The Student Engagement and Attendance (SEA) system is a digital system that records your attendance to all your learning sessions including lectures, seminars and workshops.  

Attending your learning sessions provides you with opportunities to develop the skills and knowledge necessary to successfully complete your course and attendance can be a significant factor of success in your degree.

We know that a dip in attendance can be a sign that you may be experiencing problems and can help us to help you in any areas you may be finding hard - whether that is timetable clashes, an overload of work or personal situations which can make attendance difficult.

We ask that you use your student ID card to swipe into your classes.  Each room will have at least one card reader, touching your card to the reader will record your attendance. 

SEA collects your attendance data and displays this either as an attendance or absence. This can be seen by module leaders and personal tutors so they can easily see your attendance history.

Using SEA helps us to:

  • ensure we can take a proactive approach to supporting you when you need it
  • enable you to maximise your potential, increase your success and achievements

If you repeatedly or regularly don’t attend your timetabled classes your personal tutor may contact you to talk about your absence.

If you are a tier4 student you may additionally be contacted by the tier4 team to discuss your attendance and the conditions of your visa with the University. 

If you miss classes for an extended period of time your Personal Tutor will review your engagement with the Student Retention and Engagement Team.

Throughout your journey with us you will be in contact with a range of systems and processes. This includes attendance monitoring as well as the Virtual Learning Environment (Blackboard) and submission of your assignments. 

Your Personal Tutor’s role is to support you throughout your studies and your engagement and attendance are indicators of how you are doing. Personal Tutors have access to a system called the Learning Analytics Application which displays information about your learning activities and engagement. This application has been designed specifically to enable your Personal Tutor to be proactive in the support they provide by making an early intervention to help you re-engage with your studies.

If your Personal Tutor thinks you need some support they will contact you directly to discuss your progress and anything that may be impacting your studies. Personal tutoring is part of our commitment to ensuring you are able to achieve your full academic and personal potential, but it is your responsibility to engage with them when they contact you.

You only need to swipe in at the beginning of your class - you don’t need to swipe out when you leave. You need to swipe in no earlier than 15 minutes before your class starts and no later than 30 minutes after the start. The only exception to this is if you are taught in a studio when you can swipe in at any time within the scheduled studio time. 

If you have two classes back to back in the same room, for example, a lecture followed by a seminar, you will need to swipe in at the start of each event in order to have your attendance recorded for each event.

Swiping in and then leaving the class is deemed as not attending. 

You will receive your ID card when you enrol. If you need a replacement card you will need to pay for a new card at your Campus Finance Office or using our online store and then visit your Campus Registry Office during their opening hours to be issued a replacement.

You should keep your ID card with you at all times when you are in the University, but if you do forget to bring it with you record this as an absence on SEA. This means the timetabled event will still show as an absence but the reason for no recorded attendance will be displayed.

To add an absence, log in to SEA, then click on the button above your calendar. Enter the relevant start and end dates, then choose either Student Reported Absence or Lost/Forgotten ID Card from the Type dropdown. You can add a note in the comments field to provide some more details, then press Save. This will then create an absence event on your calendar which staff will be able to see when reviewing your engagement record.

If you forget your ID card, the impact on your attendance record will be minimal as this will only affect one day of events.

If you are unable to attend a class, due to illness or other unforeseen circumstances, you should log your absence and the reason for this against the scheduled class on SEA.  It is important that you do this if possible so we can see the reasons for your absence and can view the details as we monitor your engagement. If you forget your ID card but have attended you will also need to log this as an absence to record the reason you were unable to swipe in.

To add an absence, log in to SEA, then click on the button above your calendar. Enter the relevant start and end dates, then choose either Student Reported Absence or Lost/Forgotten ID Card from the Type dropdown. You can add a note in the comments field to provide some more details, then press Save. This will then create an absence event on your calendar which staff will be able to see when reviewing your engagement record

If you are going to be away for a longer period of time (e.g. due to a bereavement, or more serious medical reasons) you should notify your Course Leader and/or Personal Tutor and your Campus Registry. If your illness or circumstances impact on your assessments you must also complete the mitigating circumstances process.

 

If a reader does not appear to be registering cards when you are touching in, please advise the academic member of staff leading the class of this. Please then report this via the Service Desk using the phone in the room or by submitting a service desk ticket online. Your attendance record will not be affected so you don’t need to worry.

Where a room has more than one reader, still report any issues but use another reader in the room to record your attendance. If there is no reader in the teaching venue then please advise the academic member of staff leading the class of this and report this via the Service Desk. If you hold your mobile phone in the same hand as your ID card while trying to swipe in this will mean your card won’t work. 

One of the conditions of your Tier 4 visa is that you are in regular, full-time attendance on your course. If you do not attend, the Tier 4 team will contact you to find out why and offer support. We will contact you by email and/or telephone and may ask you to come in for an attendance review meeting.

If you continue to miss classes and have not responded to any of our emails or phone calls, then the University will inform you that we will withdraw our sponsorship and the UK Visas and Immigration department will cancel your visa. This means that you would be withdrawn from your course and have to leave the UK.

To safeguard your visa, make sure you attend all your scheduled lectures and classes and make sure to swipe at the start of each class. If you are going to be absent for more than one day, then please contact the Tier 4 team at [email protected] to let us know why. 

You can add your own absence into SEA if you have forgotten your ID card and been unable to swipe in. So we can see the reasons for your absence more clearly, please make sure you record them in SEA. This way, we can view the details as we monitor your attendance for UKVI purposes. If we have any queries about your absence then we’ll be in contact with you.  

To add an absence, log in to SEA, then click on the button above your calendar. Enter the relevant start and end dates, then choose either Student Reported Absence or Lost/Forgotten ID Card from the Type dropdown. You can add a note in the comments field to provide some more details, then press Save. This will then create an absence event on your calendar which staff will be able to see when reviewing your engagement record

 

To access the system please sign into the SEA system using [your username]@westminster.ac.uk and your usual password (please do not use the address @my.westminster.ac.uk)

You can add the reason for your absence into SEA if you have forgotten your ID card and been unable to swipe in using the “Add absence” button. So we can see the reasons for your absence more clearly, please make sure you record them in SEA. This way, we can view the details as we monitor your attendance. If we have any queries about your absence then we’ll be in contact with you.  

If you have missed a number of scheduled classes your Personal Tutor will contact you to check how you are and if there are any areas with which you might need support. They will ask you to contact them so that they can signpost you to the right place or put the right person in contact with you. For example you might benefit from a discussion about academic matters with your Personal Tutor, it may be that you are in need of student funding advice or you may benefit from taking up some of the services offered by the Students' Union.

If you continue to miss classes your attendance record may be reviewed with your Personal Tutor, a member of the Course Team and the University’s Student Retention and Engagement team. You may be contacted again or asked to attend a review meeting.

If you are a student with a Tier 4 visa, the Tier 4 team will contact you if you miss classes.