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Monitoring attendance and progress

How the University monitors your progress

The main methods that are used to decide your engagement are your attendance at teaching events and your completion of coursework and any other assessed work for your programme of study. As appropriate, departments will take into account your overall engagement with university resources (Faser, Moodle and Listen Again usage and University computer logins).

All of the above are monitored throughout the academic year, and where you fall below the satisfactory level of attendance or engagement, the Progress Procedures will be triggered, and you will be contacted.

What counts as poor attendance or engagement

If you fail to attend a number of lectures, seminars or other teaching events, without notifying your department/school of the reason for your absence (known as an unauthorised absence) and/or you fail to engage with other activity related to your study, including use of Moodle,Listen Again and University computer logins.

If you fail to submit coursework or other assessed work, which may affect your ability to progress into the next stage of your programme.

Receiving an email regarding your attendance and engagement

Firstly, you should read the email carefully and check if there are any instructions that you need to follow, in particular whether a meeting has been arranged for you.

If you are not being asked to attend a meeting, then you are being warned that your department/school are concerned with your levels of engagement and you should ensure that you improve your attendance and submit any assessed work, according to your set deadlines.

Remember, you can check your attendance record and report any absences on your MyEssex portal and you can view other information about your engagement on your Learner Engagement Activity Portal (LEAP).

If you are being asked to attend a meeting, then it is important that you attend it at the time and date being offered to you. The meeting should take precedence over any other commitment you have at that time. However, if you cannot attend for compelling reasons, you must notify your department in advance – it is recommended that you do this via email.

  • Meeting with your department/school - what will happen

    Your meeting will usually be with your Personal Tutor, or equivalent, and in some cases you will be invited to attend a group meeting, with a number of other students at the same time.

    Your Personal Tutor or equivalent will discuss the department/school’s concern and give you an opportunity to explain any reasons why you haven’t engaged, attended or submitted work. Once your Personal Tutor or equivalent has considered the appropriate action, they will clearly explain any expectations or actions they are going to take or need you to take. Where appropriate they may discuss with you what support may be available and who to contact about this.

    Details of what is discussed and agreed will be added to your LEAP following the meeting. It is essential that you improve your attendance and engagement following this meeting.

  • Invitations to meet with the department/school Progress Officer

    Your case will have been referred to the Progress Officer if your attendance and engagement has not improved following your Personal Tutor or equivalent meeting. Alternatively you may be referred as a result of you failing to attend a meeting with your Personal Tutor.

    As with the Personal Tutor or equivalent meeting, the Progress Officer will discuss any concerns the department/school have with your progress and following the information you provide, will decide on an outcome.

    Details of what is discussed and agreed will be added to LEAP following the meeting. It's essential that you improve your attendance and engagement following this meeting.

    It is essential that you attend this meeting, as failure to attend will result in your case being referred to the Executive Dean of your Faculty.

  • Referrals to the Executive Dean or his/her deputy

    Your case will have been referred by your department/school, for a number of reasons, including failing to attend required meetings, continued poor attendance, lack of overall engagement or concerns regarding the submission of assessed work, whereby it is deemed that the student may not be able to successfully complete the stage.

    Your case will be reviewed by the Faculty on behalf of the Executive Dean, usually by the Deputy Dean (Education), who will then make a decision to either take no further action/refer your case back to your department/school, request a Faculty Meeting with you, or refer your case to a Progress Committee.

    If the decision is made to have a Faculty Meeting with you or refer you to a Progress Committee, you will receive an email from the Student Progress Team, confirming details of your appointment, at least 1 week in advance.

    You must respond to this email to confirm your attendance.

  • What you should do if invited to a Faculty Meeting/Progress Committee

    If you wish to present a written statement or have any extenuating circumstances or compelling personal issues that you wish to be taken into account, make sure that you have prepared these and gathered any relevant evidence in advance of the Meeting/Committee.

    Should you wish for someone to attend with you or on your behalf, you should ask a fellow Essex student, member of staff or a member of SU Advice, in advance of the Meeting/Committee.

    If you cannot attend your Faculty Meeting or Committee Meeting, you must notify the Student Progress Team via email in advance of the meeting by responding to the invitation email you will have received. Please be aware that it may not be possible to rearrange a meeting.

    If you don't contact the Progress Team in advance of your meeting and then fail to attend, you can be deemed to be no longer engaged with your programme and withdrawn from the University.

Who the Progress procedures apply to

All students who are studying on taught programmes, including undergraduate and postgraduate taught students.

Your immigration status

Your immigration status does not mean you are treated differently. The procedures are in place to primarily focus on a student’s ability to progress academically on their programme of study.

However, immigration status will be considered secondarily if a student is deemed to have potentially breached any conditions placed upon their immigration status. These cases will be referred to the International Services Team, and if necessary the Academic Registrar for final decision.

Help and support available

  • Students’ Union

    SU Advice can help you get a better understanding of the Progress Procedures, and also help you understand your rights and prepare your response.

  • Student Services Hub

    Your Student Services Hub can direct you to the Student Progress Team who can advise you on the Progress Procedures, or to any other relevant support and wellbeing services that may be required. The Student Progress Team can also be contacted by email: