Transcript Student Attendance Monitoring

Student Attendance
Monitoring
Martina Daly
23rd September, 2010
Background
United Kingdom Border Agency (UKBA) charged
with developing and implementing governmental
immigration policy
Points based system (PBS)
International students (tier 4) subject to additional
monitoring procedures prior to and during their time
in the UK
Need for HEIs etc to monitor and, if necessary,
report on interactions with students
PBS, Tier 4 & HEIs
Introduced in phases March ’09 to February ’10
To operate under Tier 4, all educational institutions
must hold a UKBA sponsor licence
Compliance with UKBA defined sponsor duties is a
condition of retaining the licence
PBS Project Group co-ordinating the implementation
of immigration requirements
University responsibilities
UKBA Sponsor Management System (SMS) went
live on 22nd February, 2010
Students issued with a UKBA Confirmation of
Acceptance for Studies (CAS) number
University must report CAS students to UKBA using
the SMS for withdrawal, leave of absence, change of
programme, transfer to other institutions and NONATTENDANCE
Attendance monitoring
Report a series of unauthorised absences
Only CAS students will be reported to UKBA
Senate agreed to monitor attendance of all student groups
in the interests of equality and student support
Support of the Students’ Union
Similar approach at peer institutions
Students are informed of immigration conditions when
issued with a CAS number
What are we being asked to do?
Departments are responsible for monitoring/recording
attendance for their students
‘Home’ department responsible for liaising with Research
Degree Support Team regarding any international PGR
students who miss 10 ‘expected interactions’
Departments are NOT required to report international
students to the UKBA themselves
Attendance data to be uploaded centrally three times per
annum
Minimum Attendance
Monitoring Requirements
Every department should monitor attendance for a total
of 12 expected interactions for every PGR student, at
every level/year of study, over the full academic year
Option for light touch monitoring of small number of
students – remote location, joint location, students on
placements away from Sheffield
Monitoring Interactions
At least 50% of required minimum 12 interactions
should be face-to-face interactions with staff
Exceptions
remote location students
students on placements away from Sheffield
students undertaking research away from the University
In these cases, interactions will necessarily need to be
carried out remotely, online, email or telephone contact
Current monitoring system in the
Medical School
PGR students expected to have 6 recorded meetings
with their supervisor and 2 with their personal tutor per
annum
After each meeting, a form is completed that should
then be returned to the PGR secretaries
Reports can/are useful in situations where disputes
arise
Also effective tool for identifying any problems at an
early stage and offering appropriate support
Problems with current system
Meetings do not take place
Meetings take place but forms not completed
Meetings take place but forms not submitted
Report forms go “missing”
Monitoring system is very time consuming for PGR
Secretaries
Inadequate records in some cases which would be a
problem if a complaint were to be made
Monitoring from Oct 2010
Supervisors and Personal Tutors will be copied into
emails requesting completion of the appropriate
monitoring forms from students
PLEASE respond to all requests from the PGR
Secretaries in a timely manner (prefer email
submission)
Registers of attendance at seminars, workshops etc.
Dr Cyril Sanders appointed to co-ordinate attendance
monitoring for Medical School
Fixed Contact Points
Registration
9 supervisory meetings per annum
2 personal tutor meetings per annum
Annual progress report
Oct Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sept
Supervisory meeting report
Personal tutor meeting report
Registration
Annual progress report
Additional Contact Points
Date
Event
attended
Details
Confirmed
5th-6th July
2010
Annual Research
Meeting
Presented a poster
Attendance confirmed by
administrator by viewing
register of attendees
Oct 2010
Registration
May 2011
1st year presentation
July 2011
Annual research
meeting
Sept 2011
Departmental
meeting
Future plans for monitoring
Electronic system to record supervisory and personal
tutoring meetings in development for PGR students AUME
System will be held within Minerva and similar to the
PATS already developed
Advantages
Staff familiar with Minerva
Possibility to expand for development of e-Portfolio
Custom built
Time saving
Easier to identify potential problems
Supervisory Meeting Report
Research student
Date of last meeting
Duration of meeting
................................
.................................
.................................
Supervisor
.....................................
Date of this meeting .....................................
Supervisor
Student
Supervisor
Student
On a scale of 1 to 6, where 1 is very poor and 6 is excellent, how would you rate the progress of the
project since the last meeting? If appropriate, please comment below.
Achievements since last meeting and other comments (continue overleaf if necessary)
Yes
No
Yes
No
Has the student made sufficient progress since the last meeting?
Are the supervisor and student clear about current objectives?
Have any specific problems associated with the work or the supervision been identified? If
appropriate, please comment below.
Are the supervisor and student clear about the work to be done before the next meeting?
Goals for next 4-6 weeks and other comments (continue overleaf if necessary)
Student signature ..........................................................................
Supervisor signature ....................................................................
Copies of this report as a record of the student’s progress should be held by the student and supervisor. First year students are required to submit six completed reports pri or to transfer of registration. Students should return the original
form to:
MPhilPhD:
Jodie Burnham, LU116, L Floor, RHH.
MPhil-MD:
Carol Fidler, LU116, L Floor, RHH
This form will be available for download from the School Postgraduate Research website.
www.shef.ac.uk/medicine/current/postgraduates/ongoing.html
Personal Tutoring Report
Research student
Personal Tutor(s)
Date of meeting
………………………………………………………………………….
………………………………………………………………………….
………………………………………………………………………….
Yes
•
•
•
•
•
•
•
From discussions with the student, does he/she appear to have a
clear understanding of what their research project is about? If No,
please elaborate below.
Is the student making sufficient progress? If No, please elaborate
below.
Are you aware of any practical factors which are currently limiting, or
could in the future limit, progress with the research project? If Yes,
please elaborate below.
Have you identified any specific training needs that should be
addressed? If Yes, please elaborate below.
Is the supervisor developing a satisfactory working relationship with
the student? If No, please elaborate below.
Is the supervisor giving adequate support and guidance on the
project to the student? If No, please elaborate below.
Has the student raised any other problems (e.g. finances,
accommodation, health, personal issues) that may impact on their
current or future progress? If appropriate, please comment below.
* Please elaborate
Additional Comments
Student signature ……………………………………………………………….
Personal tutor signature(s) ………………………………………………………………..
No
Important webpages!
http://www.sheffield.ac.uk/medicine/current/postgraduates