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 plus IEC Students

1. Student

You need to eamil your academic supervisor to request an authorised absence and send a copy of that request and approval to your Departmental Compliance Contacts.

Please note that verbal authorisation or an informal agreement is not acceptable. You must make a request in writing.

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 Contacts

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 eamil your academic supervisor to request an authorised absence and send a copy that request and approval to your Departmental Compliance Contacts.

Please note that verbal authorisation or an informal agreement is not acceptable. You must make a request in writing.

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 it in writing 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 departmental contact who will send it on to the compliance team.

 

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 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.

Please ensure that authorised absence requests have been submitted and approved before finalising your travel arrangements. The Compliance Office will need a couple of days to issue the letter, but will noramlly turn these around within 48 hours of receiving the approval of your supervisor. If you have not received your letter please contact us to ask about the status of your request.

**Requests for authorised absence should be made in writing via email. Verbal/informal approval is not acceptable.

 

 

 

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.