Policies

Attendance policy and procedures

1. Introduction

1.1 Purpose

This policy establishes attendance expectations for international students studying at Malvern International’s international centres. It ensures compliance with UK Visas and Immigration (UKVI) regulations while fostering student engagement and academic success.

1.2 Scope and Applicability

This policy applies to all international students enrolled in foundation, international year one, and pre-master’s programmes delivered across Malvern International’s network of centres embedded in diverse university partnerships. It sets a uniform standard for attendance monitoring while accommodating institutional-specific processes.

1.3 Definitions

1.3.1 Attendance is defined as physical participation in a scheduled, compulsory academic session. Attendance is normally recorded by an attendance register, using electronic systems, or other methods appropriate to the campus facilities and partner university requirements.

Where sessions take place off-site (for example industry visit), or where electronic systems are not available, alternative manual recording methods will be used, and students will be informed of the process at the beginning of their course.

1.3.2 Engagement refers to a student’s active participation in both academic and wider institutional activities, beyond compulsory attendance. Engagement includes, but is not limited to:

Accessing and interacting with Virtual Learning Environments (VLEs) and online learning materials.

Participating in workshops, academic drop-ins, and study skills sessions.

Using learning resources, such as the library, academic databases, and study hubs.

Attending personal tutoring meetings, career guidance sessions, or wellbeing services.

Regular and meaningful engagement is considered essential to a student’s academic progression and overall university experience.

1.3.3 Low Attendance refers to attendance falling below the expected percentage threshold but where some attendance is still recorded.

1.3.4 Non-Attendance refers to a student failing to attend any compulsory academic activities for 10 consecutive days or more without an authorised absence.

Different support interventions and consequences apply depending on whether a student demonstrates low attendance patterns or complete non-attendance.

1.4 Regulatory and Institutional Compliance

This policy aligns with the following external and institutional requirements:

UKVI Student Visa Sponsorship Regulations

QAA Quality Code for Higher Education Guidelines

Office for Students (OfS) Metrics and Expectations

Partner University Policies

2. Attendance Requirements

2.1 General Expectations

All students should maintain a minimum 85% attendance rate across all scheduled academic activities, including lectures, seminars, tutorials, workshops, and practical sessions. All our programmes are designed to comply with the minimum requirements of in-centre contact time of 15-hours per week.

2.2 Recording and Monitoring Attendance

Attendance is recorded daily through registers, with the student services team tracking attendance records in real-time. Attendance monitoring operates on a monthly cycle aligned to calendar months. Attendance reports will be compiled at the end of each calendar month, providing a consistent review structure regardless of course start dates.

Attendance data is reviewed informally on a weekly basis to identify students at risk of disengagement and support early interventions. Students identified as having low attendance will be contacted formally by the Student Services Team. Students will be encouraged to meet with their Personal Tutor to discuss their individual circumstances and to create a support action plan. This plan may include referrals to academic skills workshops, counselling services, time management support, or other relevant resources.

Formal monthly attendance review meetings are held to assess monthly and cumulative attendance data across the calendar month, identifying students requiring further intervention or formal support plans.

In addition to attendance records, where available and permissible under UKVI regulations, student engagement data may also be reviewed. This provides a broader picture of each student’s academic participation and is considered as part of formal academic progress reviews.

3. Absence Reporting and Authorisation

Students must report absences by submitting a formal Absence Notification Form. The form is submitted, via email, to the ISC before 9am on the first day of absence.

Absence reports are reviewed in conjunction with attendance data to inform support interventions, but notification of an absence does not automatically constitute authorisation. However they are taken into consideration when reviewing attendance.

All absence-related evidence submitted by students will be securely stored in the student’s attendance and welfare record on the internal management system. These records will only be accessible to authorised personnel involved in student support, compliance, or safeguarding. Absence records may be reviewed by the Compliance Manager or included in documentation for UKVI audit purposes if required.

Under 18s

If an under-18 student is absent from class, the lecturer must promptly notify the Student Services Manager (within the first 15 minutes of the session start) to contact the student, via email and phone to determine their whereabouts.

If the Student Services Manager is unable to contact the student, within 30 minutes, the student’s next of kin, guardian, or emergency contact will be contacted via phone.

If the next of kin, guardian or emergency contact are also unreachable, the case will be escalated to the centre’s Designated Safeguarding Lead for further action. This may include welfare checks or notification of safeguarding authorities if deemed necessary.

All contact attempts and escalations will be kept in the student records for monitoring and compliance purposes.

3.1 Short-Term Absences (Up to 3 Days)

Students must report absences via email, to the centre, before 9am on the first day of absence.

If the student submits evidence that justifies their absence (e.g. medical report) the absence can be authorised. This will be evaluated on a case-by-case basis by the Student Services Manager.

If the student is absent over 3 consecutive days in one calendar month and does not submit evidence, or submits evidence that is not considered acceptable, the absence will be considered unauthorised.

3.2 Long-Term Absences (Over 7 Days)

Any absence exceeding 7 consecutive days requires students to complete an authorised absence authorisation form. Any student with an absence exceeding 7 consecutive days will need to provide supporting documentation. This documentation will be reviewed and approved at the discretion of the compliance manager and university partner.

3.2.1 Exceptional Circumstances

Students experiencing visa delays, medical emergencies, or family crises must notify the Student Services Team and liaise with the Student Services Manager immediately where possible.

Where it is not possible for a student to notify the team in advance due to the nature of the emergency, retroactive evidence (such as medical certificates, hospital discharge letters, legal documents, or official travel disruption records) may be submitted as soon as reasonably practicable.

All requests for retroactive consideration of absence will be reviewed by the Student Engagement Panel to ensure fairness, consistency, and parity of treatment across all cases.

The panel will assess the validity and timing of the evidence, the nature of the circumstances, and the student’s overall academic engagement before deciding.

Approval of retroactive absence recognition is not automatic and is at the discretion of the panel, based on the evidence provided and in line with institutional and UKVI regulations.

3.3 No Engagement

In the event that we are unable to contact an adult learner for 2 consecutive weeks, and where prior consent has been provided, we will contact their next of kin or emergency contact to ensure their wellbeing and for safeguarding purposes.

We define no engagement as:

fails to attend and/or engage with formal University learning activities and associated procedures for 2 consecutive weeks;

fails to respond to communications from the University regarding this matter, or

are unable to give reasonable explanation for their absence and assurance of future appropriate engagement.

4. Attendance Warnings and Consequences of Non-Compliance

4.1 Stage 1: Initial Warnings and Early Intervention

Foundation (Level 3) Students: If attendance falls below 85% in any given month, students will receive an attendance review notification sent by the Student Services Team at the centre. Student services team notes if student has provided a response. Students are required to meet with a personal tutor who will provide academic support.

Year One (Level 4) & Pre-Master’s (Level 6) Students: If attendance falls below 70% in any given month, students will receive an attendance review notification sent by the Student Services Team at the centre. Student services team notes if student has provided a response.

4.2 Stage 2: Continued Poor Attendance

Foundation (Level 3) Students: If attendance remains below 85% for two consecutive months, students will be issued with a formal warning and an academic review. Students will be required to attend a meeting with the student services manager and head of learning and teaching to create a support plan to restore attendance levels in line with the University, centre and UKVI expectations.

Year One (Level 4) & Pre-Master’s (Level 6) Students: If attendance remains below 70% for two consecutive months, students will be issued with a formal warning and an academic review. Students will be required to attend a meeting with the student services manager and head of learning and teaching to create a support plan to restore attendance levels in line with the University, centre and UKVI expectations.

4.3 Re-engagement

4.3.1 Process Removal

Students subject to attendance intervention (formal warning or academic review) who subsequently achieve and maintain a verified attendance rate for their Level 3, Level 4 or Level 6 programme, accordingly for a single, full calendar month will be officially removed from the low attendance monitoring process.

4.3.2 Re-entry into the Process

If a student subsequently enters a new period of low attendance, the intervention process will reset and recommence from Stage 1 (Initial Warning). Previous attendance warnings will not automatically accumulate toward course withdrawal unless the new decline meets the strict definitions of a significant and sustained pattern of disengagement as defined in Section 4.3.3.

4.3.3 Definitions of Disengagement

To ensure consistent institutional enforcement and protect student visa compliance, a student’s decline in attendance will only bypass the Stage 1 reset if it satisfies any of the following objective thresholds:

Total missed contact hours exceed 10 consecutive timetabled sessions

Failure by the student to respond to two consecutive official university communications (emails or portal notifications) within 5 working days of issuance,

Failure to attend a scheduled Stage 2 Academic Review meeting without a documented emergency

This approach ensures that intervention processes remain fair, proportionate, and supportive of student success.

4.4 Stage 3: Pre-withdrawal

A pre-withdrawal will be issued to students who fall in one of the following categories:

If a student has 0% attendance for any given month with no evidence of engagement.

If the student’s attendance doesn’t show improvement and remains below the thresholds for monthly attendance for three consecutive months.

- Below 85% for Foundation – Level 3 students

- Below 70% for Year One – Level 4 & Pre-Master’s – Level 6 students

4.5 Stage 4: Withdrawal for non-attendance

If attendance remains below 70% over three consecutive review periods, or if a student records no attendance for 10 consecutive days without valid reasons, the Student Engagement Panel, in consultation with the partner university where applicable, may recommend to the University the student’s withdrawal from their programme.

Students will be notified in writing and provided an opportunity to submit evidence of mitigating circumstances before final withdrawal decisions are made.

4.6 UKVI and Visa Implications

If a student fails to meet the required attendance levels without valid reasons, the university will report the student to UKVI, which could result in:

- Withdrawal of visa sponsorship.

- Requirement to leave the UK due to non-compliance with visa conditions.

4.7 Appeals

A student who receives a pre-withdrawal is entitled to appeal within 5 working days from receiving the pre-withdrawal notification. The appeal will need to be submitted alongside any relevant documentary evidence.

4.8 Appeals Process

Students identified for withdrawal due to low or non-attendance will be notified formally in writing.

Students have 5 working days from the date of notification to submit an appeal using the Appeal Form.

Appeals must include supporting evidence (e.g., medical certificates, extenuating circumstances documentation) and a justification.

Appeals will be reviewed by the Student Engagement Panel.

Students are encouraged to continue attending classes during the appeal review process.

Outcomes will be communicated in writing within a maximum of 10 working days.

Late submission appeals may be considered by the Student Engagement Panel if there are exceptional circumstances that warrant it.

4.9 Student Engagement Panel

All appeals received need to be reviewed immediately after the 5 working days have concluded through a student engagement panel committee who will be meeting monthly. The panel will have the responsibility to:

Evaluate the evidence submitted

Decide to uphold or reject the appeal

Provide summary reason for the rationale behind decision to inform communications to student

Ensure transparency and consistency of this policy applied across centres.

The student engagement panel will be chaired by the Chief Operating Officer and represented by Centre Directors and or Student Services Teams for each centre, and the Compliance Manager.

Concluding the appeal review, the decisions will be communicated to the relevant partner to be actioned.

5. Support Mechanisms

5.1 Academic Support

Students struggling with attendance will be referred to their personal tutor and will be on an individual learning plan to support their academic progress. Furthermore, students will be required to attend regular check-ins with student services until their attendance is back at a minimum of 85%.

5.2 Health and Wellbeing Support

Students experiencing health or mental wellbeing concerns will be referred and can access university counselling and healthcare services. Adjustments will be made for students with long-term medical conditions or disabilities.

5.3 Mitigating Circumstances for Attendance Issues

Students experiencing extenuating circumstances (e.g., serious illness, bereavement) can apply for mitigating circumstances consideration. The institution will assess each case and may offer academic flexibility where appropriate. These will always need to be evidenced with documentation and will be assessed on a case-by-case basis by the compliance manager, and in line with UKVI regulations.

6. Responsibilities

6.1 Student Responsibilities

Attend all scheduled academic activities and report any absences in a timely manner.

Engage with personal tutors and support services when facing attendance difficulties.

Ensure compliance with UKVI visa attendance requirements.

6.2 Staff Responsibilities

Maintain accurate attendance records and provide timely interventions for at-risk students.

Offer student support and guidance for those experiencing attendance difficulties.

Ensure students are aware of attendance obligations and potential consequences.

6.3 Institutional Roles and Responsibilities

This policy is implemented through a collaborative framework that distinguishes the operational responsibilities of Malvern International staff and the oversight duties of university partners.

6.3.1 Operational Delivery

MHEP Student Services Manager/Team (Centre-Level)

Monitor attendance daily and record absences.

Identify students with low or no attendance and initiate first-stage interventions.

Communicate attendance warnings and support meeting scheduling.

Maintain safeguarding protocols, especially for under-18s.

Provide wellbeing check-ins and support plan follow-up.

MHEP Compliance Manager/Team (Centre-Level)

Oversee the application of attendance policy in line with UKVI, institutional, and partner expectations.

Approve or reject absence authorisation requests.

Monitor students with poor attendance and lead second-stage intervention meetings.

Escalate pre-withdrawal cases and refer cases to the Student Engagement Panel.

Conduct monthly compliance audits and ensure accurate documentation for UKVI readiness.

Head of Learning and Teaching (Centre-Level)

Attend formal academic review meetings, in collaboration with Head of Student Services for students with continued poor attendance.

Collaborate with personal tutors to ensure academic recovery plans are implemented.

Support the design and tracking of academic interventions linked to attendance.

Student Engagement Panel (Centre-Level)

Review appeals and retroactive absence cases to ensure consistent application of policy.

Chair monthly meetings to evaluate withdrawal decisions and student support interventions and ensure institutional consistency.

6.3.2 Partner University (Oversight and Governance)

Review attendance data provided by Malvern, as required for compliance assurance purposes.

Receive formal recommendations for student withdrawal and carry out final actions in line with university regulations.

Provide access to university-level support services when relevant and applicable.

Malvern will provide partner with access to live attendance monitoring data.

7. Policy Review and Compliance

7.1 Annual Review

This policy will be reviewed annually to ensure ongoing compliance with UKVI, and institutional regulations. Any policy updates will be communicated to students and staff.

7.2 Institutional Consistency

The policy applies uniformly across all Malvern International campuses and partner institutions.

The principles of this policy apply uniformly Malvern International campuses and partner institutions however, in line with, compliance controls within the university there may at times be differences in parameters.

7.3 Compliance Audits

Monthly internal audits will be conducted to verify attendance monitoring accuracy and institutional compliance by the compliance manager. Audit findings will inform continuous improvements in attendance monitoring and student engagement strategies.