ÌÇÐÄVlog

14/07/2025: Amendments to ‘absence’ and ‘sick leave’ sections to align with wider TI policies.

This policy applies to learners on ÌÇÐÄVlog Institute programmes. Elements of the policy apply specifically to school-based programmes but the general principles regarding attendance apply to all learners.

When learners register with ÌÇÐÄVlog Institute they are agreeing to be bound by ÌÇÐÄVlog Institute’s rules and regulations. ÌÇÐÄVlog Institute must be able to contact learners at all times and it is important that the personal and contact details given at registration are full and accurate.  Learners are required to notify the ÌÇÐÄVlog Institute Support Team of any changes of name, address or contact details as soon as they occur.  ÌÇÐÄVlog Institute cannot be responsible for miscommunication in the event that the learner fails to notify them of changes in personal or contact details. 

It is very important that learners register correctly and on time, as the information given is needed to produce class lists, partnership groups and assessment schedules. 

Learners are supported independent learners who are responsible for their own study. ÌÇÐÄVlog Institute programmes are intense programmes and completion of activities and tasks in the online components is compulsory.  Attendance at tutorials and onsite workshops and engagement in the online programme (number of logins, contribution to discussion forums, completion of set tasks and uploading of key documentation) will be monitored to ensure that all learners comply with the requirements.

It is the responsibility of the learner to maintain communication with ÌÇÐÄVlog Institute and their school at all times and inform ÌÇÐÄVlog Institute and the school of any reason for non-participation in their studies. Some schools may provide learners with access to a computer or laptop, although this is not a requirement on behalf of the school. Learners must regularly access their e-mails and other communications (at least several times a week) in order to ensure they receive key correspondence about the programme and regularly access materials and documentation on the VLE, even while in school.

Learners are required to ensure before they start their programme that they will be able to attend school every day during the school placements and to remain in school for the entire school day.  Punctuality is essential. Learners must arrive at their school and to class at least 30 minutes before school starts or as required by school policy.  If the learner is unfamiliar with the route to the school, it is important to have a ‘dry run’ to ascertain the best route and in order to arrive at school on time.  The learner will need to become familiar with the geography of the school and to be aware of end-of-lesson procedures. If a learner is unavoidably delayed, it is essential that they contact the school office and their mentor as soon as possible.

Non-participation and lack of communication with ÌÇÐÄVlog Institute may be deemed as voluntary withdrawal from the programme of study.  The learner is responsible for maintaining contact with ÌÇÐÄVlog Institute on all matters that impact on their programme of study.

If after ten working days ÌÇÐÄVlog Institute is unable to contact a learner or their named representative, ÌÇÐÄVlog Institute may suspend the learner and, in the case of UK-based ITT programmes, informing Learner Finance England (SFE) through a Change of Circumstances (COC) submission should one be required.  This may have an impact on any maintenance loans and bursaries that have been arranged. If there is no contact in the following ten working days, the learner will be deemed to have withdrawn from the course and the relevant authorities will be informed.

A learner who is prevented by illness from submitting an assessment must contact the ÌÇÐÄVlog Institute Programme Team and ensure that a medical certificate signed by a doctor is submitted to ÌÇÐÄVlog Institute no later than three working days after the assessment has taken place. A copy of the medical certificates should be scanned and emailed to the ÌÇÐÄVlog Institute Support Team.

The original must be retained as this may be sought at a future date.

Learners must be aware that absence will impact on their ability to satisfactorily complete the programme. Any absence must be communicated to their pathway tutor and the ÌÇÐÄVlog Institute Support Team as early as possible.

Failure to follow the rules set out below may be considered professional misconduct and learners may be subject to disciplinary action and/or treated as having withdrawn from the programme.

In the cases of absences, the following rules apply:

Sick Leave

If a learner’s absence continues for a prolonged period (more than 15 working days) or a date for the return to study exceeds 15 working days from the beginning of the absence, ÌÇÐÄVlog Institute will notify the learner in writing that it is suspending their study from that 15-day point. In the case of a domestic ITT programme, where the learner is in receipt of finance from SFE a COC will be submitted to SFE by ÌÇÐÄVlog Institute suspending studies on medical grounds, effective from that date.

If the learner is absent for short periods of time which cumulatively exceed 15 working days over the length of the programme, and no medical certificate has been received in line with the requirements set out below under ‘Ongoing Illness’, ÌÇÐÄVlog Institute will notify the learner in writing that it is suspending the learner’s study from that 15-day point. If the learner is in receipt of finance from SFE, a COC will be submitted to SFE by ÌÇÐÄVlog Institute suspending studies on medical grounds, effective from that date.

Ongoing Illness

If a learner is subject to an ongoing illness including, but not restricted to, depression, arthritis, unstable diabetes, epilepsy or asthma, he/she should inform ÌÇÐÄVlog Institute in writing prior to the start of the programme and submit a medical certificate upon request. ÌÇÐÄVlog Institute and the main placement school will carry out a risk assessment prior to the start of the programme to determine any risk factors and mitigating actions to be taken. 

If such an illness develops during the programme and the learner is absent as a result of such illness, they should inform ÌÇÐÄVlog Institute in writing and submit a medical certificate which explains the extent of the illness and the likely effect on their progress through the course before the 15 working day deadline.

The provider will determine whether a risk assessment needs to be made to support the learner to continue training, which may require an Occupational Health assessment, or whether the learner should be considered for deferral on medical grounds. (The medical certificate should be scanned and emailed to the ÌÇÐÄVlog Institute Support Team)

A learner returning to work after an extended period of absence may be required to submit to a medical examination by Occupational Health professionals to determine whether and what staged return to work should be implemented.

Other Absences (including maternity leave)

Where a learner becomes pregnant during their programme, ÌÇÐÄVlog Institute will aim to exercise what flexibility is possible within the course structure to enable the learner to complete the programme successfully; however, the length of absence anticipated means that the course will have to be extended. Further information can be found in ÌÇÐÄVlog Institute’s Learner Support Policy.

Learners need to maintain high attendance but if there is the need to request time off for any individual circumstance, e.g. for interview, graduation, family illness or bereavement, they should apply to the school for absence of up to 2 days and to the ÌÇÐÄVlog Institute Head of Programme via the ÌÇÐÄVlog Institute Support Team, if it is anticipated to go beyond 2 days. Leave will only be granted in such extenuating circumstances and learners must be aware that it may impact on their ability to satisfactorily complete the programme.