Absence requests

There are limited circumstances in which the University will not withdraw its sponsorship of a student’s visa during a period of authorised absence.

An authorised absence requires prior approval whether the student is remaining in the UK or travelling outside the UK.

Students will need to agree to the terms and conditions from an absence that are explained below, and in the eVision request task.
Students are required to confirm their return in person to the academic department office/reception on the first working day after the end of the absence to close and update the record.

Authorised absences

Taught students are expected to be on campus throughout each semester. The semesters dates webpage make it clear when a student is expected to be on campus, unless the week is marked with an asterisk (*), students are required to be on campus. Taught students do not need to request an authorised absence during University holiday periods.

Authorised absences do not equate to annual leave for taught students (who should take any planned leave during semester breaks), or an additional annual leave allowance for postgraduate research students. Instead, they should be treated as the equivalent of compassionate or special leave. The circumstances need not meet the criteria associated with the Exceptional Circumstances Policy; but should be in some way exceptional.

Example scenarios

A student wants to return to their home country as a family member is unwell or to attend a family funeral. As long as there is no academic reason why the student cannot take a short time away from their studies/research, this can be approved.
A taught student wants to take an overseas holiday for two weeks in the middle of a teaching block. This should not be approved.

Length of planned absences and how to authorise them

Length of planned absence	How can you authorise this absence?
Absence of seven days or fewer	Students contact their department via email to ask for authorisation following the department's own absence policy. Register their illness via the self certification procedure (if appropriate).
Absence of up to 30 days	Taught students are permitted a total of 30 days authorised absence per academic year. Request the absence through your e:Vision account. If a supervision meeting is due during the dates of the absence, this will need to be rearranged so it takes place in the required time period of engagement. Understand that the end date of the course remains unchanged.
Absences of 31 to 60 days - Research students only	Request the absence through your e:Vision account. This type of request will need further authorisation from the Postgraduate Research Administration team. If a supervision meeting is due during the dates of the absence, this will need to be rearranged so it takes place in the required time period of engagement. Understand that the end date of the course remains unchanged.
Absence of more than 60 calendar days, Leave of Absence - Research students only	The University will withdraw sponsorship and the student will need to leave the UK and apply for a new visa to re-enter the UK when ready to resume their studies. This will need to be processed as a formal Leave of Absence.
Under 60 calendar days, Leave of Absence - Research students only	A formal Leave of Absence of up to 60 days can be taken without impact to your Student Visa as long as you can complete your degree within your current period of Student Visa permission. Please speak to your academic supervisor for information on how to request a Leave of Absence.

Change of study location - Postgraduate taught and Research students

Student Visa holders are required to reside within a reasonable distance of the University of York, and to attend all instruction of study and supervisions, at the University of York campus unless prior approval has been given for a change of study location.

Changes of study location are permitted for reasons that directly contribute to study, for example fieldwork, collecting data, research and attending conferences. They are not to be used for ‘working from home’.

This type of absence must be requested and agreed in advance through e:Vision.

Postgraduate taught students can only request a change of study location during their Capstone Module/dissertation period where a period of research or fieldwork is required.

A request via eVision is required for changes of study location over three working days. The change of study location will be reported to the UKVI. The UKVI expects that a Student Visa holder is attending campus for the majority of their studies, so any request over six months requires the additional approval of the Visa Compliance Manager.

Please be aware that the Visa Compliance Manager may deny requests if a student is spending a significant period(s) of time away from the University, and it is assessed that this would not be seen as compliant by the UKVI.

Early departures

Undergraduate students

An undergraduate student, returning next academic year, must remain in York until the end of Semester 2 when the exams period has finished. They are not permitted to leave early and not permitted to request an Authorised Absence in order to do so.

Students at the end of their programme of study (Finalists)

The University has an obligation to report any Undergraduate finalist student leaving more than two weeks before the end of Semester 2 to the UKVI, this will be done within 10 days of their departure and the UKVI will cancel the Student Visa.

Early departure will need to be requested via your e:Vision account.

You will not be able to re-enter the UK unless you have obtained new entry clearance, this includes for Graduation, and you will not be eligible for the Graduate Route Visa.

Postgraduate taught and research students

Leaving the UK prior to the end of your studies

If a Student Visa holder leaves the UK prior to the end of the Capstone Module to complete their dissertation at home, the Visa Compliance Team will report the departure to the UKVI and withdraw sponsorship.

If a student requests to leave the UK during this period they must complete the below form and adhere to the following conditions:

they must seek prior authorisation to leave the UK from their Supervisor; and
the student must ensure that the dissertation is received by the department on the agreed deadline; and
the student must agree that leaving the UK will result in their right to remain in the UK being
withdrawn.

Early departure should be requested via e:Vision.

You will not be able to re-enter the UK unless you have obtained new entry clearance, this includes for Graduation, and you will not be eligible for the Graduate Route Visa.

Postgraduate Research Students

Leaving the UK prior to the end of your studies

Student Visa holders are required to reside within a reasonable distance of the University of York and to attend all instruction of study at the University of York campus unless prior approval has been made. This includes the continuation period, if a Student Visa holder leaves the UK prior to the end of their writing up and plans to submit from home, the Visa Compliance Team will report the departure to the UKVI and withdraw sponsorship.

If a student requests to leave the UK during this period they must complete the below form and adhere to the following conditions:

they must seek prior authorisation to leave the UK from their Supervisor; and
the student must ensure that their thesis is received on the agreed deadline; and
the student must agree that leaving the UK will result in their right to remain in the UK being withdrawn.

You will not be able to re-enter the UK unless you have obtained new entry clearance, this includes for Graduation, and you will not be eligible for the Graduate Route Visa.

Annual leave - Postgraduate Research Students only

Annual Leave is requested through FlexiApp only. The Visa Compliance team does not need to be informed about annual leave requests and will not have oversight over leave allowances. Please contact your academic department for any annual leave queries. It is not necessary to request an authorised absence in eVision to cover a period of annual leave that has been requested via FlexiApp.

Frequently asked questions

Who will respond to my absence request?

Your request is sent to your academic supervisor/s who will respond and make a decision. Please note, you need approval before you depart for your absence. You will need to contact your supervisor for an update of your request.

What do I need to do at the end of my absence?

You need to confirm your attendance in person at your Academic Department reception/office on the first working day after your absence has ended. The absence will be closed down and your record updated. Please take your student card. If your absence is not closed correctly, then you will receive email notifications.

Can I extend my absence?

In order to extend your absence, please contact student-visa@york.ac.uk. It may not be possible to extend your absence if you have already reached the permitted amount of time.

What to do in an emergency?

If you need to leave the UK in an emergency, please email student-visa@york.ac.uk and copy in your department and/or supervisor indicating how long you expect to be absent. You will then be advised what further steps need to be taken.

I've booked the wrong dates and need to amend my booking. How do I do this?

Should you wish to amend your absence, please email student-visa@york.ac.uk and include your department or supervisor with the correct dates. Please note, any approval given is only for the dates originally booked until you have received further confirmation.

My e:Vision says I don't have enough days left for my absence. How can I see what I have already booked?

To confirm the amount of days you have remaining, please contact either your department/supervisor who can confirm or email student-visa@york.ac.uk.

How do I cancel my request?

To cancel a current request, please contact student-visa@york.ac.uk and include your department or supervisor.