We hope you do not need to miss any classes but, if you do, then you should let your Curriculum & Quality Leader or Course Leader know. You can self-certify your absence for up to 5 days per semester. You register this on the online attendance system. If the absence will be covered by a medical certificate, or if it is for Jury Duty/court citation, then you should obtain an exceptional absence form from Key Support Advisers. This should be completed and handed in with a copy of your letter/certificate to MIS staff in your campus to process. This just ensures the correct name, course and student number are recorded, so there is no need to get the CQL to sign it on this occasion.
On the first day of your absence, you must contact the Key Support Adviser(s) by phone, text or email. They will pass this on to your CQL and class lecturers. If you are absent for more than a few days, please keep your Faculty and Key Support updated. At any campus, you can contact your Key Support Adviser – you should be given the number at induction. Key Support Advisers are based in Coatbridge, Cumbernauld (also covering Broadwood and Kirkintilloch) and Motherwell (covering Hamilton Towers, too).
On your first day back, if your absence was for up to 5 working days, you should use your self-authorised/certificated allowance – go online to register them on the online attendance system. This MUST be done within 10 days to ensure you do not lose funding. If you have used your allowance, you must complete a college Exceptional Absence Form and give to your Curriculum & Quality Leader, who may authorise your absence (but only if it is an ‘exceptional’ absence). The forms are available from Key Support Advisers.
If your absence is for illness and is more than 7 days (including Sat and Sun) you should provide a medical certificate. Please send this in as soon as possible to MIS staff, with your name, course and student number.
If you are thinking about leaving, you must immediately inform your Curriculum & Quality Leader. It is important that you do this straight away, especially if you are in receipt of funding. Otherwise, you may receive an overpayment and have to repay this.
If you are either thinking about leaving or have already made up your mind to leave, please speak to your Curriculum & Quality Leader or a member of the Student Advisers’ Team.
There are many ways that the College can offer support and we would like the opportunity to see if there is anything we can do to help you stay at College. It is also useful to know why you are leaving. We need to record this for the Scottish Funding Council, and it helps us to review our provision and make improvements. Also, we are sometimes asked by employers for references for previous students, and it helps to have that information recorded.
It is important that you complete the online self-authorisation of absence as soon as possible. This can be done by logging into Moodle from home if you have internet access, or on your first day back at College if you have been off at any time.
Self-authorised absences count towards your record of attendance and it is important that you know that your funding or your place may be withdrawn if your absences are at an unacceptable level. It is expected that you attend for 100% of the time, as less than that could have implications for both funding and course progress.
However, we recognise that sometimes individuals may have circumstances that require a day’s absence, such as short term illness or difficult family issue to deal with. That is why you are allowed up to a maximum of 5 days/instances self-authorisation for absence in each semester. This can be for any reason including sickness. Any unused days/instances cannot be carried over from 1st to 2nd semester. You do not need to record the reason for these 5 days.
In exceptional circumstances, absence for periods in excess of the 5 allowable days/instances may be authorised by your Curriculum & Quality Leader. If you require an authorised absence beyond the allowable days/instances, you must contact your Curriculum & Quality Leader in advance or on the first day of the absence to ask for this to be authorised. You can ask Key Support to make this contact for you if you are not in college. You should not be granted authorised absences retrospectively. Exceptional authorised absences normally cannot be issued for periods of sickness (unless it is part of a reasonable adjustment) – that is what the self-authorised/certificated absences should be kept for! In cases of sick dependents, you should contact the Curriculum & Quality Leader immediately and one day may be authorised to allow arrangements to be put in place.
Please make the staff aware if you have a medical condition that may, from time to time, affect your attendance at College. This information will be taken into consideration when attendance is monitored. You need to advise your Curriculum & Quality Leader, lecturers or the Educational Learning Support Team to make them aware.
There is a limit to how many times you can be absent from College. If you are a full-time student this is no more than:
1st semester 5 self-authorised absences
2nd semester 5 self-authorised absences
5 weeks maximum absence allowed on medical grounds
Part-time students have a pro-rata number of absences allowed.
If you take holidays during term time you will be marked absent and you will not receive bursary/travelling expenses/EMA or hardship payment for that period. It is better not to have any holidays during term time as you could miss vital work covered in that period. However, we do record holidays on a form - Notification of Unpaid Holiday, to ensure that it does not affect your funding for the other weeks of that month.
Make sure you also speak to your lecturers to make them aware of your impending absence, so you can arrange to catch up on work missed.