Transcript Slide 1

UoB monitoring expected contact
and reporting to the UKBA
PBS monitoring stakeholder group
meeting 16th March 2010
Background to PBS requirements & current
implementation at UoB
The university has new responsibilities as a Tier 4 sponsor of migrant Students
• New format paper visa letters issued March 2009
• New record keeping (passport copying) requirements implemented
September 2009
• Frameworks for CAS student monitoring agreed 23rd January after
consultation
• Visa letters replaced with electronic CAS (Certificate of Acceptance of Study)
from 22nd February 2010
• Interim monitoring process started after 22nd Feb 2010 for visa extension CAS
students (managed by Registry and will run to Sept 2010)
• New Reporting requirements for CAS sponsored students
– Process for reporting significant changes implemented after 22nd Feb 2010
Purpose of the third stakeholder working
group meeting
• Help Schools reach final decisions on their
monitoring implementation by:
– discussing the support SITS might provide in logging
engagements.
– Sharing best practice with other Schools
– Discussing some of the CAS sponsoring issues that are
associated with monitoring
• For Registry to communicate the next steps in
monitoring framework implementation
UKBA Monitoring Requirements
(Extract from Tier 4 sponsor guidance)
Sponsors must notify us where a student has missed 10 expected
contacts.
For students in schools, Further Education and English language
colleges this will normally be where the student has missed 2
weeks of a course.
In the Higher Education sector, where daily registers are not kept
we will accept this reporting where the student has missed 10
expected interactions (for example, tutorials, submission of
coursework etc).
UKBA expected interactions: Examples from UKBA Tier 4 sponsor guidance
Some examples of expected interactions would be:
• attendance at any lesson, lecture, tutorial or seminar (as relevant to the level of
study);
• attendance at any test, examination or assessment board;
• submission of assessed or un-assessed coursework;
• submission of 'interim' dissertation/coursework/reports;
• attendance at any meeting with a supervisor or personal tutor;
• attendance at any 'research method' or 'research panel' meetings. or at 'writing
up' seminars or 'doctoral workshops';
• attendance at a viva;
• registration (matriculation/enrolment); and
• attendance at an appointment with a welfare advisor or an international student
adviser.
• This list is not exhaustive
Suggested School monitoring screen in SITS
SITS screen discussion points
• The process in Schools
– Chasing up on red crosses
– Students able to redeem a red cross
– Flexibility in when automatic emails are sent out
• The process in Registry
– Exception reports
Sponsoring issues: re-sits,repeats and extensions
Students are allowed to re-sit examinations or repeat any part of their course up
to
times per individual examination or module. If the student’s leave expires
before they have finished the re-sit, or repeat they must make an application to
extend their leave before their current leave expires.
Where the student has to do a re-sit or repeat a module of study, sponsors must
decide, based on their knowledge of the student and their
whether or not it is appropriate to continue
sponsoring them.
Sponsors must not continue to sponsor a student if the student has already twice
failed a re-sit, or twice repeated a period of study. If a sponsor does continue to
sponsor a student beyond these limits, it may have its licence downgraded or
withdrawn.
Small group output
• List the key points that your group
believes that are covered by a best
practice implementation of the guidance
frameworks
Sponsoring issues: The 60 day rule
We can sponsor a student while they are repeating as long as we
require their continued participation within 60 days of the next
academic period (with the exception of university vacations).
When this is not the case we should notify the UKBA and advise the
student to leave the UK or, if their CAS is due to expire, we should
not assign a CAS for an extension but advise them to leave the UK.
We may at a later date sponsor the student when they apply for a
new visa to return to the UK.
Next steps
•
Schools agree their implementations of monitoring frameworks and
submit to their Faculty Offices* by a date to be decided within the
Faculty
•
Registry refine the SITS engagement monitoring screen(s)
•
Registry deliver SITS engagement monitoring training
•
Registry provides advice to QA officers in Faculties about UKBA
requirements
•
Faculty Offices* agree each School’s monitoring implementation in good
time for it to be implemented by the start of the 2010/2011 academic
year
•
School monitoring begins on the School’s first course start date in
2010/2011
* This process is to be agreed with Deans and Faculty Offices
Undergraduate, postgraduate taught and foundation degrees
When
End of
enrolment
What
New student no show
Action
Registry pick up from SITS & report to UKBA
Returning student no show
Failure to complete on-line enrolment counts as a missed contact
End of
Full enrolment plus
semester 1 5 assessments or
key engagements
New student: Maximum of 5 contacts missed send “are things
OK?” email
Returning student: include last year’s contacts and if:
Maximum of 5 contacts missed send “are things OK?” email
Maximum of 7 contacts missed send stronger communication
Maximum of 9 contacts missed student must meet Head of School
or authorised delegate
Non attendance at meeting and/or 10 contacts missed notify
Registry who report to UKBA
End of
4 assessments or
semester 2 key engagements
Anytime
Student withdraws, intermits
or is withdrawn by school
Same rules as for returning students in semester 1
Use SITS student maintenance process to notify Registry
immediately for report to UKBA
Postgraduate research students monitoring framework
When
End of
enrolment
Suitably
spaced
intervals
throughout
the year
What
Action
New student no show
Registry pick up from SITS & report to UKBA
Returning student no show
Failure to complete on-line enrolment counts as a missed contact
At least one progression
panel review (PRP) meeting
PLUS 8 further contacts,
which may be:
- any thesis panel meeting
-tutorials with supervisor
-presentations
- an additional PRP
-attendance at a student
day.
New student:
Maximum of 5 contacts missed Research Student Division
Administrators will contact both the supervisor and the student to
ensure that everything is alright.
Maximum of 7 contacts missed will result in a formal letter from
the Research Support Team in Registry
Maximum of 9 contacts missed meet with Research Student
Division Leader
10 contacts missed report to UKBA
Returning students: include last year’s contacts and act as above.
Anytime
Student withdraws or is
withdrawn by Research
Division
Use SITS student maintenance process to notify Registry
immediately for report to UKBA
Monitoring framework for students on long placements
•
•
Students on short placements will be monitored according to the framework for
Undergraduate, postgraduate taught and foundation degrees.
The number of contacts with a student on a long placement that are electronic as
opposed to face to face will vary according to whether the placement is in the UK
or overseas as shown in the “What” column below
When
Regularly at
suitably
spaced
intervals
throughout
the
placement
What
Action
Full enrolment plus 9 further contacts throughout the Maximum of 5 contacts missed send “are
academic year.
things OK?” email
Maximum of 7 contacts missed send stronger
For UK based placements a minimum of 4 of the 9
communication
further contacts should be either face to face or
Maximum of 9 contacts missed student must
telephone contact to the student’s place of work.
meet Head of School or authorised delegate
Non attendance at meeting and/or 10
For overseas placements only 2 of the 9 further
contacts missed notify Registry who report to
contacts need to be either face to face or telephone UKBA
contact to the student’s place of work.
Anytime
Employer contacts the UoB to report the absence of a According to the length of absence count as
student on a placement.
n missed contacts and take appropriate
action from list above
Monitoring framework for students on pre-sessional English
Language courses
When
End of
enrolment
What
New student no show
Action
Registry pick up from SITS & report to UKBA
Student arrives
Completion of enrolment counts as first contact (picked up
automatically by SITS)
Regularly at
suitable
checkpoints
according to
the length of
the course
Full enrolment plus
9 assessments or
key engagements
(Daily registers will be kept
and reviewed weekly for key
engagements, which will be
defined according to the
course)
Maximum of 5 contacts missed send “are things OK?” email
Maximum of 7 contacts missed send stronger communication
Maximum of 9 contacts missed student must meet Head of
School or authorised delegate
Non attendance at meeting and/or 10 contacts missed notify
Registry who report to UKBA
Anytime
Student withdraws, intermits
or is withdrawn by school
Use SITS student maintenance process to notify Registry
immediately for report to UKBA