Further information for International students

This policy applies to all international students who have entered the UK under the Student route, as defined by UK Visas & Immigration (UKVI) regulations[1]. Liverpool John Moores University (LJMU) is a registered Student Sponsor and is fully committed to retaining its sponsor licence. To achieve this, the University implements comprehensive and robust processes to ensure full compliance with UKVI requirements. As part of its duty of care, LJMU is responsible for ensuring that international students remain actively engaged with their studies throughout the duration of their programme. In accordance with UKVI regulations, the university operates a formal engagement monitoring system to track and support the ongoing participation of international students.

This policy applies to all full-time international student visa holders at LJMU, including those in their dissertation period. It also covers students in the following categories:

• Students undertaking a work placement as part of their programme.
• Students participating in an outward study abroad programme.
• Students undertaking an official role as a Student Union Sabbatical Officer.

[1] This policy does not cover students with short term study visas or international students in the UK under an immigration route other than Student. Queries concerning the scope of this policy should be directed to the Academic Registry.

To ensure effective monitoring of international student engagement in line with UK Visas & Immigration (UKV) regulations, LJMU requires regular confirmation of engagement at designated contact points. This structured monitoring schedule applies to all taught international student visa holders with September/October or January start dates.

Please note: Postgraduate Taught (PGT) students enrolled on a 240 credit masters programme are exempt from engagement monitoring during their first summer vacation period.  However, during their second summer – when they are studying full-time on their dissertation – they will be subject to full engagement monitoring requirements.

• UG, PGT: Enrolment (Within period specified within offer letter and on CAS): Passport, visa, and related documentation.
• UG, PGT: Census Point (October): Student Engagement.
• UG, PGT: Census Point (November): Student Engagement.
• UG, PGT: Census Point (December): Student Engagement.
• UG, PGT: Census Point (January): Student Engagement.
• UG, PGT: Census Point (February): Student Engagement.
• UG, PGT: Census Point (March): Student Engagement.
• UG, PGT: Census Point (April): Student Engagement.
• PGT: Census Point (May): Student Engagement.
• PGT: Census Point (June): Student Engagement.
• PGT: Census Point (July): Student Engagement.
• PGT: Census Point (August): Student Engagement.

2.1 Enrolment

Student visa holders are required to enrol within 10 working days following the commencement date of their programme of study as specified in their offer or re-enrolment letter. Any student who fails to enrol by their deadline will be reported to UKVI.

Academic Registry is responsible for management the enrolment of international students and for submitting any necessary reports to UKVI in accordance with the University’s sponsor duties.

Extensions to the enrolment deadline may only be granted in exceptional circumstances and must be considered in relation to academic requirements and visa compliance obligations.

2.2 Census points

Faculties are required to monitor the engagement of Student visa holders on a monthly basis. Any student who is not actively engaging with their programme of study must be reported to Academic Registry.

For the purpose of this policy, the term ‘student engagement’ includes, but is not limited to, the following activities:

• Attending lectures, tutorials, seminars, and practicals (either in person or online).
• Attending scheduled assessments.
• Submitting coursework or assignments.
• Participating in meetings with academic tutors (in person or online).
• Engaging with research events, writing-up seminars, or doctoral workshops (in person or online).

Important: For students, online engagement is only considered valid for monitoring purposes when the student is physically present in the UK. Distance learning while overseas is not permitted under the terms of the Student visa, unless explicitly authorised by UKVI in exceptional circumstances.

In the first instance, Faculties will contact the student directly regarding any concerns about unsatisfactory engagement. If a student continues to demonstrate unsatisfactory engagement, this must be reported to Academic Registry.

Persistent unsatisfactory engagement may result in further action, including reporting to UKVI, which could affect the student’s immigration status in the UK.

3.1      Student Responsibilities

• Students must engage fully with their programme of study and record attendance at all in-person teaching sessions by scanning their student ID card on the designated card reader upon entry.
• Students must not scan ID cards on behalf of others or permit others to scan their card. Cards must only be scanned at events the student is genuinely attending.
• If students are temporarily unable to engage (for example due to illness), they must provide appropriate evidence to their faculty if requested.
• Students are expected to take responsibility for their engagement and seek academic support if they are experiencing difficulties. The International Advice Team are available to provide information, advice or support.
• Students must respond promptly to any communications relating to their engagement.

3.2      School/Faculty Responsibilities

Schools/Faculties are responsible for monitoring student engagement.

3.3      UKVI Compliance Team Responsibilities

The UKVI Compliance Team is responsible for reporting all relevant changes in student circumstances to UK Visas & Immigration (UKVI) in line with LJMU’s sponsor obligations.

It is the responsibility of international students to notify the University if they are unwell and unable to engage with their programme. If the illness persists, students must contact their academic tutors.

Students can self-certify and complete a short-term absence form on My Services as a result of illness of 7 calendar days or less.

Absences during term-time should be kept to a minimum. Frequent or extended absences may impact a student’s ability to successfully complete their programme of study, compromise their compliance with UK Visas & Immigration (UKVI) requirements, and affect their eligibility for the Graduate Route post-study visa.

All travel outside of the UK is linked to the students eVisa so it is important that students speak to LJMU staff in relation to any travel plans that will result in missed classes.  LJMU will report all absences to UK Visas & Immigration.

International student enrolment and formal UKVI engagement verification processes will be recorded on the central student system.

Academic Registry is responsible for reporting to UKVI in the following circumstances:

• Any Student visa holder who fails to enrol or complete engagement verification.
• Any Student visa holder who withdraws from their programme.
• Any significant change in a Student visa holder’s circumstances (for example change of course, mode of study, location, or immigration status).

In addition to central systems records, copies of any relevant supporting documentation will be securely archived by Academic Registry in accordance with data protection guidelines and audit requirements.

Academic Registry will manage all aspects of the reporting process, including determining the reporting schedule and ensuring compliance with sponsor licence obligations.

All relevant information regarding the International Student Engagement Monitoring Policy will be made available to Student visa holders via the University website.

In addition, Academic Registry and Faculties will communicate directly with students regarding key dates and responsibilities, including enrolment deadlines, as outlined in their offer/re-enrolment letters.

Students who require advice or support should be directed to the International Student Advice Team in the first instance.

Faculty staff seeking advice or guidance on UKVI regulations and engagement monitoring procedures should contact Academic Registry.

The process for monitoring Postgraduate Research (PGR) students enrolled/registered on MPhil and PhD programmes is designed to meet UKVI requirements consistently across all LJMU PGR International students, while recognising the individual nature of research programmes.

PGR students are required to complete their re-registration on the anniversary of their initial registration. Failure to do so can have implications on their immigration status in the UK.

Full-time PGR students are expected to be engaged on their research degree programme for a minimum of 35 hours per week over 45 weeks of the year. This is in accordance with the University’s Research Degree Regulations and the HEFCE definition of PGR programmes as a ‘long course’.

Monitoring will take place at designated points throughout the academic year which will include:

• Enrolment (see 2.1 above)
• PGR progression monitoring within eDoc

PGR engagement must be recorded on eDoc through:

• Logged supervisory meetings
• Participation in Progress Reviews
• Attendance at Researcher Development Programme events

The Doctoral Academy will monitor engagement via eDoc in line with the relevant checklist point throughout the year.

Where a PGR student has not demonstrated engagement during a given month:

• A communication will be sent to the student and copied to the Lead Supervisor, reminding them of the need to record engagement.
• If no activity is recorded after this reminder, the student’s engagement will be marked as ‘Missed’, and Academic Registry will be notified so that appropriate action can be taken.

Authorised absences from the university are approved in advance by the student’s Lead Supervisor and that these are reported to Academic Registry, recorded on LJMU systems and reported to UKVI where necessary.

Unauthorised absences from the university are reported to Academic Registry so that they can be followed up as appropriate and reported to UKVI as required.

Students’ requests for suspension of registration and withdrawals reported to Academic Registry, recorded on LJMU systems, and reported to UKVI where necessary.

Each international student undertaking a study abroad placement is assigned an International Mobility Co-ordinator, who is responsible for monitoring the student’s engagement while overseas. Engagement monitoring is tailored to the needs of the specific programme and is carried out by the relevant School in collaboration with the Mobility Co-ordinator.

The Go Abroad Team provides oversight to ensure that all LJMU processes and compliance obligations are followed consistently across programmes.

The School is responsible for reporting student placement details to Registry Services.

The UKVI Compliance Team within Academic Registry is responsible for submitting any required Change of Circumstances notifications to UK Visas & Immigration (UKVI) via the Sponsor Management System (SMS).

International students undertaking a work placement are monitored in accordance with LJMU’s Placement Learning Code of Practice.

Students are expected to fully engage with and meet the responsibilities of their placement. Any concerns regarding a student’s non-engagement or failure to fulfil placement requirements must be reported to the UKVI Compliance Team in Academic Registry.

Where appropriate, the UKVI Compliance Team will report the situation to UK Visas & Immigration (UKVI) in line with the University’s sponsor licence duties.

International students undertaking a Student Union Sabbatical Officer role will be monitored through direct contact between the UKVI Compliance Team in Academic Registry and the Liverpool John Moores Students’ Union (JMSU).

This collaboration ensures that sabbatical officers holding a Student visa continue to meet UKVI engagement requirements throughout the duration of their term in office. Any concerns regarding engagement or changes in circumstances will be reviewed and reported to UKVI as required.

To be eligible for the Graduate Route visa on completion of studies, students are expected to have studied in the UK for a minimum of 12 months or if the course duration is 12 months or less, for the duration of their course.

Students who fail to meet the University’s engagement requirements or who are withdrawn from study will not be reported as eligible for the scheme.

All travel outside of the UK is linked to the students’ eVisa and can be taken into consideration by UK Visas & Immigration when they are assessing a Graduate Route application. LJMU will report all absences to UK Visas & Immigration.