This information is for students studying a taught programme on a Student visa.If you are a postgraduate research student, see the guidance for postgraduate research Student visa monitoring.
- Why do I need to request absence?
- When should I request an authorised absence?
- What reasons are accepted?
- What reasons are not accepted?
- Can my request be refused?
- How do I request absence?
- When should I submit my request?
- Can I extend my absence?
- What is unauthorised absence?
- How can absence affect the Graduate Route?
- How can absence affect a future CAS request?
- Further important information
Why do I need to request absence?
The University monitors attendance for all students.
Students sponsored under a Student visa must also follow Home Office requirements. Because of these requirements, there is a formal process for requesting absence during term time.
When should I request authorised absence?
You must request authorised absence if you will be absent for more than five working days during term time.
Term time includes periods when you are expected to be studying, including:
- induction weeks
- reading weeks
- dissertation or project periods
- referral and deferral study periods
- any other study period outside official vacation dates
Vacation periods vary by course. Check your programme handbook or contact your School if you are unsure.
What reasons are accepted?
Reasons may include:
- religious or cultural commitments
- family emergencies
- attending important ceremonies overseas
- short-term illness
Before requesting absence, consider whether it could affect:
- your academic progress
- your assessment results
- future visa applications, including the Graduate Route
Authorised absence should only be requested in exceptional circumstances.
What reasons are not accepted?
You cannot request absence:
- to study remotely from overseas while on a taught programme
- to carry out research or collect data overseas
- to work full-time
If you return to your home country and complete your studies as an online distance learner, you do not need to submit an absence form. However:
- University visa sponsorship will end
- you will not be able to re-enter the UK using your Student visa
Can my request be refused?
Yes.
Your Programme Leader can refuse a request if the absence could affect your ability to complete your studies by your visa end date.
If your absence would prevent you from completing your studies on time, you may need to:
- defer your studies
- leave the UK
- apply for a new Student visa before returning
Who approves absence requests?
- Programme Leaders approve or refuse absence requests.
- The Student Immigration Team (SIT) can only advise on any visa implications.
How do I request absence?
- Complete Section 1 of the Absence Request Form.
- Send or give the form to your Programme Leader.
- Your Programme Leader will decide whether to approve the request and complete Section 2.
- The completed form will be sent to SIT Compliance sitcompliance@herts.ac.uk
HIC students
If you study with HIC, contact HIC directly as you may need to complete an additional absence form.
When should I submit my request?
You should submit your request at least five working days before the planned absence.
You must:
- allow enough time for approval before travelling
- submit a separate request for each absence period
- obtain approval before the absence starts
Requests submitted during or after the absence will be treated as unauthorised absence.
Can I extend my absence?
In exceptional circumstances, yes.
If an emergency or unforeseen situation means you need more time away, you must:
- submit a new absence request before your current authorised absence ends
- provide evidence supporting the extension
Your School will decide whether to approve the extension.
If your extension is not approved, you must return to your studies when your original authorised absence ends.
Important
You must receive approval before extending your absence.
If you extend your absence without approval, it will be treated as unauthorised absence.
Visa considerations
An extension cannot be approved if it would prevent you completing your course before your visa expires.
Unauthorised or extended absences may:
- affect future visa applications
- affect Graduate Route eligibility
- result in withdrawal from your course
- affect eligibility for a future CAS to support an in-country visa application
What is unauthorised absence?
Unauthorised absence is when a Student visa holder is absent for more than five working days during term time without prior approval through the absence process.
Unauthorised absence may lead to:
- withdrawal from your course
- cancellation of visa sponsorship
- refusal of a future CAS to support an in-country visa extension application
If you have already taken unauthorised absence, speak to your School as soon as possible.
How can absence affect the Graduate Route?
To qualify for the Graduate Route, you must normally have studied in the UK for at least 12 months while holding a valid Student visa.
Weekend travel and travel during official vacation periods normally count as time spent studying in the UK.
Authorised absence during term time may affect eligibility.
The Home Office does not provide specific guidance on how authorised absences outside the UK are considered when assessing Graduate Route applications. Because of this, the University cannot confirm eligibility.
If Graduate Route eligibility is important to you, you may wish to remain in the UK until your course end date shown on your CAS.
How can absence affect a future CAS request?
Students who have lived in the UK continuously for 12 months with valid immigration permission usually meet the financial requirement when applying for a Student visa extension in the UK.
Short trips and holidays do not affect this.
However, if you have spent a significant period outside the UK, for example three months or more, you may need to provide evidence of funds and supporting financial documents with a future visa application.
This also applies to students returning from an overseas placement or study abroad period.
Further important information
Returning to campus
Start using your student ID card to record attendance as soon as you return.
Misuse of a student ID card may be referred to the Dean of Students and could result in visa sponsorship being affected.
Keep evidence of travel
If you leave the UK, keep evidence of your return, such as:
- a boarding pass
- a passport entry stamp
You may need this during future immigration checks.