Postgraduate Management Module User Guide<>

Recording absences

Approved and unapproved absences

You can record any time periods during which a postgraduate is absent. You must specify the reason for the absence. Absences can be approved or rejected by authorised panel members.

Note: the last date of an absence is treated as the day the student returns to work — so an absence with a start date of Mon 1st Jan and an end date of Wed 3rd Jan is two days absence not three.

Approved absences are taken into account when calculating the thesis completion time shown on the Details tab. Unapproved absences are not taken into account. Completion time is calculated as follows:

the number of days between the start date of the course and the thesis acceptance date

minus

the number of days of approved absence
between these dates

Notes

start date of the course is the start date of the first (year 1) course instance of the student’s course (which may comprise of several, sequential course instances)

the thesis accceptance date is not treated as a ‘working’ day

the last date of an approved absence is treated as the day the student returns to work — so an approved absence with a start date of Mon 1st Jan and an end date of Wed 3rd Jan counts as two days not three

unapproved absence is ignored in the calculation

To record an absence

1Select the Absence sub-tab and click the Add Absence link in the Tasks panel.

2Click Add.

3Enter detail of the absence.

Note: the last date of an absence is treated as the day the student returns to work — so an absence with a start date of Thursday 1st Dec and an end date of Thursday 8th December is seven days absence not eight.

Note: you can add to the options available in the Reason for Leave list using the procedure described under Maintaining the list of reasons for leave.

4Click Create.

The absence is added to the absence list with an approval status of ‘Draft’.

Maintaining the list of reasons for leave

The list of reasons for leave that appear in the Reason for Leave drop-down list is populated from the QUERCUS THESIS_ABSENCE_REASON table. You can maintain this list using DYNAMIC_FORM from the Run Forms option in the Classic Interface.

To add a new absence type

1Choose DYNAMIC_FORM from the File > Run Forms option in the Classic Interface.

2In the Table Name field type THESIS_ABSENCE_REASON.

Data from the THESIS_ABSENCE_REASON table is displayed.

3Add the new absence reason code and associated description.

4Click the Save icon in the toolbar or press F10 to save the record.

The new agreement type is now available in the Reason for Leave drop-down list.

Approving absences

If you approve an absence it is not counted towards the completion time of the thesis (see Calculating completion time). Unapproved absences are included in the thesis completion time.

To approve or reject an absence

1Go to the Absence sub-tab and click the Edit button of the absence you want to approve or reject.

The Edit Absence screen opens.

2Click Approve or Reject as required.

Note: once you have selected Approve or Reject the status cannot be changed. Only the Note field is subsequently editable.