This must be submitted to your department either before your absence or within FIVE working days of the end of the period of absence. Failure to do so may result in the absence being counted as unacceptable and counting against the minimum attendance level.
1. Notification of absence form
The following forms can be completed online with Adobe Reader 8 or above, they are not compatible with Apple Preview PDF Reader. Otherwise, please print and complete the form.
2. Supporting Evidence
The following table gives examples of the kind of supporting evidence that you may be required to provide as justification of absence.
Absence |
Evidence |
Illness of LESS THAN FIVE consecutive term time days
|
Self-certification, which must be submitted to the department within 5 working days of the end of the period of absence. Should students submit repeated self-certifications, the department may require students to produce formal Medical Certification
|
Illness of MORE THAN FIVE consecutive term time days
|
Formal Medical Certification signed by the Health Centre or your GP or hospital consultant
|
Outpatient’s appointment
|
Letter from outpatients or appointment card |
Doctor or dental appointment
|
Appointment card |
Documented personal problems
|
Letter from someone, e.g. counsellor, who has direct knowledge of the problem and/or is involved in supporting you
|
Illness of dependent or family member
|
Medical Certification and statement explaining illness and why personal attention is necessary |
Bereavement |
Formal certificate or note from family member who can vouch for the situation
|
Severe transport problem |
A copy of online or newspaper reports on the problem to be submitted to the department within 5 working days of the problem having occurred
|
Court attendance
|
Official correspondence from the Court confirming attendance requirement
|
Victim of crime
|
Statement of events, police report and crime reference number
|
Involvement in a significant/prestigious event
|
Letter of invitation from the relevant organising body
|
Sport commitment at national/county level
|
Official correspondance from the relevant sporting body confirming the requirement to be available on specific dates |
The forms are designed to be completed electronically with Adobe Reader 8 or above. Alternatively, the form can be printed out and completed by hand.
-
Select the appropriate form
- Fill in the form ensuring all compulsory information is completed
-
Follow the guidelines given in your Departmental Student Handbook for the submission of the form. This will be:
Either
to print and hand the form to a nominated person
or
to email a copy of the form as an attachment to a nominated person
Note: As part of this process your department may require you to meet with a nominated person to discuss your absence and get the form signed
-
Make sure that you save a copy of the completed form to your computer or a data stick or include your email address in the cc box and send yourself a copy
- Provide supporting evidence as required
The following table gives examples of the kind of circumstances where absence may be deemed as ‘acceptable’ and ‘unacceptable’ for non-attendance. This is for general guidance; it does not represent an exhaustive list. All absences will be reviewed on a case by case basis.
Acceptable |
Unacceptable |
-
Illness
- Hospitalisation
-
Out patients appointment (where possible you should try to make any appointment outside of your class commitments
-
Doctor or dental appointment (you should try to make any appointments outside of your class commitments)
-
Documented personal problems
-
Illness of dependent or family member (until other arrangements can be made)
-
Bereavement
-
Severe transport problems (e.g. severe disruption of train travel due to signalling failure or track problems or major traffic incident on motorways, which can be verified by online or newspaper reports)
-
Court attendance or victim of crime
-
Representing College/county/ country at significant or prestigious event or sport commitment or involvement in such an event
|
-
Oversleeping
- Misreading the timetable
-
Paid employment and voluntary work
-
IT and/or computer problems
-
Minor transport problems,e.g. being stuck in normal rush hour traffic, not permitting enough time in travel plans for minor unanticipated delays, missed public transport
-
-
Family celebrations
-
Weddings
-
Accommodation issues, e.g. moving house
-
Extra-curricular sports activities
-
Driving test
-
Lack of awareness of attendance requirements and College Regulations in this regard
|
If you are unable to attend a formal examination you should follow the guidance in the Essential Examinations Information.