Authorised Absences - Sponsored Students

Your circumstance

What you must do

You cannot attend scheduled teaching or placement for 3 or more days (excluding weekends and published vacation periods for UG students) due to an exceptional circumstance e.g. health or personal related reasons. 

• Complete a Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk.

   

• This form must be completed and approved before an absence is authorised and you travel anywhere.

   

• You should provide independent documented evidence to support your circumstances. 

   

• You should refer to the  Extensions and Exceptional Circumstances Policy and Procedure and check the reasons considered as exceptional on the link before submitting a request.

   

• Your circumstances will be considered on an individual basis and you will receive a response via email to let you know if your absence is approved or not.

   

• Please note that absence cannot be authorised for attendance at weddings unless you are the Bride or Groom. Where you have concerns in relation to not being able to participate in a wedding for faith reasons, please speak to your faith adviser.  

   

• You must submit all assessments and attend all exams during the period of your authorised absence. If you cannot submit your assessment or sit your exam due to your circumstances you must submit an Exceptional Circumstances request as per the  Extensions and Exceptional Circumstances Policy and Procedure

   

You are taking employer approved leave whilst on placement . This includes if you are a PG Research student who has already submitted a change in study location form for a placement.

• Complete a Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk.

   

• You must state that the reason for your absence is leave from placement and provide confirmation from your employer that they have agreed you can take the time off.

You are a Post Graduate Taught (e.g. MSc) student and want to complete essential data collection or research in relation to your dissertation /major project outside of Sheffield which requires spending more than 3 days outside of Sheffield.

• Complete a Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk.

   

• This form must be completed and approved before an absence is authorised and you travel anywhere.

   

• You should provide detail about what the activity is and which module it is a part of. Your Course Leader/Supervisor must also confirm this is an integral part of your course and essential to your study.

   

• You should not have any taught timetabled sessions left to attend.

   

• You should provide the full address and contact details of where the activity is on the form. If this is over 2 weeks, a change of study location must be reported to UKVI.

   

• Whilst on an absence, you must submit all assessments and attend all exams during the period of your authorised absence. If you cannot submit your assessment or sit your exam due to your circumstances you must submit an Exceptional Circumstances request as per the  Extensions and Exceptional Circumstances Policy and Procedure.

   

• Your supervisor must agree to hold a monthly supervision meeting remotely to evidence engagement.

   

• You must return to the UK before your dissertation hand in date. If you do not plan to return to the UK you no longer need your visa for study, your sponsorship will be ceased, and the Home Office will cancel your visa.

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You are leaving Sheffield for 3 or more days (excluding weekends and published vacation periods) due to a course related activity such as a field trip that has been scheduled by your course team.

• Complete a Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk.

   

• You should provide detail about what the activity is and which module it is a part of. Your Course Leader/Supervisor must also confirm this is an integral part of your course and essential to your study.

   

• You should provide the full address and contact details of where the course activity is on the form. If this is over 2 weeks, a change of study location must be reported to UKVI. 

   

• Whilst on an absence, you must submit all assessments and attend all exams during the period of your authorised absence. If you cannot submit your assessment or sit your exam due to your circumstances you must submit an Exceptional Circumstances request as per the  Extensions and Exceptional Circumstances Policy and Procedure.

   

You are pregnant and want to take a maternity related absence when the baby is born

• Complete a Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk.

   

• This form must be completed and approved before an absence is authorised and you leave the UK.

   

• Please speak to a Student Support Adviser via hallamhelp@shu.ac.uk to discuss pregnancy and maternity support plan and the options available to you. For further information please see our Pregnancy and Maternity Support Guidance. 

   

• In line with the Student Pregnancy and Maternity Policy and Procedure we can allow up to 60 days of approved leave from your studies for maternity related reasons.

   

• If you wish to take longer than 60 days maternity leave you will need to take a break in study and return to your home country. The University to cease sponsorship of your visa and a new Student visa application would be required. If you would like to discuss this further please contact the International Experience Team via hallamhelp@shu.ac.uk  

   

You are a PG Taught student,  have no teaching left to attend and wish to complete and submit your Dissertation/Major Project from your home country. You will not return to the UK.

• Complete an Absence Authorisation/Notification Form and send it to hallamhelp@shu.ac.uk.

   

• This form must be completed and approved before an absence is authorised and you travel anywhere.

   

• Your supervisor must approve this on the form.

   

• You must be aware of your submission deadlines.

   

• The university will cease sponsorship of your student visa and this will be reported to the Home Office.

   

You are a Post Graduate Research (PGR) student and intend to change your study location to undertake research/data collection/fieldwork outside of Sheffield.

You must tell us if your main location of study in the UK changes for a period of 2 weeks or longer, or if you will be leaving the UK for any period of time.

• You must submit a Change of Study Location (PGR Students) form and send to studentimmigrationcompliance@shu.ac.uk

   

• This form must be completed and approved before an absence is authorised and you travel anywhere.

   

• This form must be approved by your Director of Studies and can be for a maximum of 12 months during your PhD registration.

   

• If you wish to take longer than 12 months the University will cease sponsorship of your visa. A  new Student visa application would be required if you wish to return to, or stay in, the UK. If you would like to discuss this further please contact the International Experience Team via hallamhelp@shu.ac.uk .

   

• You must provide the full address and contact details of where you will be. A generic location cannot be accepted.

   

• The University will report a change of study location to UKVI to confirm where you are and for how long.

   

• You must engage with your studies and arrange and attend monthly remote supervision meetings with your Director of Studies. 

   

• You must keep the University informed if you contact details or return to Sheffield date changes. 

   

• You must regularly check your University Email and Blackboard account (as applicable). 

   

• You must carry a copy of your SHU enrolment letter (and other evidence of enrolment) when travelling outside the UK, in case queried by UK (or other) Immigration staff at international borders, or by any other agency. 

   

You are a Post Graduate Research (PGR) student and intend to take a period of annual leave in line with the Policy on Holiday Entitlement for Postgraduate Research Students  

• PGR students do not have defined term dates, and therefore vacation periods must be approved as Annual Leave via the Request for an Absence Authorisation Form. Please discuss your annual leave entitlement with your supervisor. 

   

• This form must be completed and approved by your supervisor before an absence is authorised.

   

• PGR students are only permitted to work full-time during periods of approved annual leave of 7 consecutive days covering Monday to Sunday. Your Doctoral team can provide a letter for employers which confirms your period of annual leave.

   

• If your approved annual leave is for 2 weeks or less, you will still need to submit your evidence of engagement for that month. If your annual leave last for longer than 2 weeks in any one month, you do not need to submit evidence of engagement for that month (but can still do so if your supervisory meeting has taken place). 

   

You have completed all my studies including submitting all of my assessment – is an absence required to travel outside of Sheffield?

• You do not need to complete a Request for an Absence Authorisation Form 

   

• Your Student visa should cover the duration of your studies, plus an additional period, known as the 'wrap-up' period. You are entitled to leave and return to the UK as often as required during the wrap-up period. However, you may be questioned by UK Border Force Officers on whether you intend to adhere to the conditions of your visa.

   

• You might also be asked why you are coming back to the UK if you have completed your programme of studies. This is because it is their job to check what you intend to do in the UK.

   

• For students specifically, they may want to know your reason for re-entering using your Student visa if you have finished the studies for which it was granted. Normally, people do not encounter significant problems or even further questions upon arrival. 

   

• If you need to travel after the end date of your course, you should take information about the date you might expect your results to be released and the date of your graduation. If questioned on arrival, you can advise that you are awaiting the results of your course and that you intend to stay on for your graduation.

   

• If you have an eVisa account, you must check your eVisa details are correct before travel.

   

Other - There may be another reason you cannot attend or need to be away from Sheffield.

• You must complete an Request for an Absence Authorisation Form and send it to hallamhelp@shu.ac.uk. 

   

• You must provide details of your circumstances and how this is affecting your ability to attend.

   

• This form must be completed and approved before an absence is authorised and you leave the UK.