University of Edinburgh- School of Philosophy, Psychology and Language Sciences
School Engagement and Attendance Monitoring Plan 2015-16
Information for Students
1. Introduction
1.1 These procedures set out the School of Philosophy, Psychology and Language Sciences
(PPLS) approach to meeting our requirements to students and the University in relation to
academic engagement and monitoring. Reference is made throughout this plan to the College
of Humanities and Social Sciences (CHSS) SEAM Handbook1, and in specific reference to Tier
4 students, the University of to the University of Edinburgh (UoE) Tier 4 Student Attendance
and Engagement Policy.2
1.2 The School of PPLS recognizes that whilst we encourage the development of all of our students
as independent learners, we wish to ensure that our student population engages with their
academic programme of study, with engagement and attendance monitoring being one
method.
1.3 The University also has specific legislative requirements in relation to its role as a Highly
Trusted Sponsor of international students within the UK immigration system (known as Tier 4
students). These requirements are informed by the necessity of evidencing a robust process to
oversee Tier 4 students whilst studying at the UoE in relation to both attendance and academic
engagement.
2. Attendance and Engagement
2.1 UoE defines attendance as the confirmation of attendance element of matriculation (all
students) and examination attendance, where applicable. For Tier 4 students, this further
extends to a series of census points which are spread throughout the academic year.3
2.2 UoE defines engagement as monitoring undertaken by Schools at regular points during
students' study and includes submission of assessed work (assignments), submission of
coursework, either in person or electronically, achieving research or writing-up milestones as
per agreed schedule/timeline or research plans and meeting with Personal Tutors, Supervisors
and other key staff.
3. Monitoring of Attendance and Engagement
3.1 Students across PPLS are expected to engage with their programme of study throughout the
academic year. This includes, although is not limited to:
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Ensure curriculum choices are confirmed during September.
Attendance and engagement with teaching sessions, and or area of research.
Utilise the VLE are other appropriate learning resources as provided by PPLS and UoE.
Complete required assessment and examinations as outlined by course/programme
regulations.
Attend and engage with organised meetings with key staff such as Personal Tutor,
Programme/Course Organiser(s) Tutors and Supervisors.
Ensure engagement in communication with the School and respond to formal
communications.
3.2 PPLS will monitor attendance of all students at small group teaching events (defined as those
with size of less than 30 students) on a fortnightly basis, alongside any scheduled formal
1
https://uoemy.sharepoint.com/personal/mmurray8_ed_ac_uk/Documents/CHSS%20Handbook%20on%20SAEM%20Policy%204%20Sep%20
2015.docx?web=1
2 https://www.wiki.ed.ac.uk/pages/viewpage.action?pageId=244004876
3
http://www.ed.ac.uk/student-administration/immigration-compliance/tier-4-census/census-dates
meetings with key staff as outlined in 3.1. Summative assessment submission will also be
monitored.
Where a pattern of non-engagement is identified, the student will be contacted by the relevant
staff member in order to investigate the reasons for non-engagement, and allowing for a
process of further escalation as necessary in order to best support the student.
4. Tier 4 Monitoring of Attendance and Engagement
4.1 Alongside monitoring of student academic engagement more generally, and in order to meet
our requirements as a Highly Trusted Sponsor Status, PPLS will undertake a series of
Engagement Audit Points (EAPs) in order to ensure compliance with UKVI regulations. EAPs
will be scheduled throughout the year and will summarise the current level of academic
engagement undertaken by Tier 4 students, utilising the same methods as outlined in 3.1.
4.2 EAPs are scheduled as follows for session 2015-16:
All programmes:
weeks 2, 8, 12 of semesters 1 and 2
Postgraduate taught
weeks 2, 8, 12 of semesters 1 and 2, and June/August
All research programmes:
weeks 2, 6 and 12 of semester 1 and 2 and August/September
A table outlining the method of engagement and attendance monitoring is outlined in appendix
A.
At each scheduled EAP, the student EUCLID record will be updated by the relevant Course
Administrator in relation to the engagement outlined in 3.2.
4.3 In relation to Tier 4 students, a level of engagement below that outlined in 3.2 will be
investigated following a standard escalation policy, with the outcome of each escalation point
recorded within EUCLID:
First stage: where PPLS determines that the level of engagement falls reasonably out with
that outlined in section 3.2, this concern will be outlined by email by the relevant Course
Administrator/Student Support Officer, copying in the relevant academic Director and UG/PG
Administrator for reference. The student will be expected to respond to this email within 5
working days.
Second stage: where a student fails respond to stage 1 and or continues to engage at a level
below that reasonably expected in 3.3, the student will be contacted by the relevant School
UG/PG Administrator with a request to attend a mandatory meeting with the relevant academic
Director to discuss the reasons for current engagement levels. The student will be expected to
respond to this email within 5 working days.
Third stage: where a student fails to respond to stage 2, and or continues to engage at a level
below that reasonably expected in 3.2, the student will be contacted by the relevant School
UG/PG Administrator with a request to attend a mandatory meeting with the relevant academic
Director and Tier 4 Contact Officer (Director of Professional Services) to discuss the reasons
for current engagement levels. The student will be expected to respond to this email within 5
working days.
Final stage: where a student fails to respond to stage 3, and or continues to engage at a level
below that reasonably expected in 3.2, and having consulted with relevant colleagues across
the School, it is likely that the School will conclude that there is no satisfactory evidence of
student engagement. The Tier 4 Contact Officer (Director of Professional Services) will refer
the case to the Head of College or delegated officer who will consider the case with reference
to the relevant policies, including the Student Attendance and Engagement Policy and the
Procedure for Withdrawal and Exclusion from Studies.
Appendix A
PPLS SEAM 15-16: Evidence points
Evidence
Applies to
Activity Timeline
Type (in
person/remotely)
Owner(s) of process
Census Points
all students
throughout semesters 1 and 2
in person
Student Administration
Data
entry/stored
Student
Administrati
on: EUCLID
Attendance at small group teaching
all taught students
throughout semesters 1 and 2
in person
Academic staff
All teaching
staff: EUCLID
Curriculum choice process
Utilisation of VLE
Summative assessment
organised formal meetings (Personal
Tutors)
Dissertation supervision meeting
all taught students (excl Yr 2 UG)
weeks 1-2
in person
UG/PG Teaching Offices
UG Yr 2
Weeks 1-2
In person
Personal Tutors
EUCLID:
exception
reporting
EUCLID:
exception
reporting
all taught students
throughout semesters 1 and 2
remotely
PPLS IT Team
N/A
UG/PG Teaching Offices
Students/LEA
RN (transfer
to EUCLID by
Teaching
Offices)
all taught students
all 1st UG students
all 2nd year UG students
all 3rd/4th year UG students
all UG 4th year students
from week 4
4 meetings across semester 1/2
3 meetings across semester 1/2
1 meeting
1 meeting semester 1
remotely
both
both
in person
Personal Tutors/SSOs
Personal Tutors/SSOs
Personal Tutors/SSOs
in person
Supervisor/ UG Teaching
Office
Personal
Tutors/SSOs:
EUCLID
Teaching
Office:
EUCLID
Dissertation submission
all UG 4th year students
semester 2
in person
Teaching Office
Teaching
Office: Local
excel
Supervisory meetings
all PGR students
minimum of 3 recorded meetings per
semester
in person
1st Supervisor
Supervisors:
EUCLID
Annual review
all PGR students
July/November
in person
PG Office
PG Office:
EUCLID
PGR Viva
final year PGR students (where
applicable)
various
in person
PG Office
PG Office:
EUCLID