Authorised Absence process if you are an IEC, UG or PGT student who holds a Student visa
Aberystwyth University is required to monitor engagement and attendance during term time.
You must request authorised absence if you are going to be absent outside of recognised vacation periods.
Undergraduate and taught postgraduate students (during the teaching period) need to request authorised absence if the proposed absence will mean that they will be missing classes or examinations/assessments.
Authorised Absence will not normally be available to Nursing students as there are statutory requirements which mean that they cannot be absent from teaching/placements.
Students who have attended all teaching and assessments for the year do not need permission to return home at the conclusion of the session.
Please ensure that authorised absence requests have been submitted and approved before finalising your travel arrangements.
Unauthorised absences will count as missed contact points and could lead to your exclusion from the University and the curtailment of your visa. Retrospective permission will not normally be granted.
This process safeguards you and your visa as you will be able to prove to border officials that you have permission to be away from the University during term time.
Postgraduate Taught students
PGT students (who commenced their course in September) are expected to be in Aberystwyth from June to September. This is not a vacation period. Any requests to take authorised absence during this period need to be sent directly to your dissertation supervisor. Supervisors do not have to agree to any requests during this period.
You need to email your Departmental Compliance Contact to make a request for authorised absence. You will need to provide the following information: • Start and end of absence; • The reason for the requested period of absence; • Where you will be travelling to / your destination during the period of absence.
Departmental compliance contacts
Your Departmental Compliance Contact will forward the request to the relevant member of staff in the department for approval. Your department will only approve your absence request if your studies are not impacted.
Your departmental compliance contact will confirm if your academic department can support/ approve the requested absence.
If the UKVI Compliance Office receives your department's approval in writing, your attendance record will be updated to note your upcoming absence.. 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.
