Absence and Withdrawal Policy

Absence and Withdrawal Policy
  Version Number  IBS/AWP/2026Apr/V001
  Member of Staff Responsible  Jonathan Liu
  Record of Revisions to Policy
  Date  Details  Approved by
Apr 2026PublishedBoard of Directors
Apr 2026ReviewedBoard of Directors
   
  Date of Current Policy  April 2026
  
  Next Review Date  April 2027
  Review to be approved by  Board of Directors

Absence and Withdrawal Policy

1. Policy Statement

International Business School (IBS) is committed to securing positive student outcomes through effective engagement, attendance, and continuation monitoring. Consistent with the requirements of the Office for Students (OfS), IBS maintains robust systems to monitor engagement, identify risk, and intervene early where a student’s continuation, progression, academic achievement, or wellbeing may be compromised.

This policy supports institutional compliance with regulatory requirements concerning quality, standards, student protection, reporting obligations, and consumer law.

2. Purpose

The purpose of this policy is to:

  • Define minimum expectations for attendance and engagement
  • Establish transparent procedures for monitoring, intervention, and withdrawal
  • Ensure students are treated fairly, consistently, and proportionately
  • Enable timely pastoral and academic support
  • Protect students from disadvantage arising from disengagement
  • Ensure compliance with external reporting requirements

3. Scope

This policy applies to all students enrolled on IBS programmes.

The following are excluded from the scope of this policy:

  • Student‑initiated withdrawals (self‑withdrawals)
  • Withdrawals determined by Assessment Boards due to academic failure

4. Attendance and Engagement Requirements

Students are required to:

  • Attend a minimum of 80% of all scheduled learning activities
  • Actively engage in on‑campus, online, work‑based and experiential learning
  • Meet engagement requirements necessary to achieve published learning outcomes

Failure to meet these requirements may affect progression, continuation, and eligibility to remain registered on a programme.

5. Monitoring and Early Intervention

IBS operates systematic attendance and engagement monitoring, including:

  • Session‑by‑session attendance registers
  • Review of patterns of absence and disengagement
  • Early escalation where students demonstrate irregular or prolonged non‑attendance

Where concerns are identified, IBS’s primary focus is supportive intervention, including academic guidance and pastoral support.

6. Student Responsibilities

Students are expected to:

  • Notify tutors promptly of absences wherever possible
  • Provide evidence for absences where required
  • Seek support proactively if personal, health, financial, or academic circumstances affect engagement

Notification of absence does not negate the recording of absence for monitoring purposes.

7. Prolonged Absence and Interruption of Studies

Students anticipating extended absence should seek advice regarding interruption of studies. Interruptions may require notification to:

  • Funding bodies
  • Awarding bodies
  • Other relevant regulatory agencies

Support will be provided to ensure clarity regarding implications for funding and progression.

8. Escalation and Withdrawal Process

Where a student is absent without explanation:

  1. Contact attempts are made using multiple communication channels
  2. Regular attempts continue for up to two weeks
  3. Written notification is issued when a student is at risk of withdrawal
  4. Formal withdrawal occurs at the end of four weeks of non‑engagement

All communications are recorded.

9. Appeals

Students may submit an appeal against withdrawal to the Academic Registrar, supported by appropriate evidence, within the timeframe specified in the withdrawal notification.

Appeals are reviewed on a case‑by‑case basis. Successful appeals do not guarantee immediate reinstatement.

10. Reporting and Regulatory Compliance

Confirmed withdrawals are reported to:

  • Relevant funding bodies
  • Awarding bodies
  • Other agencies where required

Students remain responsible for any financial liabilities accrued prior to withdrawal.

11. Academic Governance

The Academic Board receives regular reports on attendance, engagement, withdrawal trends, and associated risks.

12. Misconduct

Attempts to falsify or misrepresent attendance constitute misconduct and may result in disciplinary action.

13. Data Protection

Information sharing complies with data protection legislation and IBS’s Data Protection Policy.

14. Review

This policy is reviewed annually and may be amended at any time to ensure effectiveness and compliance.

Any issues related to the monitoring and review of this policy, please contact the Directorate at admin@theibs.uk.ity.