Student Attendance Policy & Procedure
If a student is in the UK on a student visa, where possible his/her attendance must
be 100% and the student must submit all his/her work on time. To maintain attendance throughout
the duration of their course, holders of a student visa are advised that Buckingham
college of London(hereby referred to as College) is obliged to comply with UK Borders
Agency (UKBA) TIER 4 rules.
These rules are laid down by the UK government and require that all full time courses
attended by visa students comprise a minimum of 15 hours of day time supervised
study per week. If a student’s cumulative attendance (For the purposes of this policy
Cumulative Attendance is calculated over one academic term) falls short of 80% AND/OR
in case of any student missing 10 Expected Contacts, the College is required by
law to report that student to UKBA. If a student is reported to the UKBA for lack
of attendance or continuous no-shows, UKBA will likely curtail the visa, which
may result in expulsion from the UK.
The Importance of Attendance
Attendance is very important because for two main reasons: Students have made a commitment
to work towards achieving academic success by enrolling on their programme of studies.
In order to achieve success in their studies it is important that they participate
in, and engage fully with, all their scheduled activities such as lectures, workshops
and seminars. The College therefore regards attendance as an essential part of
students’ studies. Also, under the Points Based System of immigration, the College
is required by law to have robust systems in order to keep track of
students. Under this new system, it is the duty of the College as a sponsor to ensure
that our students are in compliance with all the requirements of their leave to
remain in the UK at all times. In order to achieve this, we have an effective system
of attendance monitoring so that we know that Students
are not in breach of their legal duties.
Procedure for Recording Attendance
The Attendance Administrator prepares an attendance sheet before each class and hands it
over to the lecturer who takes the attendance register.
All arrivals within the first 10 minutes are marked as ‘Late’ and anybody arriving
after 20minutes is marked as ‘Absent’.
The tutor puts attendance codes against the name of every student on the list.
At the end of the 20 minutes, the tutor initials against all entries signs the sheet
and hands it to the attendance administrator who will go to the classes.
The attendance administrator incorporates any authorised absences. The administrator will
input the attendance record for each class into the attendance module of our electronic
Management Information System by the end of the day.This will be checked once a
week by the Registrar and audited by the Principal.
Procedure for Authorised Absence
If students are unable to attend a class, they need to do the following:
- In the case of planned leave, fill in a Leave Application Form and submit it well in
time. Leave forms are available at the college reception and the student hand book.
- In the case of unplanned absence, inform the Attendance Assistant as soon as possible
(preferably on first the day of absence), to explain the reasons. On return to College
following any period of unplanned absence, complete a Leave Form explaining the
reasons for absence (e.g. illness, for a doctor’s or dentist’s appointment
- Attendance administrator will be responsible for the sanctioning of any leave. Records
of authorised absence will be retained on the student’s file.
Monitoring and Evaluation of the Policy
The attendance administrator is responsible for ensuring continuous and effective implementation
of this attendance policy. The College Management Committee monitors the operation
of this policy weekly receiving regular reports on student attendance.
Attendance is discussed in the weekly meeting of Management Committee – all
instances of authorised and unauthorised absence are reviewed. The policy itself
is reviewed in order to make sure that it is in full compliance at all times with
the relevant laws and regulations. The following is the procedure for monitoring
the attendance policy:
- Once all attendance has been entered into the system on the same day, the Attendance
administrator generates a Daily Attendance Report. This report will also include the list
of absentees on the day and those whose cumulative attendance has fallen below the
- The Attendance administrator reviews the daily report and necessary action is taken. Email
and SMS alerts are sent to the students who has 2 missed points of contact, First
Warning Letter follows on the next working day. This letter requires the students
to explain the reasons for this fall in their attendance. Also, they are required
to improve on this level.
- Second Warning Letters are issued to the students who have 5 missed points of contact.
- Students with cumulative attendance falling below 80% or 8 missed points of contact receive a
third warning letter is sent.
- The termination letter is sent on the 10 missed contacts and students are reported to the
- The Principal reviews attendance every week with the Cumulative Weekly Attendance
Report, the files, circumstances and responses of those students who have been issued
warning letters or have been reported to the UKBA during the previous week, and
suggests any further action.
- UKBA will be informed using the prescribed systems about the following
occurrences, whichever occurs first:
a. A student has missed 10 points of Expected Contacts – these include but are not
limited to attending a lecture, a meeting with tutor or college official, submitting
an assessed or non-assessed coursework, attending a test/examination etc.
b. Cumulative attendance of a student has fallen below 80%.
- If a student who has already been reported to the UKBA reports back to the college
with a valid reason for his absence and the college is satisfied with the response
from the student to warnings and his/her efforts to improve the attendance, UKBA
will be informed of the same.
- Students those who have been issued a final warning and been reported to the UKBA
if still failed to satisfy the college about their attendance levels remaining below
80% will be expelled from the college within 2 weeks of issuance of termination
letter will be issued and will be reported to the UKBA.
- A Register of those students reported to the UKBA is maintained. A log of all the
communications with students is maintained for future references and follow ups.
- An interview conducted with a student about attendance/ absence or warning sent
to the student must be recorded on the student file. The reasons for any authorised
absences being granted will also be recorded.
- The College will take all possible reasonable actions in its power to track the whereabouts
of any students who have continuously been non attending or have been expelled.
It will provide all relevant information to UKBA that will help it to identify
and locate such students.
- The Accrediting body of the institution is also informed about the students who are failing to attend and who have
been reported to the UKBA whenever required. This decision is taken in the management
meeting the minutes of which are taken.