Authorised Absence

Aberystwyth University is required to monitor engagement and attendance during term time.

Authorised absence must be sought outside of recognised vacation periods and is determined on a case by case basis.

 

Authorised Absence for Postgraduate Taught (PGT) and Undergraduate (UG) Students

1. Student

You need to contact your academic tutor to request an authorised absence.

You must include where you are going, how long you are going for, and why you are going.

If you are unwell, you need to submit a medical note, or any other evidence as requested by your department.

2. Academic Tutor

Your tutor will assess your request.

If they are happy to authorise your absence, they must forward their authorisation via email to their Departmental Compliance Contact.

3. Departmental Compliance Contact

Your Departmental Compliance Contact will ensure that your SAMS record is updated to reflect the authorised absence and forward the request to the Compliance Office (compliance@aber.ac.uk).

4. Compliance Office

The Compliance Office will assess and authorise your request.

If you are travelling outside of the UK, you will be issued with a letter that will outline your travel details. You should travel with a copy of this letter when you are returning to the UK as you may be asked by UK border control to provide evidence that you have authorisation to be away from the University during term time.

 

Authorised Absence for Postgraduate Research (PGR) Students

1. Student

You need to contact your academic supervisor to request an authorised absence and copy that request to your Departmental Compliance contact.

You must include where you are going, how long you are going for, and why you are going.

 

2. Academic Supervisor

Your supervisor will assess your request.

If they are happy to authorise your absence, they must state in written i.e. e-mail, that they "approve the absence and that this absence will not impact on your current latest submission date". They will then need to forward their authorisation via email to the Institute Manager.

 

3. Institute Manager

If the Institute Manager approves the absence, they will need to forward the request to the Compliance Office (compliance@aber.ac.uk).

4. Compliance Office

The Compliance Office will assess and authorise your request.

If you are travelling outside of the UK, you will be issued with a letter which will outline your travel details. You should travel with a copy of this letter when you are returning to the UK as you may be asked by UK border control to provide evidence that you have authorisation to be away from the University during term time.

 

 

Note: If you are travelling outside of the UK, you must follow the authorised absence process in order to be issued with a letter to be used when travelling and to avoid putting your visa at risk.

If you are travelling within the UK, you must follow the authorised absence procedure to avoid putting your visa at risk.