Academic Engagement and Attendance Policy live from 30 April 2023

Dear Postgraduate Research Students and Supervisors,

We have published an Academic Engagement and Attendance (AEA) Policy (live on 30 April) that applies to all registered Postgraduate Research Students (PGRs) from 30 April 2023. It was approved by Research Degrees Committee in February 2023.

What do the Research Degree Regulations say about Academic Engagement and Attendance?

When PGRs accept an offer to register for a research degree with the OU, they accept the terms outlined in the Research Degree Regulations, including those regarding attendance on campus. RD 8.2 states:

Full-time students are expected to be available to undertake their research, attend related training or other relevant events and meet supervisors and other members of their academic unit on a regular basis. Consequently, they are expected to live within easy commutable distance of the campus or Affiliated Research Centre (approximately 40 miles). In exceptional cases the Faculty/Affiliated Research Centre may apply to the Graduate School Director on behalf of the student for a residency waiver. Although part-time students are not expected to live within a commutable distance of the campus/Affiliated Research Centre they are expected to engage fully with the University and its research community.

Why has the OU created an Academic Engagement and Attendance policy for its Postgraduate Research Students?

The AEA policy articulates what this regulation looks like in practice and enables timely support for PGRs whose progress and engagement pattern suggests they need extra help to engage with their studies. It supersedes the ‘PGRS Student Route Academic Engagement & Attendance Policy (2022/2023)’. It also articulates and clarifies:

• the kind of activity that requires on-campus engagement (section 2.1)
• that the OU expects full-time PGRs to attend campus or another site of research a minimum of two days (or 15 hours) per week (section 2.2)
• what engagement looks like (section 2.5)
• what a lack of engagement looks like (section 3.1).

I am a full-time PGR on a Student Route visa – does this change anything for me?

In short, no. This formalises the expectation of two days (or 15 hours) a week on campus (or another site of research) that was originally articulated in July 2021 and linked to on the monthly attendance record.

Section 3 of the AEA policy states: ‘The Research Degrees Committee has oversight of policy and quality and requires AE&A to be monitored and uploaded to PGR Manager.’ For PGRs on a Student Route, this will happen in two ways:

• via supervisory meetings and records
• via a monthly attendance record (this is a requirement of UK Visas and Immigration).

Failure to monitor AEA could lead to the loss of our Student Route licence and our continued ability to sponsor Student Route visas.

I am a full-time PGR NOT on a Student Route visa – does this change anything for me?

In short, no. This formalises the expectation of two days (or 15 hours) a week on campus (or another site of research) that that was originally articulated in July 2021.

Section 3 of the AEA policy states: ‘The Research Degrees Committee has oversight of policy and quality and requires AE&A to be monitored and uploaded to PGR Manager.’ For full-time PGRs NOT on a Student Route, this will happen via supervisory meetings and their records.

I am a part-time PGR – does this change anything for me?

In short, no. This formalises the expectation that you will engage with in-person activities on campus (or another site of research) as required.

I have a residency waiver – does this change anything for me?

In short, no. Full-time students with a residency waiver are encouraged to attend campus (or their regular site of research) as often as is practical and of benefit to them.

I am an Affiliated Research Centre PGR – does this change anything for me?

In short, no.  Students registered within an ARC will be supported within their organisation.

There’s so much uncertainty about Estates planning and future campus use. Why are you talking about campus attendance now?

 Estates planning is a long-term piece of work that will take some time to determine. During this period, we still need a clear engagement and attendance approach that supports the expectations OU PGRs signed up to when they accepted their offers.

Any questions about the operation of the AEA policy should go to [email protected] in the first instance.

Best regards,

Sara and Lindsay

Dr Sara Spencer, Head of Research Degrees

Professor Lindsay O’Dell, Graduate School Director