Reporting an Absence

If you are unable to attend a teaching session or other required academic activity, you should let the University know as soon as possible. 

Reporting an absence helps the University understand your circumstances, ensures that attendance information is viewed in the correct context and allows support to be identified where appropriate. 

Different arrangements may apply depending on whether you are a home student or an international student whose visa is sponsored by the University.

Home Students

If you cannot attend a teaching session, report your absence through the self-certification function on MyHud as soon as possible. Select the most appropriate reason for the absence and continue engaging with your studies where you are able to do so. 

Reporting an absence helps the University understand why you were unable to attend and allows your circumstances to be considered if attendance concerns arise later. 

Next Steps: 

  • Report your absence on MyHud. Select the attendance tile and then the most appropriate reason from the drop-down menu. If you are unable to do this, you will have used your authorised absence allowance and will need to email contactattendance@hud.ac.uk. 

Optional Support Available: 

  • Book a 10-minute informal attendance meeting if you would like to update us on your attendance absence or speak to a coach about your situation. 
  • Ensure you check Brightspace, lecture recordings and University emails for missed information and contact your tutor if your absence is likely to affect coursework or assessments. 

If you are a home student and illness prevents you from attending, report your absence through the self-certification function on MyHud as soon as possible and select the most appropriate reason. If you are an international student, please follow the guidance in D8. 

For short periods of illness, MyHud self-certification will usually be the appropriate route. If illness continues for more than six working days, affects several teaching sessions or begins to affect your academic progress, further advice or evidence may be required. 

If your circumstances are affecting your ability to attend regularly or continue your studies, see Section E for support options. 

Next Steps: 

  • Report your absence on MyHud. Select the attendance tile and then the most appropriate reason from the drop-down menu. If you are unable to do this, you will have used your authorised absence allowance and will need to email contactattendance@hud.ac.uk. 
  • Contact your tutors if assessments, coursework or deadlines are affected. 
  • Continue engaging with your studies where you are well enough to do so. 

Optional Support Available 

  • Book a 10-minute informal attendance meeting if you would like to update us on your attendance absence or speak to a coach about your situation. 

Self-certification allows home students to report short-term absences without providing supporting evidence. It is available in MyHud through the attendance tile. International students do not have access to this function and should follow the guidance in D8. 

There is a limit to how many absences can be self-certified. If MyHud does not allow you to report the absence, follow any instructions shown in MyHud or contact the Student Engagement Team only if you are unsure what to do next. 

Next Steps: 

  • Report your absence on MyHud. Select the attendance tile and then the most appropriate reason from the drop-down menu. If you are unable to do this, you will have used your authorised absence allowance and will need to email contactattendance@hud.ac.uk. 
  • Contact your tutors if assessments, coursework or deadlines are affected. 
  • Continue engaging with your studies where you are well enough to do so. 

An authorised absence is a period of absence that has been formally approved by the University. It is normally used for exceptional or longer absences, not routine short-term absence. 

For short absence, use MyHud self-certification where available. Some circumstances may require a formal authorised absence request. Examples may include: 

  • significant illness requiring evidence; 
  • hospital treatment or medical appointments; 
  • bereavement; 
  • significant family emergencies; 
  • exceptional personal circumstances; 
  • approved academic activities. 

Approval is not automatic and depends on the individual circumstances and information provided. You should wait for confirmation before making plans that depend on the absence being approved. 

Next Steps: 

  • Use MyHud self-certification for routine short-term absence where available. 
  • If you believe an authorised absence is needed, email contactattendance@hud.ac.uk and explain the circumstances and provide supporting evidence if asked. 
  • Wait for confirmation before making travel or other arrangements that depend on the absence being approved. 

Not normally during teaching periods. Students are expected to attend and engage with their studies throughout the academic year. 

Personal holidays are not normally permitted during teaching periods, and family events do not automatically justify absence from teaching or other required academic activities. 

Although family events such as weddings and personal travel are important, students are expected to prioritise their academic commitments during teaching periods. 

Next Steps: 

  • Check the academic calendar before making plans and avoid travel during teaching and assessment periods wherever possible. 
  • Check whether your plans would affect attendance, coursework, exams or assessments. 
  • If exceptional circumstances apply, follow the authorised absence guidance in D4. 
  • Do not book travel or make fixed arrangements until any required absence has been approved. 

Your attendance record may not reflect the reasons for your absence. 

The University can only take circumstances into account if we are aware of your situation. Failure to report an absence may make it harder to understand your circumstances later or identify support that could have been provided earlier. 

A large amount of absence can negatively affect a student’s attendance percentage and could result in a formal attendance meeting, interruption or withdrawal from their course. 

Next Steps: 

  • Report the absence as soon as possible, even if the absence has already happened. 
  • Continue engaging with your studies where you are able to do so. 
  • If the absence is ongoing, follow the guidance in D2 or D4, depending on your circumstances. 
  • If circumstances are affecting your ability to attend regularly, see Section E for support options. 

Optional Support Available 

  • Book a 10-minute informal attendance meeting if you would like to update us on your attendance absence or speak to a coach about your situation. 

Dissertation, major project and independent study periods all remain active periods of study. 

Although you may have fewer or no timetabled classes scheduled, you are still expected to remain engaged with your academic work and continue progressing your studies. Home students may be required to record attendance during this period where this appears in their timetable or attendance record. 

Next Steps: 

  • Continue engaging with your dissertation, major project or independent study. 
  • Check your timetable and MyHud for any required attendance points. 
  • Record attendance whenever this is required. 
  • If your timetable or MyHud does not show what is required, contact the Student Engagement Team. 

Optional Support Available: 

  • Book a 10-minute informal attendance meeting if you would like to update us on your attendance absence or speak to a coach about your situation. 

International Students Requiring Visa Compliance Monitoring 

If you are an international student requiring visa compliance monitoring and you cannot attend, you must notify the University as soon as possible. 

Attendance and engagement form part of the University's responsibilities as a Student Visa sponsor, and we need to understand why you are unable to attend. When you email, we will inform you whether evidence from a medical practitioner is needed to support your absence. 

Do not delay reporting your absence while you are waiting for evidence. The University will tell you if evidence from a medical practitioner or other supporting evidence is needed. 

If your absence is likely to be long-term, or you have missed a significant amount of teaching, the University may need to discuss whether an interruption of studies is appropriate. You can find out more in Section 4 of the regulations. 

Next Steps: 

  • Include absence dates, reason for absence, and expected return date. 
  • Explain whether any teaching, assessments, exams, placements or required academic activities will be affected. 
  • Provide evidence if you are asked to do so. 
  • Contact your tutor or course team if assessments, coursework or deadlines may be affected. 
  • Continue engaging with your studies where you are well enough to do so. 

For international students whose visa is sponsored by the University, an authorised absence is a period of absence that has been formally approved before you are away from required academic activity. 

Authorised absence will be required before travel, extended absence, remote study, or when time away from required teaching, assessment, placement, dissertation, independent study or engagement activity is requested. It is not automatic and should not be assumed. Example circumstances where it is required include: 

  • significant illness or medical treatment that affects attendance or engagement; 
  • bereavement or significant family emergency; 
  • exceptional personal circumstances; 
  • approved academic activity away from normal teaching or engagement arrangements; 
  • approved leave during a dissertation, placement or independent study period, where this is permitted and formally authorised. 

Approval is not always given. The University will consider your circumstances, attendance and engagement requirements, academic commitments and any visa compliance implications before confirming whether absence can be authorised. 

Next Steps:

  • Explain the reason for the request, the dates you want to be away, where you will be, and when you expect to return. 
  • Explain whether teaching, assessments, exams, placements, dissertation work, supervision or required engagement activity will be affected. 
  • Provide supporting evidence if requested. 
  • Wait for confirmation from the International Office and the Student Engagement Team before making any travel arrangements. 

You are permitted to travel during vacation periods, but you must not assume that overseas travel will be permitted during term time.  

Absences for weddings, holidays and non-essential travel overseas during teaching or dissertation periods is generally NOT permitted and will not be authorised. Please do not make plans for such events and assume that an absence will be authorised.  

Attendance and engagement requirements continue throughout your studies, including dissertation, major project, placement and independent study periods. Please note that not all courses follow standard university vacation periods and you will be expected to attend and engage during any period where you have scheduled learning events.  

Before making travel plans, contact the International Office and check whether an authorised absence is required. If an authorised absence is needed, follow the guidance in D9. 

Travel may affect your ability to meet the attendance and engagement requirements of your visa. It may also affect teaching, assessments, exams, placements, dissertation work, supervision, your visa conditions or your ability to return to the UK. 

Next Steps: 

  • Check whether attendance, engagement, visa or academic requirements may be affected. 
  • If an authorised absence is required, follow the guidance in D9. 
  • Speak to your tutor or course team about any teaching, assessments, exams, placement activity, dissertation work or supervision that may be affected. 
  • Wait for confirmation before booking travel or leaving the UK. 

If you do not report an absence, the University may not be able to take your circumstances into account or evidence why you were not attending or engaging at the time. 

Attendance and engagement are an important part of the University's responsibilities as a Student Visa sponsor. If attendance concerns arise later, it is important that there is evidence showing that you informed the University about your circumstances when they occurred. Unexplained absence may lead to attendance, engagement or visa compliance concerns, especially if the University cannot confirm that you remain actively engaged with your studies. 

Reporting absence promptly helps the University understand your situation, consider whether support or authorised absence is needed, and meet its responsibilities to students and external authorities. 

Next Steps: 

  • Report your absence as soon as possible, even if it has already happened. 
  • Keep the University informed if your situation changes or your absence continues. 
  • Provide evidence if you are asked to do so. 
  • Continue engaging with your studies wherever possible. 
  • Contact the International Office if your absence may affect your visa, travel plans or ability to return to the UK. 
  • Unexplained and/or unauthorised absences could have an impact on your continued student registration and this can impact on your student visa.  

Optional Support Available: