Engagement Monitoring Policy for Taught Students

The University recognises that engagement with teaching and learning is a key element in successful student retention, progression, achievement and employability. This approach also serves to identify students who may be experiencing difficulties and might need particular support. The University also has a legal duty for the majority of students to monitor engagement with teaching and to act on non-engagement. This legal duty arises from the requirement to report engagement to UK student loan companies and 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 Student Route (previously Tier 4) visa. The University will use a range of data sources that represent participation with studies to monitor student engagement for these purposes and to ensure student welfare. 

Some programmes have an engagement requirement set by a professional body; where this is more rigorous than that set by the University the requirement of the professional body will prevail. 

2.1 

This engagement monitoring policy applies to all taught students who are enrolled on an academic programme at the University. Taught students who are enrolled on a programme delivered through a collaborative partnership, and who will be entirely based at the partner site, will be subject to the engagement monitoring policies stipulated by the partner institution. 

2.2 

It is expected that all students will engage with face-to-face learning sessions from the start of the academic year. Students who are unable to engage in-person will need to consider deferring or suspending studies. 

2.3

The University expects students to engage with all scheduled learning sessions associated with each module or programme of research which they have elected to pursue whether these are face-to-face or virtual. A scheduled learning session includes but is not limited to lectures, seminars, study groups, practical classes, example classes, tutorials, examinations, supervisory meetings, industrial placements, field trips or other activities which students are expected to engage with. 

2.4 

Engagement will be monitored by a student’s home Faculty/School on a 2 weekly rolling basis from the first teaching week of any given intake with the exception of the courses that are outlined in this policy which may be monitored at different timescales. 

2.5 

For Student Route (previously Tier 4) students, engagement will be monitored on a weekly rolling basis by the Engagement Monitoring Team in Student Compliance Services as detailed in the Engagement Monitoring Policy for Student Route (previously Tier 4) Students. 

2.6

Engagement monitoring is supportive and seeks to ensure that student welfare is our priority. This means that Faculties/Schools may contact students about their levels of engagement, or if students show concerning patterns of engagement such as non-attendance at face-to-face learning sessions or failure to register card swipes at face-to-face learning sessions, to establish the reasons for lack of face-to-face engagement and offer to help and/or encourage them to engage, even if they have met the University’s formal threshold. 

2.7 

The University will use a range of data sources to monitor student engagement with their studies. This will primarily be based on attendance at scheduled face-to-face learning sessions and engagement with course materials in Canvas. Additional data may be taken into account when considering Admin Reviews for non-engagement such as submission of assessments and coursework, library data and engagement with personal tutor meetings. Please see point 13 for more information on the Admin Review process.   

2.8 

For students attending face-to-face learning sessions, attendance will be monitored by swipe card. Students will need to tap their card against the readers located in each teaching room when entering where their card should be recognised (the reader shows the student’s name). 

2.9

A student is required to scan using their own card only at face-to-face learning sessions. Although engagement monitoring is supportive and not punitive, the University recognises the potential for abuse of the system in students scanning into scheduled learning sessions for others or scanning and then not attending the scheduled learning session. Any suspected abuse of the system will be investigated by the Faculty/School or Student Compliance in the case of Student Route students and students suspected of abuse of the system will be subject to the process outlined in section 11 below or point 6 of the Engagement Monitoring Policy for Student Route students. The Student Compliance team will conduct checks at face-to-face learning sessions during the academic year as a reminder for students to tap their card when entering teaching spaces. This will also serve to ensure the card readers at locations across campus are in good working order.

2.10 

Engagement will only be considered when it is capable of being monitored. If, for example, a card reader is missing or not working, then this will not count against a student’s overall engagement. Similarly, if scheduled learning sessions are cancelled by removal from the timetable, then this engagement data will not count against a student’s engagement record. 

2.11

Students are responsible for remembering to bring their card to face-to-face learning sessions and for replacing any lost or damaged cards as soon as possible. 

2.12

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 address and home address unless the student has notified both Education Services and the Faculty/School in writing that an alternative address should be used. 

2.13

Faculties/Schools will inform students of their engagement procedures and requirements. 

2.14 

The University will contact students who have significant periods of non-engagement as detailed in point 12 below, to ensure their welfare and offer support. Where the level of engagement does not subsequently improve without explanation over a four-week rolling period, the University may, in exceptional circumstances, consider the withdrawal or suspension of the student. Normally, a candidate with a decision of ‘Required to Withdraw from the University’ shall not be readmitted to the same programme of study, or to a cognate programme, without the approval of the Recruitment and Admissions Committee. 

2.15

Students who are required to withdraw or suspend as a result of this process will be liable for tuition fee costs covering the period up to the last date they last engaged with their studies, attended teaching or accessed online provision (during teaching periods, between Monday to Friday). Certain professional courses, for example those within the Faculty of Medicine, Health and Life Sciences may refer to dates of placement when calculating the last date of engagement.

2.16

New students who are required to withdraw but have not engaged with their studies at all will have their last date of attendance/engagement recorded as the first date of term.

2.17

Students who re-enrol but do not engage at all will have their last date of attendance/engagement recorded as the last day of term of the previous teaching session. Students returning from suspension will have their last date of engagement recorded as the start of their previous suspension period.

2.18

Some courses have higher specific engagement requirements because of professional requirements. Faculties/Schools should inform students, as part of the course information, if there are any specific additional engagement requirements. 

2.19 

Students undertaking a study abroad element or an industrial placement that forms an integral and assessed part of their programme, shall also be required to adhere to the engagement monitoring policy. Such students will be monitored on a monthly basis at a minimum (see section 6). 

2.20

Students pursuing programmes delivered via short intensive periods of study shall be monitored during the intensive study weeks (see section 9).

3.1

While the key principles of this policy apply to all taught students, the University is required to monitor engagement for all Student Route (previously Tier 4) students, in line with UK Visas and Immigration (UKVI) regulations as well as the Immigration Rules that underpin immigration into the United Kingdom. Student Compliance Services will therefore carry out engagement checks on a weekly rolling basis for Student Route (previously Tier 4) students on taught programmes based on card swipe data from face-to-face learning sessions in order to comply with the UK Visas and Immigration (UKVI) regulations. Please see the Engagement Monitoring Policy for Student Route (previously Tier 4) Sponsored Students for specific details of the engagement monitoring process that applies to Student Route (previously Tier 4) visa holders, which will be administered centrally by Student Compliance Services. 

Students enrolled on Adult Continuing Education courses will also be subject to the engagement monitoring process to ensure student welfare. Further information about the engagement monitoring procedures for these students can be found in the appendix section of this policy below.

Students who demonstrate unsatisfactory in person attendance over a 3-week period will be invited to meet the Programme Director or their nominee to discuss their non-attendance. Students who do not attend the meeting with the Programme Director or their nominee may be sent a notification of withdrawal or suspension.

Students are responsible for:

6.1 Ensuring they understand and adhere to the University’s Engagement Monitoring Policies;

6.2 Engaging with all scheduled learning sessions associated with their programme of study, including attending face-to-face learning sessions, watching recordings where learning sessions have been pre-recorded, attending a live stream session and accessing the online learning materials made available to them by their Faculty/School;

6.3  Informing their Faculty/School when technical difficulties prevent them from engaging with their studies online so that support can be provided;

6.4  Ensuring that they have their student cards with them at all face-to-face learning sessions and replacing any lost or damaged cards as soon as possible;

6.5 Maintaining contact with their personal tutor and attending any scheduled face-to-face or virtual meetings;

6.6 Notifying their Faculty/School of any planned temporary absence of five working days or longer and which will be considered as a “temporary request for leave from study”. A “temporary request for leave from study” is a short temporary absence which has been accepted by the Faculty/School. We understand on occasion that students may have to miss learning sessions for good reason, but if this happens students will need to make sure they keep up with their work. The following is a non-exhaustive list of circumstances which the University would commonly accept:

• Exceptional circumstances such as serious illness or injury.
• Death or serious illness of a close relative or friend.
• Significant adverse personal/family circumstances – such as divorce, burglary, fire, major court proceedings, financial difficulties beyond the control of the student, which require the student to leave the University at short notice.
• Jury duty.
• Sporting and/or arts commitments, normally where a student is a participant.

Requests should be made to the Faculty/School in the first instance and corroborating evidence must usually be provided. If a student is experiencing personal, familial, financial or medical difficulties that significantly affect their ability to engage with their studies, it is expected that they will normally be advised to suspend their studies instead.

Due to the risk to academic success, leave requests will usually be considered for a period of up to 2 weeks only and the period of absence must not mean the student will require more time to complete their programme. Student Route (previously Tier 4) students requiring longer periods of absence shall be required to suspend studies.  Students requiring a suspension of their studies and/or an extension to their candidature should consult the University’s Suspension of Studies regulations for taught programmes. Since students are expected to remain within a commutable distance of their campus of study to complete the academic requirements for their programme of study, as per the conditions of their Student Route (previously Tier 4) visas, such requests will be considered on a case-by-case basis. It is not expected that more than one such period of absence shall be granted per programme of study. Repeated requests for extended leave of absences will be assessed on a case-by-case basis and students may need to consider a suspension of studies, depending on the circumstances.

Where a Student Route (previously Tier 4) student is granted a temporary leave from study, Student Compliance Services should be informed immediately so that this can be recorded on the student’s file.

6.7 Accessing their University e-mail account regularly to monitor and read all e-mails sent by the University

6.8 Responding to any communications regarding their engagement from their Faculty/School, Academic Services or Student Compliance Services.

6.9 Attending any face-to-face or virtual meetings that are arranged as a consequence of non-engagement with studies.

7.1 Faculty/School Academic and Administrative Staff are responsible for:

7.1.1 Reminding students of the importance of engaging with all scheduled learning sessions and online learning materials;

7.1.2 Ensuring the information, guidance and procedures relating to the Student Engagement Monitoring Policies are accessible to students within the Faculty/School;

7.1.3 Providing students with any specific information relating to the Student Engagement Monitoring Policy and periods of study away from Swansea;

7.1.4 Ensuring that the timetable information is as accurate as possible;

7.1.5 Ensuring that any ad hoc changes to the expected timetable are logged on the University timetabling system - for example a last-minute change of room, or re-scheduling of a learning session;

7.1.6 Reviewing student engagement using the data provided by the different engagement modes to ensure student welfare and offer support as appropriate. This will primarily be based on engagement with course materials in Canvas and attendance at scheduled face-to-face learning sessions. Additional data may be taken into account when considering Admin Reviews for non-engagement such as submission of assessments and coursework, library data and engagement with personal tutor meetings.

7.1.7 Providing students with information, guidance and procedures on informing Faculties/Schools of any planned temporary absence as mentioned in 6.6 above.

7.1.8 Maintaining contact with personal tutees and scheduling and recording students’ engagement with tutee sessions in line with the University’s Personal Tutoring System Policy;

7.1.9 Managing the process for continued non-engagement with studies to ensure student welfare and offer support and which may exceptionally lead to a student being withdrawn or suspended;

7.1.10 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 and Education Services or Student Compliance Services;

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

7.2. Executive Deans are responsible for:

7.2.1 Ensuring that Faculty/School staff are aware of their responsibilities with regards to engagement monitoring;

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

7.2.3 Ensuring that all students are assigned a Personal Tutor;;

7.2.4 Ensuring all students’ 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, Academic Services or Student Compliance Services;

7.2.5 Ensuring that an appropriate level of monitoring and recording occurs for each student/programme of study in accordance with the policy.

8.1 Students undertaking a study abroad element or an industrial placement that forms an integral and assessed part of their programme shall also be required to adhere to the University’s Engagement Monitoring Policy for Taught Students and in the case of Student Route (previously Tier 4) students, the Engagement Monitoring Policy for Student Route (previously Tier 4) Sponsored Students. Students shall also be required to adhere to any engagement monitoring policies and procedures stipulated by the study abroad institution or industrial placement provider.

8.2 Students undertaking a study abroad element or an industrial placement that forms an integral and assessed part of their programme shall be monitored on a monthly basis at a minimum. Such students will be contacted by their Faculty/School once a month and will be required to confirm their continued engagement with their programme. Faculties/Schools will be responsible for informing students of this requirement and the process for making contact at the start of the placement.

8.3 Students who do not respond to their Faculty/School when contacted in accordance with 7.2 above will be sent a follow up e-mail from the Faculty/School reminding the student of the requirement to respond to confirm their continued engagement with their programme. Students who do not respond to the follow up e-mail will be considered for withdrawal by the Faculty/School if there is no evidence of extenuating cirumstances. In the case of Student Route (formerly Tier 4) students, Student Compliance Services will follow up with the relevant students.

8.4. The following are examples of appropriate engagements for monitoring engagement for students on study abroad and work placements:

• Contact between the student and the Faculty/School academic coordinator or other designated staff member. This could be via Skype, telephone call or email.
• Confirmation of student attendance from an appropriate designated representative of the host University for Study Abroad students or a company representative for students on work placements.
• Data from the host University’s attendance records.
• Some programmes also need additional evidence.

8.5 Student Route (previously Tier 4) students on placement or study abroad are subject to the additional requirements specified in 3.2 of the Engagement Monitoring Policy for International and Student Route (previously Tier 4) Sponsored Students.

8.6 Students who fail to comply with the requirements of their programme or whose engagement is unsatisfactory will be considered by the Faculty/School and appropriate action will be taken.

9.1 Students shall be required to adhere to the engagement monitoring policy. For programmes taught over short intensive periods, the engagement monitoring process will be based on 2-day intervals during each period when scheduled learning sessions are timetabled. The Faculty/School will provide the dates of these periods to students at the beginning of the course. Note that some programmes are subject to higher attendance requirements because of professional accreditation. 

9.2 Students who do not engage with their studies during a 2-day period will be contacted by their Faculty/School with offers of support and to help them re-engage with their studies.

9.3 For students on short professional learner programmes of study, engagement will be monitored midway through the course and students who have not engaged with the course up to this point will be contacted by their Faculty/School to confirm their continued participation on the course. Students who do not respond to their Faculty/School will be issued with a notification of withdrawal.

10.1 Students enrolled on a taught postgraduate programme who are undertaking the research element of their programme (the directed independent learning module(s)) will be subject to the requirements of the Student Engagement Monitoring Policy for Research Students with regard to the frequency of monitoring (on a monthly basis).

10.2 Such students will also be subject to the Student Engagement Monitoring Policy for Research Students with regard to the escalation process. However, the Chair of the Learning and Teaching Committee or their nominee will assume the responsibilities of the Director of Research in Stage two of the process.

10.3 Students that have officially progressed to Part Two or the project/dissertation phase of a Septemeber start Postgraduate Taught Masters Programme who would like to leave Swansea for personal reasons can opt to submit a “Request to Complete Studies Remotely”.

Requests will be assessed on a case-by-case basis by the Faculty/School and Student Compliance Services in the case of Student Route (previously Tier 4) students. Please note that submitting a request does not guarantee that the request will be granted. Decisions will be made based on academic requirements of the programme of study and UKVI guidance in the case of Student Route (previously Tier 4) students. Swansea University reserves the right to refuse to authorise a request if it is deemed that such authorisation could pose a risk to Swansea University’s compliance duties and responsibilities as a Licenced Sponsor. Students will be informed in writing if their application is not successful.

Student Route (previously Tier 4) students should be aware that if their request is approved, the University would withdraw its sponsorship of their student visa. The student visa would then be curtailed as the student would no longer be required to travel/return to the UK to complete the course.

Students whose visa has been curtailed become ineligible for the Graduate Route post-study work visa.

For Student Route (previously Tier 4) visa holders, Student Compliance Services will require proof of exit upon the student’s return home to complete the authorisation of a request and report the withdrawal of sponsorship to the Home Office. Upon receipt of the proof of exit, Student Compliance Services will provide final confirmation that the Student’s record has been updated and they are no longer subject to the University’s in-person engagement monitoring process for sponsored students.

As mentioned in 2.9 above, students on taught programmes are required to register their attendance at scheduled face-to-face learning sessions electronically by scanning their student card against the readers located in each teaching room. The University recognises the potential for abuse of the system with students scanning into scheduled learning sessions for others or scanning and then not attending the scheduled learning session. Any suspected abuse of the system will be investigated by the Faculty/School. The following process will apply to non-Student visa holders who scan their card and leave a session, scan a card on behalf of another student or give their card to another student to register their attendance:

11.1 The student will receive an email from Faculty/School outling the policy and explaining that any further instances could be escalated to withdrawal.

11.2  If the student is found to have engaged in this activity for a second time, the student will need to meet with their Faculty/School to explain the reasons. The Faculty/School will assess the reasons provided and make a decision as to whether the student is permitted to continue or whether a withdrawal will be considered.

12.1 The University will review student engagement with course materials in Canvas and face-to-face learning sessions on a 2-weekly basis. These reviews are designed to identify students whose engagement has fallen below the required threshold, to ensure student welfare, to establish the reasons for non-engagement and to assist students who may be experiencing difficulties or may need particular support to get back on track.

12.2 The process is explained below:

Students who receive a notice of withdrawal or suspension from the University, in accordance with the University’s Engagement Monitoring Policy, may request a review of this decision. Students will have the opportunity to submit an Admin Review form to Student Compliance Services within 5 working days of the date of the letter/email to the student confirming the withdrawal or suspension decision. The form will be reviewed by the student’s Faculty/School and Student Compliance Servies in the case of Student Route (previously Tier 4) students. The Associate Director: Student Operations or their nominee may review cases where the Faculty/School or Student Compliance Services continue to recommend a withdrawal or suspension at the appeal stage. The Admin Review will constitute the completion of internal University procedures for the Engagement Monitoring Process.

Engagement Monitoring Process for Adult Continuing Education courses