Authorised absence for Postgraduate Researchers

As a Student route sponsor licence holder, the University of Birmingham has an obligation to monitor and keep records of attendance and absence for its Student visa holders.

If you are a postgraduate researcher (PGR) who holds a Student route visa, you will be required to apply for an ‘authorised absence’ when you take time away from the University. All absences are subject to the approval of your supervisor.

More information on this process can be found below.

Holiday

You must request authorised absence for every period of holiday you take. The standard University vacation periods do not apply to you; instead, you are permitted to take a maximum of eight weeks holiday per academic year. The academic year for PGRs starts on 1^st October and ends on 30^th September the following year).

The eight weeks is equivalent to 40 weekdays (8 weeks x 5 days). This is based on weekdays, not working days; it excludes weekends but includes any University closed days and bank holidays. If your registration is for less than an academic year – for example, if you started partway through an academic year – your holiday entitlement is calculated on a pro-rata basis.

Absences on academic grounds

Fieldwork

Whilst you are a ‘normally registered’ student, as part of your research you may need to undertake fieldwork at a location away from the University. If you do this, you must submit an authorised absence request. We will inform the Home Office that you have temporarily changed your study location; this will not affect your visa.

Please be aware that authorised absence for the purpose of fieldwork cannot be taken whilst you are in thesis awaited status (writing up your thesis).

Thesis writing up

When you are writing up your thesis, and are in ‘thesis awaited’ status, you may choose to do some or all of your writing up in your home country. Again, if you choose to do this, you must submit an authorised absence request.

Please be aware that should you choose to do this, the University will be required to withdraw immigration sponsorship, and you will not be allowed to return to the University on your current Student route visa.

If you have any questions about withdrawal of immigration sponsorship and what this means for you, we strongly advise that you contact the International Student Team (IST).

If you choose to take authorised absence for this purpose, and plan to return to the University at a later date, please contact the International Student Team for advice on your visa options for returning to the UK.

We recommend you discuss your plans with your supervisor before applying for authorised absence.

Please note that an authorised absence does not alter or release you from any contractual obligations relating to your accommodation. You should review the terms and conditions of your accommodation agreement to understand your responsibilities. If you are living in University-owned accommodation and have any questions about your contract, please contact Student Living.

Evidence requirements

If you request an authorised absence for medical reasons, due to family illness/bereavement, or to attend a conference, you must include evidence with your request. If the original document is not in English, you must get it translated into English by a certified translator; please provide both the original and the translated copy.

Documents provided as evidence should be official confirmation of the situation. For example, for a medical absence, a doctor’s note would be acceptable whereas a photograph of an injury or an x-ray image would not.

Evidence must be time-relevant and clearly demonstrate why you need to be absent during the dates requested.

Please note that photos and videos are generally not considered to be suitable evidence and a request may not be considered if the evidence is deemed to be inappropriate.

How to apply for an authorised absence

The authorised absence form is available online. Please see the step-by-step guide on how to submit a request.

Administrator – this will be the mailbox address for your School’s administrative team.

If your request is rejected, your School will contact you to notify you of their decision.

If your request is approved, Registry will receive this for processing and email you to confirm whether the request has been approved or declined. Please be aware that this is a two-step approval process, and the University may be required to decline your request even if it was approved at School level.

If your authorised absence is approved you will be provided with an email for you to show to the Immigration Officer at the border, should they ask for proof that you are a student and have permission to travel outside the UK.

Please note that once an approved authorised absence request has been received by Registry the standard processing time is ten working days, however during peak times this may extend to twenty working days.

Returning from an authorised absence

You are expected to return to the UK on the stated end date of your absence (unless your absence was for thesis writing up). On the first University working day after your authorised absence ends, you must report in person to your programme administrator to confirm that you have returned by the agreed date.

If you are unable to return by the date provided on your request form, you should submit a new authorised absence request with evidence that supports why you require longer than planned.

If you do not report your return, or submit an extension request, the University may be required to report withdrawal of immigration sponsorship to the Home Office.