Management of absences and lateness

PEDAGOGY – MANAGEMENT OF ABSENCES AND LATENESS – PED-PRO-023-A

Version: 1.0 | Last update: 05/11/2025 | Department: Academic & Student Affairs

🎯 Objective

Define the standardized process for recording, monitoring, and managing student absences and lateness at the
Dubai Precious Metals University.
This ensures consistency, fairness, and traceability in the treatment of attendance-related issues.

👤 Who

  • Instructors
  • Administrative Assistant (Pedagogy)
  • Academic Coordinator
  • Pedagogical Director (in case of disciplinary escalation)

🧩 Inputs / Outputs

Inputs:

  • Attendance sheets (PED-FOR-022)
  • Instructor absence and lateness reports
  • Student justifications (medical note or employer certificate)

Outputs:

  • Updated attendance log with justified / unjustified status
  • Student notification (email or meeting)
  • Disciplinary report if required

⚙️ Process Steps

  1. 1. Recording of Absences and Lateness
    During each session, the Instructor notes:

    • Absent students (A)
    • Late arrivals (+ delay duration if significant)

    This information is transferred to the Administrative Assistant at the end of the week or through the LMS.

  2. 2. Centralization and Update
    The Administrative Assistant updates the tracking table (PED-LOG-023) with:

    • Student name
    • Date and module
    • Instructor name
    • Type (absence or lateness)
    • Status (justified / unjustified)

    This file is shared with the Academic Coordinator weekly.

  3. 3. Justifications Accepted
    Only the following justifications are considered valid:

    • 🟢 Medical reason with an official doctor’s certificate (arrêt maladie)
    • 🟢 Professional reason justified by an employer’s certificate or proof of employment obligations

    All other reasons (personal, transport, family, fatigue, etc.) are considered unjustified.

  4. 4. Student Notification
    For each unjustified absence or repeated lateness, the Administrative Assistant sends a reminder email:
    “Dear [Name],
    Our records show your absence on [date] for the course [module].
    Please provide a valid justification (medical or professional) within 48 hours if applicable.
    Kind regards,
    Academic Coordination – DPMU”
    The notification is logged in the student’s file (Zoho CRM or WorkDrive).
  5. 5. Escalation Threshold
    The Academic Coordinator monitors the total number of unjustified absences.
    If a student reaches:

    • ❌ 3 unjustified absences → automatic disciplinary review

    The Coordinator informs the Pedagogical Director to convene a disciplinary council (see DIS-PRO-001-A).

  6. 6. Disciplinary Procedure (after 3 unjustified absences)
    The Pedagogical Director initiates the disciplinary process:

    • Convocation of the student via email
    • Meeting with a committee composed of the Director, Coordinator, and Administrative representative
    • Decision recorded in the Disciplinary Register

    Possible sanctions:

    • Warning (written)
    • Temporary suspension
    • Exclusion (for repeated or severe cases)
  7. 7. Archiving
    All attendance data, justifications, and disciplinary records are stored in:

    • WorkDrive › Pedagogy › Attendance › Follow-up › [Year]
    • And attached to the student’s Zoho CRM record

    The tracking file PED-LOG-023 must be updated after each disciplinary action.

✅ Controls

  • Systematic recording of all absences and lateness
  • Only medical and work-related justifications accepted
  • Automatic referral to disciplinary council at 3 unjustified absences

📁 Records

  • Attendance reports (PED-FOR-022)
  • Absence and lateness tracker (PED-LOG-023)
  • Disciplinary council reports (if applicable)
  • Stored in WorkDrive › Pedagogy › Attendance › Follow-up › [Year]
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