Academic Engagement Policy

Introduction

1. Students are expected to attend all scheduled classes and study contact points as required by Northeastern University London (‘the University’). Students must be fully academically engaged in order to successfully complete the full programme of study. The University monitors the engagement of all enrolled students. The University considers a student academically engaged if they are actively and consistently following their programme of study.
2. The University has a responsibility to its students and to external bodies to ensure that students are attending and studying, so as to comply with the relevant regulatory requirements, and the University’s requirements.

Purpose

3. This Policy sets out how the University supports students to engage fully with their studies, what the University expects of students in relation to engagement with their programmes, how it will monitor that engagement, and what it will do where students are not engaging.

Scope

4. This Policy is for all students who are attending Northeastern University London (the University) on a Student Visa. For the purposes of this Policy, ‘student’ shall refer to these students only.
5. Students or learners who are not on a Student Visa should follow their respective attendance policies, such as the Undergraduate Student Attendance Policy.

Compliance with the Policy 

6. UK Visas and Immigration (UKVI) has clearly stated in the Student Sponsor Guidance that, where the student fails to re-engage with their studies within 60 days of the first contact regarding their academic engagement, the University must withdraw sponsorship except in exceptional circumstances.
7. For the purposes of this Policy, any student who has not reached 70% academic engagement of key events (study contact points) without approval shall be regarded as having unsatisfactory engagement with their programme.
8. Exceptional circumstances are rare, for example, a serious illness or injury. However, the University still expects that the student informs the University as soon as they possibly can.
9. Where a sponsored visa student fails to meet the minimum requirements as set out in this Policy, the University will record the reason for the lack of academic engagement, any evidence (if applicable) and the steps taken to ensure the student re-engages with their study.

Definition of a Study Contact Point

10. A ‘study contact point’ for the purposes of academic engagement monitoring constitutes an engagement by the student at any single scheduled activity within a one-week period of scheduled activities.
11. Scheduled activities include lectures, seminars, and tutorials as published by the Timetabling Department. Any activity that is not scheduled and, therefore, will not appear on students’ Individual Student Timetables, may not be considered and recorded as a study contact point.
12. A scheduled week or a standard teaching week is defined as Monday to Friday. Undergraduate and postgraduate taught students’ scheduled activities are recorded. Postgraduate research students’ monthly supervisions and formal reviews are recorded.
13. Examples of a study contact point include but are not limited to:
    1. Registration with the University
    2. A lecture, tutorial, seminar or lab session
    3. Study visits or any trip outside the University
    4. Confirmation of a supervisory meeting
    5. An examination
    6. An oral examination (including viva)
    7. Submitting summative or formative coursework
    8. In interim dissertation, coursework or report
    9. Any in-person progress review with a member of faculty (Collections) or member of professional staff.
14. Some study contact points may not be recorded in CELCAT but may be recorded in different ways (system/information).

Monitoring Academic Engagement

15. Reports are generated based on scheduled events. The Visa Compliance Team monitors individual student academic engagement on a weekly basis via SEAtS (an academic engagement monitoring system).
16. The Student Welfare Policy sets out how the University will monitor all students’ attendance and engagement, and the interventions that will be made to support students experiencing difficulties. Where necessary, the Student Welfare Policy runs parallel to the Academic Engagement Policy to ensure that students are supported while simultaneously ensuring compliance with UKVI requirements.

Academic Engagement Monitoring Process – Undergraduate and Postgraduate Taught Degree Programmes

17. This section applies to all undergraduate and postgraduate degree programmes taught or delivered at the University.
18. The Visa Compliance Team monitors student academic engagement on a weekly basis.
19. A report is generated weekly by a member of the Visa Compliance Team. Any student with two, four, or six consecutive weeks, or a demonstrable pattern, of academic engagement below 70% is identified and contacted via email.
20. The following actions are expected when a lack of academic engagement is identified:
    1. Stage One will be triggered where a student has less than 70% academic engagement in the consecutive two weeks.
    2. Stage Two will be triggered where a student has less than 70% academic engagement in the consecutive four weeks or a demonstrable pattern of non-academic engagement causing concern.
    3. Stage Three will be triggered where a student has less than 70% academic engagement in the consecutive six weeks or a demonstrable pattern of non-academic engagement causing concern.
    4. Stage Four will be triggered if the student fails to improve academic engagement following Stage Three. Sponsorship will be withdrawn, and the student will have seven days to appeal against the Stage 4 decision.

Stage One

21. The student will be contacted via email if they have less than 70% academic engagement in the consecutive two weeks or a demonstrable pattern of non-engagement causing concern.
22. The student will be sent an attendance Stage One warning via email.

Stage Two 

23. If the student has less than 70% academic engagement in the consecutive four weeks or a demonstrable pattern of non-engagement causing concern, the student will be invited to attend a Stage Two Engagement Hearing with a member of the Visa Compliance Team and a member of the Academic Advising Team, who will advise from an academic support perspective.
24. If the student attends the hearing and the University is satisfied with the student’s reasons and/or the evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
25. If the student attends the hearing but fails to provide valid reasons or evidence, they will be asked to read and sign the Stage Two Declaration.
26. If the student fails to communicate or attend the hearing, they will be telephoned by a member of the Visa Compliance Team.

Stage Three

27. If the student has less than 70% academic engagement in the consecutive six weeks or a demonstrable pattern of non-academic engagement causing concern, they will be invited for a Stage Three Engagement Hearing with a panel consisting of a senior member of the Visa Compliance Team and a senior member of the Academic Advising team or a senior member of Registry.
28. If the student attends the hearing and the panel are satisfied with the student’s reasons and/or evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
29. If the student attends the hearing but fails to provide valid reasons and/or evidence, they will be asked to read and sign the Stage Three Declaration.
30. If the student fails to communicate or attend the hearing, then a member of the Visa Compliance Team will telephone the student, inform a member of the Executive Committee, and the case will progress to Stage Four.

Stage Four – Withdrawal of Sponsorship

31. If the student has failed to communicate or attend at Stage Three, no additional insight regarding the student’s situation has been obtained, and/or the student has less than 70% academic engagement in the consecutive seven weeks or a demonstrable pattern of non-academic engagement causing concern, the student sponsorship will be withdrawn and reported to the UKVI.
32. For information about appeals against the withdrawal decision, please refer to the section on Appeals.

Academic Engagement Monitoring – During Postgraduate Taught Dissertation Period

33. Scheduled study contact points are monitored for the students writing their dissertation.
34. One scheduled study contact point per month is mandatory.
35. Stage Two warning process will be triggered should the student fail to attend their monthly study contact point.
36. Stage Four withdrawal process will be triggered should the student fail to attend two consecutive monthly study contact points and fail to establish any contact between the Stage Two and Stage Four time period.

Academic Engagement Monitoring Process – Postgraduate Research Degree Programmes

37. This section of the Policy applies to all research degree programme students on a Student Visa at the University.
38. Postgraduate research students are required to attend all scheduled study contact points. It is expected that all students will travel to the University to engage with their research or for any face-to-face learning sessions, including supervisory meetings, training courses, or any other study contact points. Remote engagement of any scheduled study contact point will only be permitted where a request has been made and approved, including during the writing-up period.
39. If a student is unable to attend a scheduled study contact point, they must notify the University in a timely manner. The University reserves the right to withdraw a student’s visa sponsorship and withdraw them from the programme in the case of non-compliance with this Policy.

Research Away from the University

40. If a postgraduate research student plans to conduct research or collect data away from the University for more than four weeks, they must make an application for Authorised Research Leave. In-person engagement is not expected for students who are on Authorised Research Leave.
41. Monthly confirmation of engagement via electronic means such as email and virtual meetings is acceptable during this period.

Engagement Monitoring Period

42. Postgraduate research students are subject to this Policy from the point of registration until the date they are advised by the Registry that they have been awarded a qualification or they are withdrawn from the programme.

Term/Off-Term Time Period

43. Research degree programmes are considered to run continuously and are not confined to the teaching semesters. However, there is no monitoring of engagement during term breaks or during any other bank holidays.

Stage One

44. Students who are absent without authorisation for a consecutive 28 days will be invited via email to attend a mandatory Stage One Engagement Hearing with the panel consisting of the Director of the Doctoral School and a senior member of the Visa Compliance Team.
45. During the hearing, the student will be required to present evidence and/or a valid reason related to their absence. It is at the discretion of the panel to determine if the evidence and/or reasons provided are valid and acceptable.
46. If the student attends the hearing and the University is satisfied with the student’s reasons and/or evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
47. If the student attends the hearing but fails to provide valid reasons and/or evidence to explain their absences, they will be asked to read and sign the Stage One Declaration.
48. If the student fails to communicate or attend the hearing, then they will be telephoned by a member of the Visa Compliance Team.

Stage Two 

49. Students who are absent without authorisation for 56 consecutive days will be invited via email to attend a mandatory Stage Two Academic Engagement Hearing with the panel consisting of a senior member of the Visa Compliance Team and the Director of the Doctoral School.
50. If the student attends the hearing and provides satisfactory reasons and/or evidence for their absences, the absences will be considered authorised. The student may receive a verbal warning, but no further action will be required.
51. If the student attends the hearing but fails to provide a valid reason and/or evidence for their unauthorised absences, the case will progress to Stage Three – Withdrawal of Sponsorship.
52. If the student fails to attend the hearing or communicate then a member of the Visa Compliance Team will telephone the student, inform a member of the Executive Committee and the case will progress to Stage Three – Withdrawal of Sponsorship.

Stage Three – Withdrawal of Sponsorship 

53. At the withdrawal stage, the student’s sponsorship will be withdrawn and reported to the UKVI.
54. For information about appeals against the withdrawal decision, please refer to the section on Appeals.

Appeals

55. The student will be given seven days to appeal against the withdrawal decision. Appeals against the withdrawal decision are made via email to the Visa Compliance Team, and must include the grounds for appeal.
56. In their email, the student should fully explain their grounds for appeal, such as lack of engagement with the procedure, and students are expected to provide evidence to support their appeal.
57. The Director of Visa Compliance will review the appeal with one member of the Executive Committee, other than the Executive Committee included at Stage Three of the procedure.
58. The appeal can be dismissed or upheld. This decision is final.
59. If the student appeals and the appeal is upheld by the University, then the student will be allowed to continue their studies subject to UKVI approval.
60. If the appeal is upheld but the UKVI refuses to reinstate the student’s sponsorship, then the University may assign a new CAS to the student so they can make a new Student Visa application from their home country (provided the remaining programme length is more than six months, or the student cannot complete their remaining programme from overseas). The student must leave the UK within 60 days from the date of withdrawal of sponsorship.

Absence Reporting

61. A student who is absent through illness or any other extenuating circumstances must notify the University as soon as possible and provide appropriate evidence, where possible. In the event that a student’s engagement falls below the required standard, reported absences may be authorised where the University is satisfied the absence was reported in good time and appropriate evidence was provided. Where the University is not satisfied with the reason for absence, then the University will follow the relevant Academic Engagement Monitoring Process:
    1. Evidence may take various forms; but must be sufficiently detailed to support the narrative provided by the student. 
    2. Evidence needs to be in English, or translated by a professional translator if not in English.
    3. Acceptable forms of evidence to support a student’s reported absence includes, but is not limited to:
       1. Medical Evidence from a UK provider (e.g hospital note, medical certificate, note from a health care worker, formal notification of a hospital or clinic appointment).
       2. Medical Evidence from an overseas healthcare provider for an ongoing condition.
       3. Evidence of transport cancellation or delays.
       4. A report from a University department in support of your absence.
       5. A Police note.
       6. Notice of death or marriage.
       7. Notice of Jury Service.
    4. Evidence not accepted includes, but is not limited to:
       1. Medical Evidence from an overseas healthcare provider for a short-term illness while you are based in London.
       2. Photos of an injury or medication.
    5. Circumstances which will not result in an authorisation of absence includes, but are not limited to:
       1. Oversleeping or missing a bus/train.
       2. Demands of employment.
       3. Personal travel, such as holidays.
       4. Missing a contact point where reasonable prior notice had been given of a change to the timetable.

Short-Term Off-Campus Academic Engagement

62. The University recognises that exceptional circumstances, such as personal or close family member health situations, may impact students’ ability to engage in any learning activities on campus for a short period of time.
63. Students may apply to the University to request off-campus learning for a short period of time and must consult with the Visa Compliance Team as soon as they are aware of the situation so they can be supported.
64. Requests for the short-term off-campus academic engagement will be considered in the following circumstances:
    1. Serious short-term illness or accident that may affect the student’s ability to attend on campus (medical evidence is required).
    2. Bereavement (death of a close family member – a death certificate or medical evidence is required).
    3. An accident abroad that may affect the student’s ability to return during the term time (medical evidence is required).
    4. Any other exceptional circumstances that may affect the student’s ability to attend the University in person for a short period of time. Such circumstances will be considered on a case-by-case basis (official documentation relevant to the event is required, which may include court or legal papers).
65. Please note, all evidence submitted must be provided in English. It is the responsibility of the student to ensure that supporting evidence is accompanied by certified translations. In exceptional circumstances, such as a bereavement, the student should submit their request as soon as possible and the application will be reviewed in anticipation of the receipt of the supporting evidence. The evidence supplied will be stored securely, on the student’s file, and only relevant staff will have access.
66. The Visa Compliance Team will carefully look at the student’s application before making a decision. If the circumstances are deemed valid by the Visa Compliance Team, and the student’s supporting evidence is approved, the student will be allowed academic engagement off-campus for a short period of time. Normally, a two-week period will be granted and if more time is required, the student will need to speak to the Visa Compliance Team regarding an extension to their short-term off-campus period.
67. If the circumstances are not deemed valid by the Visa Compliance Team, the student will be notified of the outcome and the rationale behind the decision. It is essential for the University to maintain a record of student engagement to remain compliant with the sponsor licence agreement and in order to do this, the University will require evidence to support the application. The evidence submitted will be stored on the student’s file with restricted access. Only staff that need to review the application for approval will be able to access the documents. The information will remain confidential.

Student Accommodation Distance Requirements

68. The University expects students to reside within a reasonable commuting distance from the campus to ensure that students can easily attend scheduled study contact points and remain academically engaged with their programme of study.
69. Students should be able to easily commute to and from their place of residence in the UK to the campus. Students should consider their capacity to travel to the campus, additional travel time, effects of the personal circumstances of the student, including personal commitments and responsibilities.
70. This excludes students who are studying away from the University on an official University programme in which the student is studying at another Northeastern University campus overseas.
71. All students must ensure that their contact details, including UK residential address, are up to date on their Quercus file at all times.

Extenuating Circumstances

72. Where a student is unable to meet the reasonable distance requirement due to extenuating circumstances, they will need to submit a formal request, which should include evidence (where appropriate) and a proposal as to how they plan to attend all scheduled contact points on campus; this request should be made in writing to the Visa Compliance Team via email within two weeks of enrolment, or from the date they have moved to this new accommodation if they move residence during the semester.
73. The Visa Compliance Team will review the request within 5 working days of submission and give the outcome of the review in writing to the student.
74. Where a request is rejected, the student will need to meet the student accommodation distance set out in this policy and ensure that they attend all scheduled contact points on campus.

Support to Study Policy and Procedure to Re-Engage Students

75. The University has a policy in place to ensure students are provided with full support and advice for academic re-engagement as per their individual circumstances and according to the Support to Study Policy and Procedure.

Study Deferral Request

76. The University must notify the UKVI and withdraw sponsorship where a student has deferred their studies for more than 60 days post enrolment, unless exceptional circumstances as set out in the UKVI Policy guidance related to academic engagement “Changes to student circumstances table” apply.

Study Deferral – Exceptional Circumstances A

77. The University may continue to sponsor a student who has deferred their studies for up to a maximum of 60 days providing the University feels confident that it can continue to carry out its sponsorship duties and the student will be able to complete their programme within their current Student visa validity. If the University considers the student will not resume their studies after 60 days, the University will withdraw sponsorship.

Study Deferral – Exceptional Circumstances B

78. In exceptional circumstances, such as serious illness or injury, the University may continue to sponsor a student for longer than 60 days, provided the student can still complete their programme within their existing period of leave when they resume their studies. It is for the University to decide whether it is prepared to continue sponsoring a student during a deferral and has the documentary evidence to support this decision to the UKVI compliance officers.

Study Abroad

79. Students may go to another campus abroad to study and return to the University to complete their remaining programme.
80. The University must continue to comply with its sponsorship duties, including academic engagement monitoring, while students are studying abroad as they remain under its sponsorship. The University will continue to monitor academic engagement throughout the study abroad time period in collaboration with the campus abroad.
81. Students studying abroad must ensure that they are not in breach of their UK Student visa conditions.

Academic Engagement Monitoring Process – Study Abroad

Stage One

82. Scheduled study contact points are monitored for the students studying abroad. One scheduled study contact point per month is mandatory.
83. Stage One will be triggered should the student fail to attend their first scheduled study contact point.
84. The student will be sent an attendance Stage One warning via email and will be asked to attend a study contact point in the following two weeks.

Stage Two

85. Stage Two will be triggered should the student fail to attend two consecutive study contact points.
86. The student will be invited to attend a Stage Two Engagement Hearing (online) with a member of the Visa Compliance Team and a member of the Study Abroad & Exchange Team who will be based at the campus abroad.
87. If the student attends the hearing and the University is satisfied with the student’s reasons and/or the evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
88. If the student attends the hearing but fails to provide valid reasons or evidence, they will be asked to read and sign the Stage Two Declaration.
89. If the student fails to communicate or attend the hearing, they will be telephoned by a member of the Visa Compliance Team and the Study Abroad & Exchange Team will perform a welfare check on the student.

Stage Three

90. Stage Three will be triggered should the student fail to attend three consecutive study contact points.
91. The student will be invited to attend a Stage Three Engagement Hearing (online) with a senior member of the Visa Compliance Team and a member of the Study Abroad & Exchange Team who will be based at the campus abroad.
92. If the student attends the hearing and the University is satisfied with the student’s reasons and/or the evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
93. If the student attends the hearing but fails to provide valid reasons or evidence, they will be asked to read and sign the Stage Three Declaration.
94. If the student fails to communicate or attend the hearing, then a member of the Visa Compliance Team will telephone the student, inform a member of the Executive Committee, and the case will progress to Stage Four.

Stage Four – Withdrawal of Sponsorship

95. If the student has failed to communicate or attend the hearing and no additional insight regarding the student’s situation has been obtained, the student’s sponsorship will be withdrawn and reported to the UKVI.
96. The student will be withdrawn from the study abroad programme and will not be able to return to the UK to continue their studies at the University.

Work Placement Policy and Procedure

97. This policy applies to all international students on a student visa at the University who are engaged in work placements as a mandatory and assessed part of their programme. It sets out what the University expects of these students in relation to their engagement with the work placement, how it will monitor that engagement, and what it will do where students are not engaging. It is intended to ensure that international students on work placements meet UK Visas and Immigration (UKVI) engagement requirements and maintain active engagement with their placements to support their academic progress and visa compliance.
98. The University remains responsible for Student Route visa students throughout their period of studies and work placement. The University is required to comply with UKVI record keeping and reporting duties and therefore, it must continue to monitor students’ attendance while they are undertaking a work placement.
99. The University is committed to regularly monitoring students’ engagement during their work placements and addressing any significant changes promptly.

Pre-Placement Requirements

100. The placement provider and the student complete and submit a Work Experience Confirmation Form, detailing work location, expected hours, supervisor contact information, and start and end dates and all other required information and email the signed form to Careers (careers@nulondon.ac.uk) who cascade to Academic Advising, Registry, and Visa Compliance Team (VCT).
101. In the Work Experience Confirmation Form, the placement provider commits to confirming the student’s timesheet on request every 30 days and to reporting, in writing, on any unauthorised absences, breaches of discipline by the student, or serious incidents (e.g., sexual harassment, discrimination, or assault) involving the student during the placement as soon as possible.

Roles and Responsibilities

102. Students: Students must ask their placement provider to sign their completed timesheet every 30 days. Students are required to share their timesheet with the VCT (visa@nulondon.ac.uk) every 30 days.
103. Students must maintain attendance in timetabled sessions with the University as well as fulfilling the required hours in their work placement. In addition to the standard reporting requirements for these, students must immediately report any absences directly to the VCT. Extended or frequent absences may trigger warnings and require a hearing with the VCT according to this Policy.

Visa Compliance Team:

104. Oversee the work placement visa compliance process, report work placement to UKVI and any changes in students’ circumstances, conduct periodic audits, and serve as the liaison with UKVI when required. All absences, attendance logs, and significant changes in circumstances, must be documented for UKVI record keeping and reporting purposes.
105. The following are the most common examples of monthly scheduled contact points:
106. Submission of monthly completed and signed timesheet.
107. A scheduled meeting with a member of faculty;
108. A scheduled workshop or tutorial;
109. A scheduled meeting with careers team.

Attendance Monitoring Process

Stage One

110. Scheduled contact points are monitored by the VCT for students undertaking work placement. It is mandatory for a student to participate in one scheduled contact point per month, in order to demonstrate engagement on their placement. Examples of the contact points are given above.
111. Students are required to submit their completed and signed timesheets to the VCT on a monthly basis.
112. If students fail to submit their timesheet to the VCT, the VCT will initiate an investigation to determine their engagement with other scheduled contact points.
113. If the VCT identifies that the student has not engaged with any scheduled contact points, Stage One warning will be sent via email.
114. The case will progress to Stage Two, and the student must attend the next scheduled contact point within two weeks from the date of the Stage One warning.

Stage Two

115. Stage Two will be triggered should the student fail to attend two consecutive mandatory scheduled contact points.
116. The student will be invited to attend a Stage Two Engagement Hearing with a member of the VCT.
117. If the student attends the engagment hearing and the University is satisfied with their reasons and/or the evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
118. If the student attends the engagement hearing but fails to provide valid reasons or evidence, they will be asked to read and sign the Stage Two Declaration.
119. If the student fails to communicate or attend the engagement hearing, they will be telephoned by a member of the VCT and a Stage Two warning will be sent via email.
120. The case will progress to Stage Three, and the student must attend the next scheduled contact point within two weeks from the date of the Stage Two warning.

Stage Three

121. Stage Three will be triggered should the student fail to attend three consecutive mandatory scheduled contact points.
122. The student will be invited to attend a Stage Three Engagement Hearing (held online) with a senior member of the VCT If the student attends the engagement hearing and the University is satisfied with the student’s reasons and/or the evidence provided, the student’s absences will be considered authorised. A verbal warning may still be issued to the student, but no further action is required.
123. If the student attends the engagement hearing but fails to provide valid reasons or evidence, they will be asked to read and sign the Stage Three Declaration.
124. If the student fails to communicate or attend the engagement hearing, then a member of the VCT will telephone the student, inform a member of the Executive Committee, and the case will progress to Stage Four (withdrawal of sponsorship).

Stage Four – Withdrawal of Sponsorship

125. If the student has failed to communicate or attend the Stage Three engagement hearing and no additional insight regarding the student’s situation has been obtained, the student’s sponsorship will be withdrawn within five working days and reported to the UKVI from the date of Stage Three engagement hearing or warning.
126. The student will be withdrawn from the programme and advised to leave the UK within 60 days from the date of the report. The student will not be able to continue their studies at the University, or their residence at any of the University lead residence halls (in line with their housing agreement).

Appeals

127. The student will be given five working days to appeal against the withdrawal decision. Appeals against the withdrawal decision are made via email to the Visa Compliance Team at visa@nulondon.ac.uk and must include the grounds for appeal.
128. In their email, the student should fully explain their grounds for appeal, such as the reason for lack of engagement and students are expected to provide evidence to support their appeal. 
129. The Director of Visa and Immigration Compliance will review the appeal with one member of the Executive Committee.
130. The appeal can be dismissed or upheld. This decision is final.
131. If the student appeals and the appeal is upheld by the University, then the student will be allowed to continue their studies subject to UKVI approval. 
132. If the appeal is upheld but the UKVI refuses to reinstate the student’s visa sponsorship, then the University may assign a new CAS to the student so that they can make a new Student Visa application from their home country (provided the remaining programme length is more than six months or the student cannot complete their remaining programme from overseas).
133. The student must leave the UK within 60 days from the date of withdrawal of sponsorship.

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