Below is a list of frequently asked questions about the monitoring process, which you may find helpful.

 

Why does the University monitor students' attendance and performance on courses?

There are a number of reasons for this.

Engaging fully with your studies is important so that you can achieve your full academic potential and graduate with the best possible degree. Failure to attend classes and/or to submit coursework/interact may be an indication that you are struggling or are experiencing personal problems. Unless the University knows you are experiencing difficulties it is hard to take these into account or to provide appropriate support for you.

The main aim of monitoring is to help identify at an early stage any student who may be experiencing difficulties with their studies by encouraging students to keep Course Coordinators/Programme Coordinators/Supervisors informed about any problems or concerns they may have.

Students with a number of C7s may in fact no longer be engaged in their studies at the University but have chosen not to complete a Withdrawal from Study form or have forgotten to do so.

Students are liable for the payment of their tuition fees up to the date on which a completed withdrawal form is received by the Registry (ie not in your School). It is in your best interests to ensure that you complete a withdrawal form at the point that you take the decision to withdraw. By doing this you will ensure that you do not get charged tuition fees for a period when you were not actually in study. Further information about withdrawing from study is available on the Changes to Studies page.

The University is required to report to the Student Awards Agency for Scotland (SAAS) and Student Finance any student who is no longer in attendance at the University. The University is also legally required to inform the UKVI of any international students holding a Tier 4 visa who appear to be no longer in attendance.

If you have a C7 on your record and it looks from your whole profile that you are no longer engaged in your studies, the University may take action to force withdraw you from your studies.

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How do I know which School to contact?

You can find out which School to contact by looking at the Which School? page.

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How do I make an appointment to meet with the Students' Progress Committee or my Programme Coordinator/Supervisor?

Instructions on how to make an appointment with the Convener of the Students' Progress Committee will have been in the email you received. If you have any queries about this or experience any difficulties in making an appointment you should send an email to undergraduate@abdn.ac.uk or by telephoning 01224 273505.

You can make an appointment with your Programme Coordinator/Supervisor by contacting them direct or by contacting the School Office

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I am a postgraduate student. I have received one or more C7s and have been told that I should meet with my Programme Coordinator or Supervisor. Why is this?

As you have one or more C7s (withdrawal of Class Certificate) on your record this is an indication that your studies are not progressing as well as they should and it is likely you will have difficulties in completing your degree programme on schedule. You may therefore benefit from the academic advice which your Programme Coordinator or Supervisor can give you. The focus of this meeting will be supportive and your Programme Coordinator or Supervisor will be able to refer you on to other support services within the University if this is felt to be appropriate.

Please note that your Programme Coordinator/Supervisor cannot overturn a C7. It is only the Head of School who has power to do so. If you wish to attempt to have the C7 overturned, you MUST also take the action set out in the question 'I have received an email telling me that I no longer have the right to attend a course. What should I do?'

If you are not engaging in your studies after investigation, we will assume that you no longer wish to continue at the University and will discontinue your studies. You will be notified of this in writing both by email and letter. If appropriate your funding body and the UKVI will be notified that you are no longer a student at the University.

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I am an undergraduate student and have received a C6. I no longer wish to take this course. What must I do?

You MUST go to the Duty Registry Officer in the Infohub to ask to be formally withdrawn from the course (this shows as a C9 on your student record (see your Student Hub and to discuss the implications for your studies.

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I am an undergraduate student. I have more than one C7 and have been told that I should meet with the Convener of the Students' Progress Committee. Why is this?

As you have more than one C7 (withdrawal of Class Certificate) on your record this is an indication that your studies are not progressing as well as they should. You may have difficulties in completing your degree programme on schedule. You may therefore benefit from the academic advice which the Convener of the Students' Progress Committee (SPC) can give you. The focus of this meeting will be supportive and the SPC Convener will be able to refer you on to other support services within the University if this is felt to be appropriate.

Please note that the SPC Convener cannot overturn a C7. It is only the Head of School who has power to do so. If you wish to attempt to have the C7 overturned, in addition to meeting with the SPC Convener you MUST also take the appropriate action set out in the question 'I have received an email telling me that I no longer have the right to attend a course. What should I do?'

If you do not make an appointment to meet with the SPC Convener we may assume that you no longer wish to continue at the University and will discontinue your studies. You will be notified of this in writing both by email and letter. If appropriate your funding body and the UKVI will be notified that you are no longer a student at the University.

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I am submitting an appeal against a C7. Can I attend classes and submit coursework?

Yes. If you do not continue attending classes / submitting coursework / take the exam and your appeal is successful, you may put yourself at a disavantage and be unable to catch up quickly.

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I have been sent an email telling me that I am at risk and a C6 is showing on my student record in my Student Hub. What does this mean and what must I do?

This means that your Course Coordinator or Tutor is concerned because you have been absent from classes or have not submitted a piece of coursework or have not signed in as required by your School and have not given any explanation for this.

This is referred to as being at risk and a C6 will now show against a course(s) on your student record in your Student Hub. This means that, unless you take action, you will lose the right to attend, take exams or assessments for the course and will lose MyAberdeen access for the course(s)

In order to attempt to resolve this issue you MUST contact the relevant School by the action date given at the bottom of the email. Instructions on how to do this are available on the Which School? page. (You should not contact your Course Coordinator direct unless the instructions tell you to do this.) You should continue to attend classes, submit coursework and revise for any exams you may have.

If you are required to respond to a School by email your response MUST include reasons why you think the C6 should be overturned and the steps you propose to make up missed work.

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I have received a C6 and have contacted the School by the action date but I have now received an email informing me that I have lost the right to attend the course. Why is this?

If you have responded to the C6 email and contacted the School on the Which School? page and you then receive this email, this may be because:

  • There has been a time delay in that the School has not yet been able to consider your case. If you think this is the reason, please contact the School again; OR
  • The School has considered your case and has decided not to overturn the C6. If this is the case and you wish to attempt to resolve the issues, please follow the instructions given in the email.

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I have received a C6 and have contacted the School. What happens next?

If you have taken action in time, the School will consider the explanation you have given and will decide whether the C6 can be overturned.

If the C6 is overturned, the School will amend your student record to show that you are no longer 'at risk' of losing the right to attend, take exams or assessment(s) for the course. If this is the case a C4 will now appear on your record (see your Student Hub) against the course.

If the C6 is not overturned OR you fail to take action in time, you will lose the right to attend, take exams or assessment(s) for the course and you will no longer have access to course materials on MyAberdeen. This is referred to as withdrawal or refusal of a Class Certificate and a C7 will now appear on your record (see your Student Hub) against the course concerned. You will receive an email informing you that you no longer have a Class Certificate for the course. This is a serious situation which may have implications for your studies.

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I have received an email telling me that I no longer have the right to attend a course. What should I do?

If you think you have received a C7 by mistake or you wish to plead your case, please attempt to resolve the matter informally with the relevant School as soon as possible and certainly no later than 10 working days from the date of the email. Instructions on contacting Schools can be found on the Which School? page.

If you wish to appeal the C7 formally you must follow the University's Appeals Procedure. To submit an appeal you MUST complete the University's appeal form and return it to academicservices@abdn.ac.uk no later than 10 working days from the date of the email.

There is only a short time period within which you can take action so it is important that you do not delay.

Please note that an appeal against the withdrawal of your class certificate (C7) does not mean that the School will overturn the C7. The School must be sure that you have not missed so much work that you will no longer be able to achieve the learning outcomes for the course. This may be the case even though the School is aware of a medical condition/good cause.

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I have submitted an appeal against a C7. I would like access to the course materials on MyAberdeen. Is this possible?

Yes. You should contact the Course Coordinator and ask to be given access to the course materials on MyAberdeen.

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I think I have received a C6 in error. What must I do?

In order to attempt to resolve this issue you MUST contact the relevant School by the action date given at the bottom of the email. Instructions on how to do this are available on the Which School? page. (You should not contact your Course Coordinator direct unless the instructions tell you to do this.) You should continue to attend classes, submit coursework and revise for any exams you may have.

If you are required to respond to a School by email, your response MUST include reasons why you think the C6 has been entered in error/reasons why it should be removed.

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My C6 was overturned but I have now received a further email saying that I have received another C6 or C7. Is this a mistake?

This may not be a mistake as your Course Coordinator or tutor may have continuing concerns about your attendance or performance on the course, or it may be a timing issue ie. that the School has not yet got round to reinstating you and the automatic process for the C7 has kicked in.

You MUST take the same action as you did when you responded to the first C6 you received and contact the relevant School by the action date.

 

My poor attendance or failure to hand in coursework is due to the fact that I have been ill. What should I do?

Please ensure that you contact the relevant School by the action date given at the bottom of the email. Instructions on how to do this are given on the Which School? page. (You should not contact your Course Coordinator direct unless the instructions tell you to do this.) You should continue to attend classes, submit coursework and revise for any exams you may have.

Please ensure you have submitted a self-certificate (if your absence was for less than 7 consecutive days) or medical certificate(s) (if your absence was for more than 7 consecutive days). You can submit your medical certificate or self-certificate through MyAberdeen.

You may also wish to refer to the University's Policy and Procedures on Student Absence.

Please note that submitting a self-certificate or medical certificate does not mean that the School will overturn the C6 or C7. The Course Coordinator or Head of School (respectively) must be sure that you have not missed so much work that you will no longer be able to achieve the learning outcomes for the course.

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My studies at the University have been discontinued. Can I appeal this decision?

Yes. You must follow the University's Appeal Procedure. To submit an appeal you MUST complete the University's appeal form and return it to academicservices@abdn.ac.ukno later than 10 working days from the date of the letter/email which you received informing you of this.

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What is a C7?

A C7 means that you have lost the right to attend, receive supervision or take exams or assessments for the course. You no longer have access to course materials available on MyAberdeen. This is referred to as the withdrawal or refusal of a Class Certificate and a C7 will show on your record in your Student Portal against the relevant courses.

This is a serious situation. Without taking the appropriate steps, you could be jeopardising your studies and, if you have more than one C7* on your record, the University may take action to discontinue your studies. International students holding a Tier 4 visa in this position may be reported to the UKVI.

*For Postgraduate students this would be a single C7 where continued registration related to a course by thesis/dissertation/project.

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What is a Class Certificate?

A Class Certificate is a phrase used by the University to indicate that a student is attending classes and completing coursework. When you are registered for a course you are automatically granted a Class Certificate.

You keep your Class Certificate by attending your classes, handing in coursework and interacting or signing in as required. Failure to do these things may result in you losing the right to attend, take exams or assessments for the course and have access to course materials on MyAberdeen. This is referred to as withdrawal or refusal of a Class Certificate. This shows as a C7 against the course(s) on your record in your Student Hub. This is a serious situation which may affect your ability to continue with your studies. This process also applies to research students.

Class Certificates are valid for the academic year in which you are registered for the course and for the following academic year.

The Class Certificate policy is covered in the University's undergraduate and postgraduate General Regulations.

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 Why have I not received a response from the monitoring email address?

The monitoring@abdn.ac.uk email address is used only for outgoing correspondence to students when there are concerns regarding their attendance or performance on a course. Emails sent to this account will not be read.