2020 applicants

Getting an email about your attendance and engagement

If you receive an email about your attendance and engagement you should read it carefully and check if there are any instructions that you need to follow, in particular, whether a meeting has been arranged for you.

The University monitors attendance and has Progress Procedures (.pdf) that set out how concerns about students will be followed up.

If you don't need to attend a meeting

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

If you do need to attend a meeting

If the email asks you to attend a meeting, it's important 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.

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

Meeting with your department or school

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

What happens in the meeting

Your tutor will let you know the department/school’s concern and give you an opportunity to explain why you haven’t engaged, attended or submitted work. Your tutor will then let you know what actions need you to take or what they need to do next.

They'll also talk to you about support that may be available and who you can contact.

After the meeting 

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

Meeting with the Progress Officer

If your attendance and engagement don't improve after your meeting with your Personal Tutor (or equivalent), you will be referred to the Progress Officer. You may also be referred if you fail to attend the meeting with your Personal Tutor. 

It's essential you attend this meeting with Progress Officer so that you can discuss any issues you may be having and to get advice. If you don't attend you'll be referred to the Executive Dean of your Faculty.

What happens in the meeting

The Progress Officer will discuss any concerns the department/school has with your progress. The Progress Officer will listen to the information you provide and decide on an outcome, such as monitoring your attendance and engagement for a period of time, referring you to relevant services offered by the University, or referring you to the Faculty to meet with Deputy Dean (Education).

After the meeting 

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

Referrals to the Executive Dean or their deputy

If you may be referred to the Executive Dean or their deputy for a number of reasons such as:

  • if you fail to attend required meetings
  • continued poor attendance
  • lack of overall engagement
  • concerns that the work you've submitted won't enable you to successfully complete a stage of your course

How the referral works

Your case will be reviewed by the Executive Dean, usually by the Deputy Dean (Education), and then they will decide 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 to have a Faculty Meeting with you or refer you to a Progress Committee, you'll receive an email from the Student Progress Team, confirming details of your appointment at least one week in advance. You must respond to this email to confirm your attendance.

Preparing for a Faculty or Progress Committee meeting

At the Faculty or Committee meeting, you can present a written statement or any extenuating circumstances or compelling personal issues that you wish to be taken into account. You need to make sure you have prepared these and gathered any relevant evidence before the meeting.

You can ask someone to attend the meeting with you or on your behalf. You should ask a fellow Essex student, member of staff or a member of SU Advice before the meeting.

What happens at the meeting

In a Faculty meeting the Dean or a Faculty Representative, will discuss with you how you have been engaging with your course and any problems you are experiencing that may have affected your studies. They will review information about your engagement, attendance and progress with you, including the information on LEAP and your coursework submission records.

They may discuss how your level of engagement and attendance could impact your progress, and will also suggest actions you can take and support you can access to improve your progress.

The Dean may decide to monitor your engagement, attendance and progress to see whether further action needs to be taken.

If there continue to be very serious concerns about your progress you will be invited to a Progress Committee meeting where you will meet with the Dean/Faculty Representative and two other members of academic staff.

As in a Faculty meeting they will review information about your engagement, attendance and progress. The Committee will discuss the issues with you and will make a decision about the best course of action to take to support your progress.

If a Committee decides you need to take a break from your studies, they can require you to intermit. If they decide you are not engaging and can make no further progress on your course, they can require you to withdraw from your course.

If you can't attend the meeting

If you can't attend your Faculty or Committee meeting, you must respond to the invitation email you will have received from the Student Progress Team and let them know. Please be aware that it may not be possible to rearrange a meeting.

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

Progress Appeals

If you have been required to intermit or to withdraw from the University by an Executive Dean or their Deputy, or a Progress Committee, under the University’s Progress Procedures (.pdf) then you have a right of appeal against this decision.

You may only appeal if you have valid grounds and you must do so within 10 days of receiving written confirmation of the penalty.

Valid grounds for appeal

You can only appeal if you have valid grounds. These are:

  • there is new evidence which, for good reason, was not previously available and which might have materially affected the outcome
  • the Progress Procedures (.pdf) have not been followed correctly and this disadvantaged your case
  • there is evidence of prejudice and/or bias during the procedures
  • on the balance of probabilities, the facts of the case did not justify the decision
  • the penalty imposed was unreasonable with regard to all the circumstances of the case.

How to appeal

To appeal, download and complete the Progress Appeal Form (.docx) and email it to appeals@essex.ac.uk.

You must provide all the evidence that you have in relation to the appeal. You will not normally be permitted to submit further evidence after the submission of the Academic Offences Appeal form.

What happens after I appeal?

Appeals are considered by a Faculty Dean (or nominee) that has not previously considered the case. If the Dean agrees that the appeal has grounds, then the matter will be considered by an Appeals Committee which you will be invited to attend.

Once an Appeals Committee has considered the case, they may rescind or amend the decision or may agree to uphold the original decision.

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