International Student Engagement Monitoring Procedure

1. Purpose and Scope

1.1 This procedure sets out Cardiff Metropolitan University’s institutional framework for monitoring the academic engagement of international students sponsored under the UK Visas and Immigration (UKVI) Student route. It demonstrates how the University meets and exceeds its sponsor duties by ensuring robust, consistent and transparent engagement monitoring across all levels of study.

1.2 This procedure applies to all international students sponsored by Cardiff Metropolitan University and is aligned with UKVI Student Sponsor Guidance.

1.3 Academic engagement monitoring is applicable where there is timetabled activity and during research periods, as required. Engagement will not be monitored during vacations. Vacation periods may differ by programme and cohort and are therefore confirmed to students directly by each school. During work placements, vacation periods are confirmed and agreed directly with the employer and confirmed to the University. 

2. Context and Principles

2.1 Cardiff Metropolitan University holds a UKVI Student Sponsor Licence and is therefore required to:

• Monitor student engagement and attendance throughout the period of sponsorship;
• Identify and address non-engagement at an early stage;
• Maintain accurate records of engagement;
• Report relevant changes in student circumstances to UKVI in a timely manner.

2.2 The University’s approach is underpinned by the following principles:

• Consistency: A single institutional framework applied across all academic schools;
• Proportionality: Monitoring arrangements that reflect different modes and levels of study;
• Student Support: Early intervention and referral to welfare and academic support services;
• Compliance: Clear records, defined responsibilities and escalation routes.

3. Roles and Responsibilities

3.1 Immigration Compliance Team (Global Engagement)

3.1.1 The Immigration Compliance Team is responsible for:

• Oversight of academic engagement monitoring for all student visa holders;
• Analysis of engagement data;
• Direct communication with students regarding engagement concerns;
• Liaison with academic schools, support services and senior colleagues;
• Reporting changes of status and withdrawals to UKVI.

3.2 Academic Schools

3.2.1 Academic Schools are responsible for:

• Capturing accurate engagement data for all international students;
• Ensuring attendance is recorded for all timetabled teaching (in-person and online);
• Providing alternative engagement records for non-standard study elements;
• Responding promptly to requests for engagement information from the Immigration Compliance Team.

3.3 Students

3.3.1 International students are responsible for:

• Actively engaging with their studies in line with programme requirements;
• Monitoring communications from the University and responding promptly;
• Informing the University of any circumstances affecting their ability to engage;
• Understanding that engagement is a condition of their Student visa.

4. Definitions of Engagement

4.1 Academic engagement may include, but is not limited to:

• Attendance at timetabled lectures, seminars and laboratories;
• Participation in scheduled online teaching sessions;
• Attendance at supervisory meetings;
• Submission of coursework or progress milestones;
• Confirmed participation in placements, fieldwork or research activities.

4.2 Remote delivery is defined as scheduled learning delivered online in place of in-person teaching. Cardiff Metropolitan University ensures that any remote delivery complies with UKVI requirements and that engagement is clearly recorded as either in-person or remote.

5. Engagement Monitoring by Study Level

5.1 Band 1: RQF Level 5 and Below

5.1.1 Students studying at RQF Level 5 and below are required to:

• Undertake a minimum of 15 hours of daytime, classroom-based study per week;
• Maintain at least 85% attendance each month.
• Where attendance falls below 85%, reasons are reviewed and documented. Where attendance falls below 70% for three consecutive months, sponsorship will normally be withdrawn unless there are exceptional, evidenced circumstances.

5.2 Band 2: RQF Levels 6–8 (UG, PGT, PGR)

5.2.1 Cardiff Metropolitan University operates a single academic engagement policy for all degree-seeking students, with appropriate variations by level and mode of study.

5.2.2 Engagement is monitored through:

• Timetabled teaching attendance (in-person or online);
• Supervisory contact and research milestones;
• Alternative monitoring arrangements for non-standard study periods.

6. Engagement Monitoring Mechanisms

6.1 Taught Programmes

6.1.1 For standard taught courses, attendance is recorded using the University’s attendance monitoring system. The lecturer will generate a QR code during a lecture/seminar/workshop linked to the attendance monitoring system and display this to allow the students to scan it using their mobile devices.

6.1.2 The students scan the QR code via their phone, log into their university accounts (if not already done so), and engages with instructions on screen; either they will be required to enter a four-letter code displayed underneath the QR code to record their attendance at the session, or a series of rotating QR codes will record their attendance without the need for a four-digit code. The registrations in smaller sessions can be entered manually by the lecturer, so no code needs to be generated.

6.1.3 On a weekly basis, the Immigration Compliance Team will extract attendance data directly from the online Attendance Monitoring System and contact international students whose attendance is of concern, in accordance with the Student Communication Plan (see below). In-person versus remote engagement can be clearly identified via the system.  

6.1.4 One contact point equates to at least one expected engagement per week.

6.2 Non-Standard Study Elements

As some programmes include elements where attendance at timetabled lectures/seminars is not necessary, alternative means of collecting data are required.

6.2.1 Work Placements

• Weekly signed timesheet submitted to the School;
• Records reviewed and escalated where engagement concerns arise.

6.2.2 Dissertations and Projects

• Minimum of one supervisory engagement per month;
• Engagement confirmed by supervisors and recorded by School administrators.

6.2.3 PhD/Doctoral Researchers

• Engagement and progress recorded within the Doctoral Research Manager system;
• Monthly review by the Immigration Compliance Team.

6.2.4 Students’ Union Sabbatical Officers

• Engagement monitored in liaison with the Students’ Union Chief Executive;
• Changes in role or unauthorised absence reported to UKVI where required.

7. Student Communication and Escalation Framework

7.1 The University operates a structured communication and escalation process designed to:

• Identify disengagement early;
• Offer academic and welfare support;
• Provide clear warnings and opportunities to re-engage;
• Ensure fair, transparent decision-making.

7.2 Students who miss consecutive contact points are contacted at defined trigger stages and encouraged to re-engage. Failure to re-engage results in withdrawal and UKVI reporting.

7.3 Student Communication Plan

7.4 Where a new student fails to engage from the point of enrolment and does not respond to communications, the University may determine that there is no genuine intention to study. In such cases, withdrawal and UKVI reporting may occur earlier, normally at 7 consecutive missed contact points.

7.5 Where a student disputes their attendance record after having been withdrawn and reported to UKVI or provided evidence of mitigating circumstances, all evidence should be forwarded to the Immigration Compliance team for review. The circumstances will be discussed with the Programme Director to determine whether it is feasible for the student to continue with their studies and the UKVI report withdrawn.

8. Record-Keeping and Evidence

8.1 To meet UKVI sponsor compliance requirements, Cardiff Metropolitan University maintains clear, accurate records of all engagement monitoring activity. The following records are retained securely and made available for internal review and external audit:

• Attendance and engagement data captured via the University’s attendance monitoring systems;
• Records indicating whether engagement occurred in person or remotely;
• Copies of all communications sent to students as part of the escalation process;
• Notes of telephone calls, meetings and welfare referrals;
• Evidence provided by students in support of mitigating circumstances;
• Decisions taken, including rationale for withdrawal or continued sponsorship.

8.2 All actions taken by the Immigration Compliance Team are logged. Records are retained in line with institutional data retention schedules and UKVI requirements to ensure transparency, consistency and audit readiness.

9. Withdrawal and UKVI Reporting

9.1 Where a student fails to re-engage and no mitigating circumstances are identified:

• Sponsorship will be withdrawn;
• The change in enrolment status will be reported to UKVI;
• The student will be formally notified and advised on visa curtailment and next steps.

10. Special Circumstances and Welfare Considerations

10.1 Pregnancy and Parental Leave

10.1.1 This policy should be read in conjunction with the University’s Student Parental Policy. This policy is applicable to all students studying at Cardiff Metropolitan University, however additional points relating to international students and their immigration obligations must also be considered.

10.1.2 The Immigration Compliance Team should be informed of any sick leave that is approved by the Programme Team as a result of absences following a miscarriage or a termination, in order to prevent any unnecessary communication with the student regarding attendance monitoring obligations.

• Those international students who are not entitled to any maternity benefits in the UK may prefer to return home for the duration of their pregnancy.

10.2 Illness, Bereavement and Exceptional Circumstances

10.2.1 Approved absences and interruptions are recorded to prevent inappropriate escalation. All decisions affecting visa status are made in consultation with the Immigration Compliance and/or International Student Support Teams.

11. Attendance Spot Checks

11.1 The Immigration Compliance Team undertakes ad hoc attendance spot checks to verify data accuracy. A member of the team will attend a class and check the number of international students who have self-registered at the lecture/ seminar and take a manual register of the international students to ensure the numbers match. Any discrepancies are investigated and corrected.

This procedure is reviewed annually and also, where applicable, when immigration rules are updated to ensure continued alignment with UKVI guidance and institutional policy.