Attendance, Engagement and Change of Circumstances Policy for Postgraduate Researchers

Liverpool John Moores University (LJMU) is committed to providing an inclusive and accessible environment which enables all students to reach their potential. A wide range of provision is available to support students including specialist support, support through academic faculties, departments and schools, and appropriate policies and procedures.

The practice of recording attendance and monitoring engagement is an important element of our duty of care to our Postgraduate Researchers (PGRs). It allows us to intervene appropriately in supporting PGR retention, performance and success.

The university also has an obligation to ensure that it has accurate records of all student attendance for funding and other statutory returns, alongside its legal duty to report to UK Visas and Immigration. International PGRs on a Tier 4 or Student route visa should be aware that the university has a duty to ensure students fully engage with their studies throughout the duration of their programme of study. Information regarding attendance for international students can be found at: https://www.ljmu.ac.uk/academic-registry/student/registry-services/further-information-for-international-students

Students who are in receipt of bursaries, sponsorship or other funding should be aware that the university may be obliged to report any absences to the relevant funding authority, and this may affect their funding.

Attendance and engagement must be monitored and recorded throughout the research degree candidature on eDoc. This includes, as a minimum, the recording of all formal supervisory meetings and formal monitoring points in line with the Policy for Reviewing the Progress of Postgraduate Research Students, and other appropriate events as defined by the School/Faculty.

Accurate attendance and progress records are required as part of any consideration and determination of student complaints and appeals.

Failure to attend, engage with and progress within the programme of study in a timely way and/or prolonged or unexplained absence without permission can result in the instigation of the Unsatisfactory Academic Progress Procedure,  withdrawal from the programme of study or the instigation of procedures as outlined in the Fitness to Study and Engage in the Student Experience Policy.

The policy sets out expectations and guidance for PGRs studying a doctoral degree at Liverpool John Moores University regarding minimum attendance throughout the duration of the programme, how engagement is formally monitored by the university and what PGRs should do if they need to take a break from their studies.   It applies to full-time and part-time PGRs of the following degrees: 

• Doctor of Philosophy (PhD) 
• Master of Philosophy (MPhil) 
• PhD by Published Work 

Funded PGRs should also refer to the Funded Postgraduate Research Student Leave of Absence Policy which sets out entitlements to continued stipend payments where studies are interrupted.

PGRs are expected to engage with their research degree programme as follows:

• Full-time:          A minimum of 35 hours per week over 45 weeks of the year.
• Part-time:         A minimum of 12 hours per week over 45 weeks of the year.

The university recognises the additional responsibilities and challenges that are likely to be faced by students in its postgraduate cohort having regard to their personal commitments.

Where the need arises, reasonable adjustments to the minimum number of hours should be discussed and agreed with supervisory teams ahead of time.

Supervisory Meetings

Ensuring that regular and frequent contact is maintained is the joint responsibility of supervisors and PGRs. Meetings between Supervisors and PGRs may vary according to discipline and local research culture. Nevertheless, ten meetings per annum are required as a minimum (pro-rata for Part-Time PGRs) and these must be recorded on eDoc by the PGR and verified by the supervision team.

Monitoring of meetings with supervisory teams is a key metric used by the university to report to the Home Office under its UKVI monitoring requirements and to professional/statutory bodies where required.

Where a PGR’s research programme involves collaboration with an external sponsor it is recommended that formal meetings of all personnel involved in the project, including external sponsor are held at least once each year.

Formal Progression Monitoring

The Research Degrees Regulations and specifically the policy for monitoring the progress of postgraduate researchers detail the formal progression monitoring points. Failure to engage with formal progression reviews will be grounds for the instigation of the unsatisfactory academic progress process or may result in a recommendation for a termination to the registration of a PGR.

Annual Re-enrolment

PGRs must remain enrolled on the programme of study for the duration of their studies to the point of completion of the award. An invitation is sent to re-enrol on the anniversary of the start date and it is a requirement that this is completed.

The fee for the year will be charged at the re-enrolment point. If any monies from the previous year are owed, these will need to be paid before a PGR can re-enrolment. Failure to pay fees within the required timescale may result in the student IT access being blocked or withdrawn from the university

Reminders to complete re-enrolment are sent from Registry Services, the Doctoral Academy, and the Faculty.

If re-enrolment remains incomplete, a termination of the registration process will be initiated as follows:

• Reasonable attempts will be made to contact the PGR giving a deadline by which if re-enrolment is still not completed the next step will be for a recommendation to be made to terminate the registration to Faculty Research Degrees Committee.
• If re-enrolment remains incomplete, a recommendation will be made to the Faculty Research Degrees Committee to terminate the registration using the date last logged onto the IT Network, which is confirmed by IT Services. FRDC will be asked to endorse the recommendation for approval by Research Degrees Board.
• Research Degrees Board will consider the recommendation and will have final approval to terminate the registration on grounds of non-re-enrolment.

PGRs who miss their invitation to re-enrol due to a leave of absence will be required to complete this process upon their return to study. Any resulting fee adjustments will be calculated by Registry Services.

Absence Reporting

It is the responsibility of PGRs to obtain authorisation from their supervisory team in advance of any absences from the university.

International PGRs must also contact the International Advice Team for guidance about any appropriate forms/formal authorisation which may be required internationaladvice@ljmu.ac.uk

Leave of Absence

The university operates a leave of absence policy for students registered on research degree programmes that allows foran official and temporary period away from their research programme on personal, financial, medical or academic grounds.

A Leave of Absence must have prior agreement from the supervisory team and approval rests with Faculty Research Degrees Committee.

Any student can apply for a leave of absence but approval is not guaranteed and, for example, may be subject to the approval of external bodies such as the research council (or other sponsor/funding body) concerned.

A student’s visa may impose additional restrictions upon their ability to take a leave of absence, which are beyond the control of the university. International students studying on a Tier 4/Student Visa should note that a leave of absence will be reported to the UKVI. International students may have to apply for a new visa prior to returning to the university to resume their studies.

A leave of absence can be requested via eDoc for a period between 1 month and up to 12 months, and can be granted for a maximum of one year at a time and a maximum of two years in total. A leave of absence will not normally be considered in the student’s first month of enrolment.  A Leave of Absence in the final year (Thesis Pending/Completion Year) will not normally be approved unless it is required for medical purposes and is supported by evidence.

PGRs considering a leave of absence should seek advice and guidance from their supervisory team in the first instance. In certain circumstances supervisors may raise the possibility of a leave of absence with a student. Agreement relating to the period of leave of absence and a suitable date to resume studies should be agreed by both the PGR and the supervisory team once a decision has been made to request a leave of absence. The commencement date can vary and will depend upon the PGRs individual needs and the research.

A leave of absence that is entirely retrospective will not normally be approved unless in exceptional circumstances such as the PGR having been seriously ill.

Whilst on leave of absence, a student may not participate in any research-related activities. They may access support services offered by Student Advice and Wellbeing Services and may use other university facilities including IT facilities.

Students will be contacted by Registry Services one month before they are due to resume studies advising them of registration requirements. For some students, additional requirements will need to be met prior to their return, for example, payment of outstanding fees accrued prior to the leave of absence.

If a PGR fails to return from a leave of absence within the agreed time period, the following process will be initiated

• The Doctoral Academy will contact the Lead Supervisor to check if they have had any contact from the PGR and determine if there are extenuating circumstances for the non-return from the approved leave of absence.

• If it is determined that there has not been any contact from the PGR and there are no known extenuating circumstances, the Doctoral Academy will email the PGR with an intention to terminate the registration communication, giving a deadline by which if no response is received the next step will be for a recommendation to be made to terminate the registration to Faculty Research Degrees Committee.
• If a student does not return to study and there is no response to the communication, a recommendation will be made to the Faculty Research Degrees Committee to terminate the registration using the date that the leave of absence commenced. FRDC will be asked to endorse the recommendation for approval by Research Degrees Board.

Research Degrees Board will consider the recommendation and will have final approval to terminate the registration on grounds of non-return from a Leave of Absence  

Short-Term Absence

Requests for a short-term absence (less than one month in duration) should be made on eDoc. Reasons for short term absence include sickness, field work or study at distance, or a holiday. PGRs will be asked to provide up to date contact details for the duration of the absence.

Change in Mode of Study

PGRs may request a change in their mode of study, either from full time to part time, or part time to full time.  It is the responsibility of the PGR to ensure that any funding implications have been considered and necessary changes have been approved by the funder. Any changes will require support from the supervisory team and Faculty Research Degrees Committee. Once a request has been approved at faculty level, it will then need to be considered and processed by Registry Services and the Doctoral Academy

Changes to mode of study can only be applied within the current year of study and cannot be retrospectively applied.

Changes in mode of study will not be approved once a PGR has moved into their completion year.

Change to Programme of Study

PGRs studying for a PhD may request to change their programme of study to MPhil.  Any changes will require support from the supervisory team and Faculty Research Degrees Committee.  Once a request has been approved at faculty level, it will then need to be considered and processed by Registry Services and the Doctoral Academy

For PGRs studying on a student visa, UKVI requirements may mean that PGRs need to return to the home country to apply for a new visa.  It is the responsibility of the PGR to ensure that potential visa implications have been consideration prior to making an application to change a programme of study and it is strongly recommended that PGRs on a student visa consult with International Advice before making an application to change their programme of study.  

Changes to a programme of study can only be applied within the current year of study and cannot be retrospectively applied.

PGRs who do not submit their thesis for examination by their expected project end date may request to re-register for an additional period of one year via eDoc.  Requests can only be made in the completion year and will need to be discussed with and endorsed by supervisors and need support from Faculty Research Degrees Committees.  Approval of requests for re-registration rests with Research Degrees Board. 

Examples of circumstances which would lead to the approval of an extension to the completion year include illness, hospitalisation, accident (if significantly impacting on the writing-up process), maternity, paternity, death of close relative, or illness of close relative where the PGR is the carer, Illness or death of partner, prolonged jury service, requirement for a student to undertake military service. The university would not normally grant an extension for PGRs in circumstances where they have taken up paid or voluntary employment during the completion year

A re-registration fee will be charged at the point of re-enrolment in line with details issued in offer letters. The re-registration fee is a flat annual fee and is not adjusted pro-rata if a PGR completes early or takes a leave of absence, unless a leave of absence is required for medical reasons and is supported by evidence.