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Welcome to Queen's Student
Immigration Support Service

Student Route Engagement Monitoring

Student Route Engagement Monitoring
ENGAGING WITH YOUR COURSE OF STUDY

Queen’s University Belfast holds a licence which permits us to sponsor international students to come to the UK to study. As a Sponsor, the University must comply with specific sponsorship duties, which are closely monitored by UKVI and are subject to audit.

The University needs to be able to demonstrate that you are actively and consistently following your course of study in order to continue to permit you to stay in the UK.

How is my Engagement Monitored?

Engagement monitoring of students holding a visa is achieved through setting a series of specific contact points which you must meet throughout the course of the academic year. These are as follows:

UG students: 2 contact points in a rolling 4-week period

PGT students:

During taught modules: 2 contact points in a rolling 4-week period
During research modules: 1 contact point per month
Whilst undertaking your dissertation: 1 contact point per month

PGR students: 1 contact point per month

You will not be made aware which sessions have been set by your School as designated contact points. It is therefore imperative that you participate in all areas of your course in-person. Please note that virtual meetings will not count as a contact point met.

QUB Engagement Monitoring App & QR Codes

The QUB Engagement Monitoring App should be used to record your attendance at QUB lectures, tutorials, seminars. When you attend class, an academic member of staff will display a QR code for you to scan using your phone.

To use this service, you must be a current student at the University, with an active user account, and have a strong Wi-Fi or mobile data connection. Start by scanning the QR code and the Attendance Monitoring web page will be launched with the event details pre-populated.

QR Code - Test the service

  • Logging in

    Click on the 'Login to Submit' button and Login using your student email address and your usual University password. You may also be prompted for an additional authentication method.

  • Navigation
  • New Event

    This tab will display the current scanned event. Verify the event details and hit 'Submit':

    Verify Event - Submit

  • Previous Events

    This page gives you a list of the last 50 events on which you have been registered as an attendee (latest first):

    Previous Events

Please note: QR Codes will only be presented at sessions which have been set by your School as a designated contact point. In order to ensure that you do not miss a contact point, it is imperative that you engage with all areas of your studies and attend every class scheduled.

Postgraduate Research (PGR) Students

If you are a Postgraduate Research (PGR) student, QR Codes do not apply. It is therefore imperative that you upload your formal meeting records to the Queen’s Student Information System (Qsis) monthly, prior to the end of each month so that your engagement is logged.

All meetings must take place in-person. Meeting records logged as having taken place virtually will not be included and missed contact points will generate for students who log a ‘Virtual’ meeting.

Please consult the ‘Training material and simulations’ section on the Qsis website for instructions on how to upload the reports.

Please Note: Your School of study will upload contact points on your behalf upon submission of your Thesis and when you undertake your Viva.

Absence from your studies

If you need to take a period of absence from your studies please refer to the following information:

  • Leave of Absence

    If you request a 'Leave of Absence' or temporary withdrawal from the University, your enrolment will be suspended on Qsis for duration of this absence and you will not be able to engage with your studies during this period.

    The University will normally only continue sponsorship of your visa if you are on a Leave of Absence for a short time, usually 60 days or less, as per UKVI policy.

    Reasons for this type of absence may include: pregnancy, long-term illness, family problems at home, among other things.

  • Authorised Absence

    This is where a student takes a short absence from the University. Students will continue to be registered during a period of Authorised Absence and can still make submissions, if required.

    Reasons for this type of absence may include: a brief illness, a family visit, to attend a wedding or a funeral, or partake in a conference, among other things.

    An Authorised Absence should only be requested where the absence falls outside of the normal holiday periods dependent upon your level of study, as outlined below: 

    UG students: Outside of the official holiday periods designated by the University
    PGT students: During taught modules: 
    Outside of official holiday periods designated by the University
    During research modules: 
    At any time while the University is open (as official University holiday periods do not usually apply)
    Whilst undertaking your dissertation: 
    At any time while the University is open (as official University holiday periods do not usually apply)
    PGR students: At any time while the University is open (as official semester holiday periods do not usually apply)

    Semester dates: http://www.qub.ac.uk/about/Semester-dates/
    * Please do not include official University closure days on your completed form*

    Please click on the below link to download an Authorised Absence form which should be submitted through to your School for consideration.

    Once an Authorised Absence form has been approved by your School of study they will in turn upload this to the online Engagement Monitoring system.

Please contact your School of study directly to request a 'Leave of Absence' or temporary withdrawal from the University or to have an 'Authorised Absence' form approved.

No missed contact points will generate for you during a period of approved Authorised Absence or a Leave of Absence.

Please Note: If you are absent from studies for more than 60 calendar days in the academic year (September 2023 - August 2024) the University will be required under the UK immigration rules to stop sponsoring your visaIf there is a high likelihood that you will be absent from your studies for more than 60 days, we would encourage you to request a 'Leave of Absence' over that of an 'Authorised Absence', as you are more likely to be issued with a new CAS when you are in a position to return to your studies.

*Any period of time taken on a 'Leave of Absence' or 'Authorised Absence' during the academic year will count towards the 60 day threshold noted above*

Off-Campus Study

Student visa holders are granted permission to be in the UK to study. It is understood that on occasion you may need to remain registered but undertake a period of study outside the UK.

Off-Campus Study is only permitted in limited circumstances, as listed below:  

Fieldwork / Data Collection

Erasmus / Exchange / Study Abroad Semester

Programme related Research that MUST be conducted at another location

Writing up Thesis Overseas (PhD / Doctorate only)

The maximum permitted overseas research period is normally 6 months in a rolling 12-month period.

Please be aware that your engagement will continue to be monitored whilst you are on any period of 'Off-Campus Study', therefore it is imperative that you maintain contact with your School and respond to any communications received.

Any period of Off-Campus Study should be requested using the below form:

The Immigration Support Service must be able to confirm that it knows of a sponsored student’s whereabouts, and that the time spent off-campus has been authorised so that the relevant report can be made to UKVI concerning your change of location. Please submit the completed form through to your School well in advance of your period of Off-Campus Study.

Student Support

The University has a range of resources to help you with your studies. You can find more information on the MyQueen’s website including information on study support.  Support is available at all levels of your student journey. You can find out more about the range of support services available to you on MyQueen's.

The services offered by the Student Wellbeing Service are free and available to registered students at the University.

What happens if I fail to Engage with my Studies?

At the start of each month, ISS will contact any students with missed contact points via email regarding their lack of engagement across the previous month. 

If you miss 1 or 2 contact points

  • ISS will be in touch via email to explain the implications on your student visa if you fail to re-engage with your course of study
  • Your School will also follow up accordingly, prompting you to re-engage with your studies
  • ISS will continue to contact you monthly until you successfully re-engage

3 or more Missed Contact Points
2 or more
if you are a Postgraduate Research student
2 or more
if you are a Postgraduate Taught student undertaking a research module or writing up your dissertation

  • You will be invited to attend a student support meeting with your School
  • If you fail to attend this meeting and do not successfully re-engage with your studies, you will receive one final opportunity to explain your lack of engagement to the Immigration Support Service

Please Note: Once a student misses 60 days due to unauthorised absences (30 days if outside the UK), the University must report them to UKVI as withdrawn and cease sponsorship of their visa.

If your visa is cancelled, you will be required to leave the UK within approximately 60 days from the date the UKVI report is made. It is therefore imperative that you actively and consistently follow your course of study.

Please contact your School and ISS if there is anything preventing you from doing so to make us aware of your situation. If you are unwell, please refer to the 'Absence from your Studies' section above.

Student Route Engagement Monitoring Presentation
Student Route Engagement Monitoring Guide for Students

View the Student Route Engagement Monitoring Guide for Students:
click here to view on SharePoint
click here to view on You Tube

Download the Student Route Engagement Monitoring Guide for Students:
click here to download

Key Contacts
Technical Support - issues with the app / Scanning QR codes: engagement-monitoring@qub.ac.uk 
International Student Compliance:  isscompliance@qub.ac.uk 
Immigration Advice:  immigration@qub.ac.uk 
School Contacts: 

https://www.qub.ac.uk/contact/Schoolofficecontactdetails/

https://www.qub.ac.uk/about/Leadership-and-structure/Faculties-and-Schools/