Engagement Monitoring Policy for Research Students

The University is responding flexibly to the current situation to enable students to continue with their research and ensure that they are not adversely affected by the Covid-19 pandemic. We are committed to treating students with fairness and compassion and our decisions take full account of the unique circumstances in which we are currently operating. In response, all courses will be delivered in a dual way combining both online and face-to-face support to facilitate student’s engagement with their research.   

The University recognises that Supervisory sessions and research engagements are a key element in successful student retention, progression, achievement and employability. This approach serves to identify students who may be experiencing difficulties and might need particular support. The University also has a legal duty to monitor student engagement and to act on non-engagement to meet its reporting requirements to external sponsors, as well as meeting the sponsorship requirements of UK Visas and Immigration (UKVI) for the monitoring of International students studying in the UK on a Tier 4/Student Route student visa. A centralised electronic system (RMS) has been developed for monitoring student engagement for these purposes.   

2.1

This Engagement Monitoring Policy will apply to ALL Research students enrolled on an academic programme at Swansea University (including Masters by Research, Part Two of a Standard/Extended Master’s programme and Visiting Researchers who are enrolled for a period longer than one month) whether they are in Swansea, elsewhere in the UK or across the world.  

2.2

Postgraduate Research students will be subject to engagement monitoring until they have been awarded their qualification. 

2.3

The University expects students to attend all scheduled face-to-face and virtual learning sessions including, but not limited to, Supervisory meetings, research engagements, training courses, modules and study groups associated with each programme of research which they have elected to pursue. 

2.4

Research student engagement will be monitored at a School/College level and by the Engagement Monitoring Team within Student Compliance Services for Tier 4/Student Route students. 

2.5

All notifications required by these regulations shall be sent in the first instance to the student’s official University e-mail address and in some circumstances the student’s recorded term-time and home address, unless the student has notified the School/College and Academic Services in writing that an alternative address should be used. 

2.6

Engagement will be monitored by a student’s home School/College starting from the first research week of any given intake. Engagement will be monitored through regular meetings with the student’s Supervisory team. 

2.7

Students will be monitored every four weeks at a point defined by the School/College. Students who study on a part-time basis will also be monitored every four weeks but with considerations for differing workloads. 

2.8

It is expected that at least 50% of Supervisory sessions per academic year for Tier 4/Student Route students are in person engagements or via a suitable alternative such as Zoom, unless prior approval in exceptional circumstances is sought from Student Compliance Services. 

2.9

Any student who is absent from their monthly research engagement meeting with their Supervisor will enter into an escalation process. 

2.10

In the case of unsatisfactory engagement (or unsatisfactory in person engagement/engagement via a suitable alternative such as Zoom) without prior approval by Student Compliance Services (50% per academic year), a Tier 4/Student Route student will become subject to the enhanced monitoring for Tier 4/Student Route students as detailed section 4 of this policy. 

2.11

Students who are conducting research away from any Swansea University Campus must obtain permission to study remotely from their School/College prior to leaving Swansea and will be required to adhere to the Engagement Monitoring Policy. Tier 4/Student Route students will also require permission to study remotely from Student Compliance Services as detailed in Section 5 of the enhanced Tier 4/Student Route Engagement Monitoring Policy. Students shall also be required to adhere to any engagement monitoring policies and procedures stipulated by the institution in which they are conducting their research. 

2.12

Full-time Research students are entitled to take up to 4 weeks holiday per annum with School/College approval, plus Public Holidays and the Christmas closure period. Any holidays taken should be recorded on the RMS system. 

2.13

Engagement reports shall be monitored and reviewed by the School/College and the Engagement Monitoring Team within Student Compliance Services. 

3.1

The University is required to monitor the engagement of all Tier 4/Student Route students, in line with UK Visa and Immigration (UKVI) regulations as well as the Immigration Rules that underpin immigration into the United Kingdom. In addition to the University Engagement Monitoring Policy for Research Students, Tier 4/Student Route students who miss one scheduled Supervisory meeting or research engagement will be sent an email by the Engagement Monitoring team within Student Compliance Services reminding the student of the requirement to comply with the Engagement Monitoring Policy and they will be required to attend a meeting to discuss their non-engagement. In the case of non-engagement, a Tier 4/Student Route student will become subject to enhanced monitoring as detailed in Section 4.2 of the Tier 4/Student Route Engagement Monitoring Policy. This will be administered by the Engagement Monitoring team within Student Compliance Services.

Students are responsible for:

4.1   

Ensuring they understand and adhere to the Engagement Monitoring Policy; 

4.2

Attending all face-to-face and virtual Supervisory, training and teaching sessions associated with their programme of study; 

4.3

Maintaining contact with their Supervisory team and attending any scheduled meetings; 

4.4

Notifying their School/College of any planned holiday they wish to take. 

4.5

Notifying their School/College of any planned temporary absence which exceeds five working days, and which will be considered as a “temporary request for leave from study”. A “temporary request for leave from study” is a temporary absence which has been accepted by the School/College. We understand that on occasion students may have to miss scheduled Supervisory meetings or research engagements for good reason, especially during the current climate. In these instances, students can submit a request for a temporary leave from study. The School/College will consider the grounds on which the request is made, the length of time requested and the impact of the absence on the student’s academic studies. The following is a non-exhaustive list of circumstances which the University would commonly accept: 

• Reasonable circumstances that may arise as a result of the COVID-19 pandemic. 
• Death or serious illness of a close relative or friend. 
• Significant adverse personal or family circumstances – such as divorce, burglary, fire, major court proceedings, financial difficulties that are beyond the control of the student and require the student to leave the University at short notice. 
• Jury duty.
• Sporting and/or arts commitments, normally where a student is a participant. 

Corroborating evidence must normally be provided where possible. If a student is experiencing personal, financial or medical difficulties that affect their ability to engage with their studies, it is expected that they will normally be advised to suspend their studies instead. 
 
The maximum period for which an authorised absence shall be granted is sixty days. Students requiring longer periods of absence shall be required to make contact with their Supervisor before additional time will be granted. The period of candidature shall not normally be extended. For Tier 4/Student Route students the period of absence must not mean the student will require more time to complete their programme. Tier 4/Student Route students requiring long periods of absence shall be required to suspend their studies.   
 
Students requiring a suspension of their studies and/or an extension to their candidature should consult the University’s Guide to Suspensions and Extensions for Research Students. 
 
Tier 4/Student Route students should be aware that where a “temporary request for leave from study” is granted by the School/College, Student Compliance Services should be informed immediately so this can be recorded on the student’s record.   

4.6

Notifying their School/College of any planned study or research conducted away from any Swansea University Campus. Students must obtain permission to study remotely from the School/College prior to leaving Swansea and will be required to adhere to the engagement monitoring policy during this period. Tier 4/Student Route students will also require permission to study remotely from Student Compliance Services as detailed in Section 5 of the enhanced Tier 4/Student Route Engagement Monitoring Policy. If a Tier 4/Student Route student’s request to study remotely exceeds one month this will be reported to the UKVI as a “Change of Study Location”. The maximum period for which a Tier 4/Student Route student can study remotely is six months. Students must remain enrolled and the request should not adversely impact their studies or effect the submission date. Arrangements must be made with the Supervisory and School/College Administration teams prior to leaving Swansea and meet the requirements of the Engagement Monitoring Policy. The following is a non-exhaustive list of circumstances the University would commonly accept: 

• Fieldwork 
• Data collection 
• Study visit to library, archive or place of industry 
• Attending or delivering lectures, talks or conferences at another institution 

Students are advised to wait until their request to study remotely has been approved before finalising any travel or accommodation arrangements. Students must also consult the University’s International Travel Policy before leaving. 
 
Students shall also be required to adhere to any engagement monitoring policies and procedures stipulated by the institution in which they are conducting their research. 

4.7

Responding to any communications regarding their engagement from their School/College, Student Compliance Services or Academic Services; 

4.8

Attending any meeting that is arranged as a consequence of non-engagement. 

5.1  College/School Academic and Administrative Staff are responsible for:

5.1.1

Reminding students of the importance of Supervisory sessions or research engagements; 

5.1.2

Ensuring the information, guidance and procedures relating to this Policy is accessible to students within the School/College; 

5.1.3

Maintaining contact with research students, scheduling and recording student engagement at Supervisory, training and teaching sessions, updating changes to Supervisory teams and ensuring the RMS system is a fair and accurate representation of the student’s engagement and expected progression; 

5.1.4

Utilising and engaging with the escalation process in the event of student non-engagement; 

5.1.5

Providing students with information, guidance and procedures on informing Schools/Colleges of any planned temporary absence which exceeds five working days and will be considered as a “temporary request for leave from study”. A “temporary request for leave from study” is a temporary absence which has been accepted by the School/College. Schools/Colleges understand that on occasion students may have to miss scheduled Supervisory meetings or research engagements for good reason, especially during the current climate. In these instances, students can submit a request for a temporary leave from study. Schools/Colleges should consider the grounds on which the request is made, the length of time requested and the impact of the absence on the student’s academic studies. The following is a non-exhaustive list of circumstances which the University would commonly accept: 

• Reasonable circumstances that may arise as a result of the COVID-19 pandemic.
• Death or serious illness of a close relative or friend.
• Significant adverse personal or family circumstances – such as divorce, burglary, fire, major court proceedings, financial difficulties that are beyond the control of the student and require the student to leave the University at short notice.
• Jury duty.
• Sporting and/or arts commitments, normally where a student is a participant. 

Corroborating evidence must normally be provided where possible. If a student is experiencing personal, financial or medical difficulties that affect their ability to engage with their studies, it is expected that they will normally be advised to suspend their studies instead. 
 
The maximum period for which an authorised absence shall be granted is sixty days. Students requiring longer periods of absence shall be required to make contact with their Supervisor before additional time will be granted. The period of candidature shall not normally be extended. For Tier 4/Student Route students the period of absence must not mean the student will require more time to complete their programme. Tier 4/Student Route students requiring long periods of absence shall be required to suspend their studies.   
 
Students requiring a suspension of their studies and/or an extension to their candidature should consult the University’s Guide to Suspensions and Extensions for Research Students. 

5.1.6

Immediately informing Student Compliance Services when a Tier 4/Student Route student is granted a temporary leave from study, so this can be recorded on the student’s file. 

5.1.7

Providing students with information, guidance and procedures on informing Schools/Colleges of any planned study or research conducted away from any Swansea University Campus. Ensuring students obtain permission to study remotely from the School/College prior to them leaving Swansea and continuing to monitor the student’s engagement during this period. Tier 4/Student Route students will also require permission to study remotely from Student Compliance Services as detailed in Section 5 of the enhanced Tier 4/Student Route Engagement Monitoring Policy. If a Tier 4/Student Route student’s request to study remotely exceeds one month this will be reported to the UKVI as a “Change of Study Location”. The maximum period for which a Tier 4/Student Route student can study remotely is six months. Advising students they must remain enrolled and the request should not adversely impact their studies or effect the submission date. Ensuring that arrangements with the Supervisory team have been made prior to the student leaving Swansea and meet the requirements of the Engagement Monitoring Policy. The following is a non-exhaustive list of circumstances the University would commonly accept: 

• Fieldwork
• Data collection
• Study visit to library, archive or place of industry
• Attending or delivering lectures, talks or conferences

School/College staff should advise students they must wait until their request to study remotely has been approved before finalising travel and accommodation arrangements and to consult the University’s International Travel Policy before leaving.  
 
School/College staff should also advise students they shall be required to adhere to any engagement monitoring policies and procedures stipulated by the institution in which they are conducting research. 

5.1.8

Ensuring all student engagement is monitored and recorded fairly, accurately and in an auditable form to ensure equality of treatment and compliance with both data protection and freedom of information access requirements, as well as scrutiny by the students, Student Compliance Services or Academic Services; 

5.1.9

Signposting any students identified as possibly requiring additional support to the appropriate Student Support Service.  

5.2

Heads of Schools/Colleges are responsible for: 

5.2.1

Ensuring that School/College staff are aware of their responsibilities with regards to engagement monitoring, data recording and the University’s escalation process; 

5.2.2

Establishing and publishing named contacts with responsibility for these duties within the School/College; 

5.2.3

Ensuring all student engagement is monitored and recorded fairly, accurately and in an auditable form to ensure equality of treatment and compliance with both data protection and freedom of information access requirements, as well as scrutiny by students, Student Compliance Services or Academic Services; 

5.2.4

Ensuring that an appropriate level of monitoring and recording occurs for each student.  

5.3

Directors of Research and Directors of Postgraduate Research are responsible for: 

5.3.1

Ensuring that School/College staff are aware of their responsibilities with regards to engagement monitoring, data recording and the University’s escalation process; 

5.3.2 

Ensuring all student engagement is monitored and recorded fairly, accurately and in an auditable form to ensure equality of treatment and compliance with both data protection and freedom of information access requirements, as well as scrutiny by students, Student Compliance Services or Academic Services; 

5.3.3

Ensuring that an appropriate level of monitoring and recording occurs for each student; 

5.3.4

Utilising and engaging with the escalation process in the event of student non-engagement, arranging meetings with students to discuss the consequences of non-engagement and take appropriate action in line with the Engagement Monitoring Policy based on the outcome of the meeting.  

6.1

Students enrolled on a MRes undertaking a taught element of the programme will be subject to the requirements of the Engagement Monitoring Policy for Taught Students, with the exception that the frequency of monitoring will take place on a fortnightly basis and the Programme Coordinator will assume the responsibilities of the Supervisor for the escalation process. 

6.2

When students enrolled on a MRes move to the research element of the programme, they will be subject to the engagement monitoring requirements of the Engagement Monitoring Policy for Research Students entirely and will be monitored on a four-weekly basis. The Supervisor will then assume the responsibilities for recording student engagement and the escalation process.

7.1

Students enrolled on Part One of a Standard/Extended Master’s programme will be subject to the requirements of the Engagement Monitoring Policy for Taught Students. Students who progress to Part Two or the project/dissertation phase of a Standard/Extended Master’s programme will then be subject to the requirements of the Engagement Monitoring Policy for Research Students and will be monitored on a four-weekly basis up until the point of submission. The Supervisor will then assume responsibility for recording student engagement and the escalation process.  

8.1 

Students enrolled on a Postgraduate Research Programme delivered through a collaborative partnership where one of the awarding bodies is Swansea University, will be subject to the requirements of the Engagement Monitoring Policy for Research Students and will be monitored on a 4-weekly basis up until the point of submission.

8.1.1 

The Swansea University Supervisor will be responsible for recording student engagement in the RMS system and will liaise with the Partner Institution Supervisor to monitor the student’s progress irrespective of the student’s location of study.

8.1.2 

Students will also be expected to adhere to any engagement monitoring policies and procedures as stipulated by the Partner Institution.

8.1.3 

Students undertaking a taught element at Swansea University will also be subject to the requirements of the Engagement Monitoring Policy for Taught Students until the point they move on to the research element of their programme.

8.2 

Students enrolled on a Postgraduate Research Programme delivered through a collaborative partnership where the awarding body is the Partner Institution, will only be subject to the requirements of the Engagement Monitoring Policy for Research Students for the period in which the location of study is Swansea University and will be monitored on a 4-weekly basis. 

8.2.1 

The Swansea University Supervisor will assume responsibility for recording student engagement in the RMS system for this period only.

8.2.2 

Students undertaking a taught element at Swansea University will also be subject to the requirements of the Engagement Monitoring Policy for Taught Students until the point they move on to the research element of their programme.

9.1

Visiting Researchers who are enrolled at the University for a period longer than one month will be subject to the requirements of the Engagement Monitoring Policy for Research Students. The Supervisor will be responsible for recording engagement. 

9.2

Visiting Researchers will be subject to the escalation process for reasons of non-engagement. 

A student who is absent from a Supervisory meeting or research engagement will enter an escalation process.  It is designed to re-engage students who have been absent from studies, to identify reasons for the absence and to assist students who may be experiencing difficulties or may need particular support. The escalation process is explained and illustrated below. Tier 4/Student Route students will also be subject to enhanced monitoring as detailed in the Tier 4/Student Route Engagement Monitoring Policy: 
 
Stage 0 - Student has attended all Supervisory meetings/research engagements in a four-week period. 

Stage 1 - Student missed Supervisory meeting(s) or research engagements for four weeks. The student will be contacted, warned about the consequences of non-engagement and asked to reengage with their Supervisor and/or attend a meeting with the School/Colleges’ Student Experience team to discuss additional help and support. They will be warned that failing to reengage with their studies may be a factor in any decisions taken about their future as a student if their engagement does not improve. 

Stage 2 - Following Stage 1, the student has missed Supervisory meeting(s) or research engagements for a further four weeks.  The student will be required to meet with their School/College Director of Research, Director of Postgraduate Research or nominee. If the student does not attend, they will normally be required to withdraw. If the student does attend, they may be permitted to continue as a student, at the discretion of the Director of Research, Director of Postgraduate Research or nominee, depending on their explanation and supporting evidence, if any.   

Stage 3 - Failing to attend subsequently will result in the student being required to withdraw in all but exceptional circumstances. 
 
Where a student’s engagement improves, they will not be contacted unless it deteriorates again. Each period of four weeks of improved engagement means that the student will drop one Stage in the escalation process. 

Students who receive a notice of withdrawal from the University, in accordance with the University’s Engagement Monitoring Policy, may request a final review of this decision. Please see the Final Review Procedure.  Students should note that any request for a final review must be submitted to the Director of Academic Services within five working days of the date of the letter/email to the student confirming the withdrawal decision, in accordance with the Final Review Procedure.