Student Visa responsibilities
If you are coming to or remaining in the UK on a City's sponsored Student Visa, find your responsibilities listed here.
Your responsibilities as a sponsored Student Visa Holder
- Visa: upload a copy of your current passport and valid visa/BRP card to the University's e:vision system. For students at the University for more than one year must bring on an annual basis your original passport and valid visa/BRP card to the Student Centre or your School Office to have it verified by a relevant member of staff. Please note that due to current restrictions, students should upload their documents online only,
- Contact details: provide us with your UK contact details (address and mobile telephone number) and keep them up to date by noting any changes on your e:vision account
- Registration: register for your programme on time each academic year
- Academic engagement: Academic engagement at lectures, seminars, tutorials and practical classes is an integral part of a Student's programme of study and students are expected to academically engage regularily. Your engagement will be monitored by the University on a monthly basis by your School. If concerns are raised regarding your engagement you will be required to attend a meeting with a suitable academic from your Department in which you will be required to explain your non-engagement and show that you are actively engaged with your course. If you don't re-engage, a formal written warning letter will be issued outlining the conditions on which you can stay on the course. Formal written warning letters will be issued by Visa Compliance team. Following this, if the concerns are upheld your case will be considered and if you are judged to not be actively engaging with your programme you will be withdrawn and University's sponsorship of your visa will cease. This will normally lead to your visa being curtailed by the Home Office and you will be required to return to your home country.
- Absence: ensure that you notify the University of any absences (medical or personal). Failure to do so could lead to further action and possible withdrawal.
- Change of circumstance: to follow University processes if you decide that you would like to defer or suspend your studies. Failure to do so could lead to further action and possible withdrawal.
- Change of personal details: to inform the University (Student Centre) and the Home Office of any changes to your personal details or circumstances that may affect your visa status, including any changes to your name, gender, nationality, facial appearance and date of birth.
Change in student circumstances
City, University London is required by the Home Office to report any changes in your Student Visa status; this includes withdrawals, suspensions and early completions. The University is required to report all changes within 10 days of being notified of them and once these changes have been reported the Home Office may curtail (bring forward) the end date of the visa. In the case of withdrawals and suspensions as a result of non-engagement with your course this would usually be a date within 60 days.
However in the case of early completion you should be granted the same wrap up time as for your original course ie 4 months from the early completion date even if your overall course length is as a result less than 12 months in duration.
When the Home Office curtails your visa, they will send you a notification email or letter with a new visa end date. Therefore, it is important to make sure your current address is updated with the Home Office. You can update your address or your legal representative's details with the Home Office online.
Student Visa extensions can be provided for very specific cases.
As a continuing student you will be required to ensure that you are entitled to a visa extension and that you meet all the Student Visa requirements (as continuing students you will only need to meet the financial requirements*).
Please ensure that you have spoken to the course office for your programme and/or your academic adviser regarding your academic eligibility and necessity of the extension.
Once you have confirmed your eligibility, please complete the CAS Request Form. Ensure that you complete all the relevant questions for your particular case before you submit it.
If you need advice or clarification before completing the form, please contact the International Advice Team on email@example.com.
If your request is approved, you will receive your CAS within 3 working days.
*If your course requires an ATAS certificate, you must have received the new one before you can request the extension.
Once your suspension has been agreed by your School: If you withdraw or are withdrawn from your course of study the University will make a report to the Home Office to state that you are no longer a current student, your leave will be shortened to 60 days after the date of the report and you will be expected to either leave the UK or to have made an application for leave to remain in the UK under another immigration category. Please send the Visa Compliance Team (firstname.lastname@example.org) a copy of your travel bookings, as well as your boarding card once you leave the UK or a copy of your new immigration category. If you decide to appeal the University will still be required to make the report to the Home Office. See 'Resuming your Studies' for further information.
If you are required to repeat without attendance you will be reported to the Home Office, your leave will be shortened to 60 days after the date of the report and you will be expected to either leave the UK or to have made an application for leave to remain in the UK under another sponsor or immigration category within 60 days. Please send the Visa Compliance Team (email@example.com) a copy of your travel bookings, as well as your boarding card once you leave the UK or a copy of your new immigration category. Students who are required to complete an exam in the UK before they are progressed to the next academic year will be required to obtain a Short Term Study visa before they enter the UK and should not try to re-enter the UK with their Tier 4 visa at any point after a report has been made. Once a report is made and you leave the UK this has the effect of cancelling your Tier 4 visa, even if you are still within the 60 day curtailment period. For further advice contact the International Student Advice team.
In exceptional circumstances students will be required to repeat with attendance in the UK. In this instance students will not be reported to the Home Office and their visas will remain valid.
If you complete your course earlier than expected or change to a shorter course of study the University will report this to the Home Office. You should therefore arrange to leave the UK within 4 months of your course end date OR make a new immigration application to stay in the UK within this time.
If you have studied on your current course for more than 12 months - The Home Office will take action with this information to bring forward the end date of your visa to 4 months after the new course end date. Students on courses of longer than 12 months are always granted 4 months on top of the course end date for visa purposes.
You should therefore arrange to leave the UK within 4 months of your course end date OR make a new immigration application to stay in the UK within this time[U2] .
Students returning to their studies after a period of absence due to suspension, return following appeal or repeating will in most circumstances be required to obtain a new Student Visa. Students should contact their School Office to request a CAS and for further advice, contact the International Student Advice team.
Academic Engagement Records
City, University of London has a responsibility to record the academic engagement of Student Visa holders. The Academic Engagement Policy relates to all taught City, University of London programmes where a student is sponsored by City, University of London. This includes all UG, PGT and PGR students and those that are studying on a year abroad or who are on work placements.
In addition to the requirements outlined here and within the Tier 4 students responsibilities booklets, further academic engagement requirements may be in place at School or Programme level. Where these are in place, they run in conjunction with the Student Visa holders requirements.
Academic engagement is recorded on an on-going basis by their School as well as Student and Academic Services. The academic engagement process has been designed to ensure that records reflects the cycle of the academic year and in order to ensure that any issues or concerns can be quickly and easily identified; and (where required) reported to the Home Office.
Students are expected to engage with their studies (via class register, Moodle, Count Me In card etc) at all classes, lectures, seminars and other academic events that are a compulsory part of their programme. In addition, students will be expected to demonstrate engagement by ensuring that they have their passport and visa verified at the start of each academic year.
1) Students must contact their School in case of the absence,
2) Students will not normally be allowed to be absent during designated teaching and examination weeks. During vacation periods there is no requirement for students to be present on campus, and there is no need to request an authorised absence during designated City vacation periods.
3) The maximum continuous period of absence which can be granted without suspending studies is 20 working days. In exceptional circumstances, where appropriate evidence has been provided, City may consider authorising an absence up to maximum of 60 days. Students must fill in the Authorised Absence Form.
4) Students who are granted an authorised absence will not receive a refund of tuition fees; nor will their expected end date of studies be amended to reflect the period of time away from their studies.
5) In circumstances where a student’s absence is expected to prevent them from progressing on their current course, the School must decide on temporary or permanently withdrawal of the student. All authorised absences must be recorded on the student file along with any relevant supporting evidence.
During your studies you may undertake off campus study for one of the following reasons:
- Mandatory Work Placement
- Study Abroad Programme
- Data Collection and Research for your dissertation or thesis away from City
If you will be undertaking study overseas for one of the reasons above, this will not be considered an "authorised absence" as you are still expected to be fully engaging with your studies, even though you are not physically at City. We must be notified of any Off Campus Study before it starts as this will be reported to the Home Office.
For those undertaking a mandatory placement, that is an integral and assessed part of your course, or study abroad, your school will provide us with an Off Campus Activity reporting form confirming the details of your time Off Campus. The details of your placement or study abroad will then be reported to the Home Office.
If you will be undertaking Off Campus Study for data collection or research away from City, this must be directly related to your studies. You must complete an Off Campus study form in conjunction with your school and ensure this is submitted to the Visa Compliance team. We will then notify the Home Office. The Off Campus Study form can be found here.
Whilst undertaking off campus study, we are required to continue monitoring engagement with your course. You must therefore remain in regular contact with your school, continue to check your City e-mail account regularly and notify us if any of your circumstances change.
Where engagement concerns are identified a School nominee will contact the student. Once contact has been made the student will be required to attend a meeting with their Course Director or Supervisor to discuss the reasons behind the non-engagement issues.
If the student’s engagement does not improve following the meeting, a formal written warning letter will be issued by the Visa Compliance team outlining the conditions on which they can stay on the course. Should there be additional concerns after this, the student’s case will be considered and if they are deemed to not be actively engaging with their programme they will be withdrawn. The University will then cease sponsorship of their visa and the student will be reported to the Home Office as not in attendance.
Students are subject to a 5-year cap on undergraduate degree level study, which means the time that you can spend studying at degree level (Level 6) will be limited to 5 years. This is not applicable to Level 7 or above programmes (Masters and PhD level).
If you are studying a 4-year sandwich course (including 1 year work placement), the time you have spent studying in the UK at or above degree level are limited to 6 years.