MeetingsRecords

Meetings Records and Attendance Monitoring Process

 

The University’s Code of Practice for Research Degree Programmes (PDF: 356kb) requires that records are kept of all formal structured interactions (confirmed meetings) between supervisors and PGR students.

From the start of the academic year 2016/17, the date, time and status of these confirmed meetings will form the basis of attendance monitoring for research students. In particular, for students holding a Tier 4 visa, the recording of these formal structured interactions (confirmed meetings) will be the sole record of attendance at the University and therefore a condition of their continued visa sponsorship.

For further information, please see the Attendance Monitoring Arrangements for Postgraduate Research (PGR) programmes (PDF: 396Kb)

 

Attendance Monitoring Reporting Process

We recommend that it is good practice for all PGR students to meet with their supervisors once every calendar month and ensure that each meeting is recorded in ePortfolio, and then confirmed by a member of the supervisory team. A three level process has been established to help students by flagging up the importance of recording supervisory meetings to any students who fall short of the requirements.

Level 1

An informal automated reminder sent through ePortfolio to all students if there has been no recorded and confirmed meeting within 6 weeks.

This is meant to guide and inform students about the relevant process, point them in the direction of help and to ask them to contact RSST/FMS Graduate School if they are encountering any difficulties.

Level 2

A fortnightly report is generated by the University and following this a Level 2 email may be sent to any students who do not have a recorded and confirmed meeting within an 8 week period, or who is not meeting the required number of expected interactions at a given time of year. 

This email is intended to act as a reminder of the attendance monitoring requirements and point students in the direction of help, if they are encountering difficulties.

Level 3

If no meetings have been recorded by the time the next fortnightly report is run, a Level 3 email may be sent to the student. This email is sent on behalf of the Dean of Postgraduate Studies and advises the student that they may be reported to the Student Data Team, which may result in a report of the student’s non-engagement to the Home Office.  The ultimate sanction could be curtailment of the student’s visa. 

Students are asked to make contact with RSST/FMS Graduate School within 7 days so that their situation can be discussed.

 

Frequently Asked Questions:

Q: Are there any instructions available for students recording meetings in ePortfolio?

A: Yes, please see the Meetings Records Instructions for Students (PowerPoint: 434Kb)

 

Q: I am a student, how can I tell if my supervisor has confirmed my meetings?

A: The status of meetings can be seen by students in https://portfolio.ncl.ac.uk. The list of meetings can be seen from the "Meetings" tab on the home page and there is a column "Status" which will say "Took place in person" if confirmed by the supervisor (or "Took place at distance" if a remote meeting). Unconfirmed meetings normally have a status of "Scheduled (past)".

 

Q: I am working off campus for more than 4 weeks, do I still need to record meetings with my supervisor?

A: Yes, please maintain regular contact with your supervisor, most commonly via Skype or email, and update ePortfolio accordingly. You should also complete an Outside Study form if you haven't already done so. Please see the Outside Study web pages for more information.

 

Q: I am writing up my thesis, do I still need to record meetings with my supervisor?

A: Yes, please continue to have regular meetings with your supervisor, record them on ePortfolio and ensure your supervisor confirms each valid meeting.

 

Q: I have had an extension of time approved in which to submit my thesis, do I still need to record meetings with my supervisor?

A: Yes, please continue to have regular meetings with your supervisor, record them on ePortfolio and ensure your supervisor confirms each valid meeting throughout any extended submission period.

 

Q: I received a level 2 or level 3 reminder email, does this reset to Level 1 if I record a new meeting?

A: Yes, if your meeting is confirmed in ePortfolio, your record will be reset. The next email you will receive is a level 1 reminder if you do not record another meeting and have it confirmed within the allowed time frame.

 

Q: I am not on a tier 4 visa/I am not an international student, do I still need to record my meetings in ePortfolio?

A: Yes, all PGR students, regardless of visa status, are required to have regular meetings with their supervisor and record them in ePortfolio. This forms part of the Code of Practice, a link to which can be found at the top of this page.

 

Q: I have an external supervisor who is unable to confirm my meetings, what should I do?

A: You should ask one of your internal supervisors to approve the meeting on behalf of the external. You should also try to include your internal supervisors in at least some of the email discussions you are having with the external. Additionally you should have regular meetings with your internal supervisors. This is because external supervisors do not have access to ePortfolio, however the regulations state that any student with an external supervisor should also have two internals who are responsible for the academic supervision of the student.

 

Q: I have been too busy to record my meetings, what can I do?

A: While we appreciate that life as a PGR student can be very busy at times, this will not be accepted as a reason for not recording your meetings. The process of recording a meeting only takes a few minutes and is one of the requirements of being a PGR student at Newcastle University. Therefore please arrange a meeting as soon as possible and record it in ePortfolio.

 

Q: I have asked my supervisor to confirm my meetings on multiple occasions but they are not responding, what action can I take?

A: Please contact your school office in the first instance. If this does not work, please email rssteam@ncl.ac.uk if you are a SAgE or HaSS student, or medpg-enquiries@ncl.ac.uk if you are a FMS student. We will then contact your supervisor directly, and if necessary speak to your school office and PGR Director.

 

Q: I did not record any meetings because it is holiday season, is that ok?

A: No, we report on a rolling 8 week basis and factor university closures into our reporting schedule, so this will not be accepted as a reason for not having meetings at times such as Christmas or during the summer holiday period.

 

Q: I am an Occasional Student, do I still need to record meetings with my supervisor/academic contact?

A: Yes, please continue to have regular meetings with your supervisor/academic contact, record them on ePortfolio and ensure your supervisor/academic contact confirms each valid meeting.

 

Q: I have submitted my thesis and I am registered as Under Examination, do I still need to record meetings with my supervisor?

A: Yes, please continue to have regular meetings with your supervisor, record them on ePortfolio and ensure your supervisor confirms each valid meeting.