Attendance Monitoring for All Students Guidance for Students

Academic Year 2015/2016

On Arrival
All new students, on arrival, will need to provide evidence of their identity, i.e. registration
document and photo ID (passport for international students), and authorisation to reside in the
UK (visa) prior to receiving their Smartcards.
All returning UK/EU students must scan their Smartcards at designated manned places on
Campus to validate their registration.
All returning international students must attend in person at the main Kings Road Centre
registration event to have their passport and visa checked prior to scanning their Smartcards.
Students arriving after Induction Week should attend in person at Kings Gate.

Undergraduate
As per University policy, all undergraduate (UG) students will be monitored for attendance.

Students should note that attendance will be monitored regularly.

Class lists, which have for each student their photograph, Smartcard bar code, their
name and a space for them to sign, will be passed round the class during scheduled
lectures / practicals / tutorials, etc., for students to sign.
Students should complete a Student Notice of Absence Form (SNAF) if they are, or plan
to be, absent for any reason. These forms are accessed via the S3P portal a guidance
document will be available on the University website and CEG Blackboard Community.
The Student Notice of Absence Form should only be accompanied by a PEC Form when
the absence significantly affects the students studies.
The School will run reports on a weekly basis, and report any unauthorised absence
periods as per the current University Regulations on Attendance Requirements.

UG students who are unsure about any aspects of the above procedure should contact the
Undergraduate Secretary on ceg.undergraduate@ncl.ac.uk.

Postgraduate Taught

In Semesters 1 and 2 (i.e. when teaching is taking place) all postgraduate taught (PGT)
students will be monitored as per UG students (see above).
For block programmes, students will be monitored only when they are expected /
scheduled to attend, i.e. during block weeks.

Dr Ruth Vater : 10 September 2015

In Semester 3 (i.e. when students are working on their projects / dissertations)

international students only will be expected to report to the Cassie (Environmental
Engineering, Transport Engineering and Water Resources Engineering students) or
Drummond (Geotechnical Engineering, Structural Engineering, Engineering Geology and
Geosciences students) School Office to sign in once MONTHLY (the School will allocate
census dates and monitor).
Students who are on placement for more than 5 working days must be monitored
weekly by email or Skype.
PGT students are only permitted to take 2 weeks holiday in Semester 3 at the discretion
of the DPD, and must seek approval for that holiday in advance. This should be
recorded on the Student Notice of Absence Form (SNAF) via S3P.
Schools will report any unauthorised absence as per the current University Regulations
on Attendance Requirements.

The Schools monthly census days, where international PGT students will be required to report to
either Cassie or Drummond Reception (as most appropriate depending on their programme)
with their smartcard and sign a class list to show they are attending University, are as follows:
Friday 29th April 2016 - between 9.00am and 4.45pm
Friday 27th May 2016 - between 9.00am and 4.45pm
Friday 24th June 2016 - between 9.00am and 4.45pm
Friday 29h July 2016 - between 9.00am and 4.45pm
Any time between Monday 22nd August and Friday 26th August 2016 - between 9.00am
and 4.45pm

Postgraduate Research

International postgraduate research (PGR) students will be expected to report to the

Cassie School Office to sign in once MONTHLY (the School will allocate census dates and
monitor).
PGR students meeting face to face with their supervisors should keep notes of their
meetings using the e-Portfolio in SAP.
PGR students intending to conduct work off campus must complete a Study Outside the
University Form which must be approved by their supervisor in advance and submitted
to the PGR Secretary via the ceg.pgr@ncl.ac.uk email to be kept on their SAP record.
Students working off campus must initiate a monthly keep in touch email to the School
via the ceg.pgr@ncl.ac.uk email, which will form an electronic census. Ideally this should
be done on the census dates. This is in addition to any contact with the supervisor.
The above also applies to students pending submission or under examination.
PGR students are entitled to a maximum of 7 weeks holiday leave (including all times
when the University is officially closed), and must seek approval for that holiday from
their supervisor in advance. This should be recorded on the Student Notice of Absence
Form (SNAF) via S3P.
Schools will report any unauthorised absence as per the current University Regulations
on Attendance Requirements.

The Schools monthly census days, where international PGR students will be required to report to
Cassie Reception with their smartcard and sign an attendance sheet to show they are attending
University, are as follows:
Dr Ruth Vater : 10 September 2015

Friday 25th September 2015 - between 9.00am and 4.45pm

Friday 30th October 2015 between 9.00am and 4.45pm
Friday 27th November 2015 between 9.00am and 4.45pm
Friday 18th December 2015 between 9.00am and 4.45pm
Friday 29th January 2016 between 9.00am and 4.45pm
Friday 26th February 2016 - between 9.00am and 4.45pm
Friday 18th March 2016 - between 9.00am and 4.45pm
Friday 29th April 2016 - between 9.00am and 4.45pm
Friday 27th May 2016 - between 9.00am and 4.45pm
Friday 24th June 2016 - between 9.00am and 4.45pm
Friday 29h July 2016 - between 9.00am and 4.45pm
Any time between Monday 22nd August and Friday 26th August 2016 - between 9.00am
and 4.45pm

Important notes for monthly census sign in dates:

Students cannot sign for anyone else, they need to produce their smartcard and sign a
sheet held by the Office.
If they cannot attend on the above dates students need to email the following staff to let
them know the reason why:
Masters : Environmental Engineering ceg.environmentalengineering@ncl.ac.uk
Masters : Geosciences - ceg.geochemistry@ncl.ac.uk
Masters : Geotechnical Engineering / Engineering Geology - ceg.geotechnic@ncl.ac.uk
Masters : Structural Engineering - ceg.structures@ncl.ac.uk
Masters : Transport Engineering ceg.transport@ncl.ac.uk
Masters : Water Resources Engineering - ceg.water@ncl.ac.uk
Postgraduate Research Students ceg.pgr@ncl.ac.uk
If students do not show up to a census day the appropriate secretary will email them to
remind them over the following five days.
If, after five days, there has been no response from the student, the School Manager will
be informed and will report the absence to the Student Data Officer in the Student
Progress Service, and in the case of MSc and PhD students, the SAgE Postgraduate Dean.
The Student Data Officer will contact students and require a response within 2 working
days.
If the student does not respond, the Student Data Officer will withdraw the student from
their programme and inform the relevant authorities.

Dr Ruth Vater : 10 September 2015

Dr Ruth Vater : 10 September 2015