if you are absent, particularly while you are on placements. You must always check with your Hub to determine whether your course has any specific requirements. You must also check the arrangements for catching up with missed work.

We ask you to report your absences so that your School could support you if you are encountering difficulties with your studies. Your School may also refer to your record of absence when writing any future references for you and, if

there are no valid reasons for your absence, it is possible that disciplinary action may be taken under the University’s General Regulations.

The information concerning your record of absence will be held by the University for up to a year after your graduation/completion of your studies. Thereafter, the information will be confidentially destroyed in accordance with the University’s record retention procedures.

If you report your absence, for any reason, it does not exempt you from submitting coursework by the due date: If you use the online facility to report your absence and you require an extension to the deadline for submitting your coursework, you must still apply for an extension or submit a self-certificate through e:Vision. More information on how to do this is available. You must not assume that, by reporting your absence, you will have an automatic extension.

Missing Exams/Course Tests/Presentations due to absence: If your absence has caused you to miss an exam, course test, assessed presentation or practical assignment which contributes to your module mark you should report the absence via the Portal on the day of the assessment or as soon as possible thereafter. If you are absent for medical reasons you should visit your GP on the day of the assessment to get a medical certificate. If you are absent for other reasons you will be asked to provide evidence of the reason for the absence. For further information on your obligations in the event that you have missed an assessment, please talk to your LTS Hub.

If you know that you will be absent and want to seek permission in advance: If you know that you will have to be absent from your studies because of a specific event, e.g. a hospital appointment or job interviews, you should use the online facility to seek permission for you to be absent.

Extended Absence/Interruption to studies: If you are ill for an extended period of time and are unable to study adequately you may need to take an approved period of interruption from your studies - more information can be found here.

2. You will then be asked for the reason for your absence. Further

information may be entered in the free text box if necessary.

Please note, a dependent is considered someone that you have a close

relationship with, e.g. someone that you are married to, your partner or

civil partner, or a family relative that requires your care, or live at your

address with the expectation that you normally care for them.

3. You will then be asked whether the absence is likely to 7 days or

fewer (for which you may self-certify), or a longer period (for

which supporting evidence would be required). Please note, if

selecting the first option the start date of your absence must not

be more than 6 days in the past.

5. You will then be directed to the final screen which requires you to

confirm the absence by clicking on the ‘Finish’ button, highlighted

below. If you have reported an absence of longer than 7 days you

will be reminded at this point of the need to submit a medical

certificate or other supporting evidence relevant to the situation,

such as a letter from a family member, to your LTS Hub as soon

as you are able.

Requesting permission for leave of absence

You may find yourself in circumstances that prevent you from attending for reasons other than illness e.g. to attend a job interview, a medical or legal appointment. You can use the Request Leave of Absence function to ask for a period of absence in the future.

  1. To request leave of absence, go to your student home page in the Portal and click on ‘Report or Request Leave of Absence’ container (below)
  1. You will then be asked to specify a reason for the absence from the drop-down box, or select ‘Other personal’ from the list and add your reason in the notes box. You will also need to add the dates of your absence.
  • Requests for absence of two weeks or more should be discussed with your adviser and/or hub.
  1. Once you have completed the request, the following confirmation will show, explaining that you will be informed once your request has been approved by your school.