This policy establishes the framework under which participants of a World Nuclear University (WNU) programme can obtain attendance eligibility for graduation while maintaining the integrity of the programme and accommodating legitimate instances of illness or medical emergencies. The World Nuclear University Graduation Policy outlines eligibility for graduation and the ineligibility process.

Attendance Requirements

Participants enrolled in WNU programmes are expected to maintain a minimum attendance rate of 95% throughout the programme to be eligible for graduation. Attendance assessment guidelines and tracking methods are explained in Appendix A of this policy.

Repeated Short-term Absences

Repeated absences, including lateness or frequently leaving the plenary or your Working Group during the sessions, will result in unjustified absences. If there are recurring issues, your mentor (if applicable) and the Leadership and Capacity Development (L&CD) Team will speak to you to see how we might further support your learning journey, with continuing issues jeopardising your eligibility for graduation. The process for this interaction is outlined in Appendix B of this policy.

Sickness Policy

In cases of illness or medical emergencies, participants must notify the L&CD Team and their mentor (if applicable) via email as soon as possible, before the start of the scheduled session and no later than the end of the working day. Our duty as programme administrators is to keep our participants as safe as possible, and we will do our best to support you. Failure to notify may result in the absence being marked as unjustified, except in extraordinary circumstances where the participant loses the ability to communicate entirely.

Proof of Sickness

In addition to notifying, as stated above, the participant must provide valid documentation or proof of illness, such as a doctor's note or medical certificate, within one (1) business day of their absence for programmes with a duration of 1 week or less; and within three (3) business days of their absence, for programmes with a duration exceeding 1 week.

Failure to provide adequate documentation or delayed submission may result in the absence being marked as unjustified.

Justified Absences

Absences due to documented illness or medical emergencies will be considered justified and will not impact the participant's attendance rate.

Unjustified Absences

Absences not accompanied by valid documentation or not meeting the criteria for justified absences will be considered unjustified. Participants with repeated unjustified absences will be subject to a Compliance Assessment by the L&CD Team and mentors (if applicable). This might result in the failure of the individual to meet the minimum threshold criteria for graduating from the programme and, therefore, the ineligibility to receive their certificate. This includes absences which do not take the participant out of the programme activities and sessions for the entire day. The Compliance Assessment process is outlined in Appendix C of this policy.

Appeals Process

Participants may submit appeals for exceptions to the Attendance and Absence Policy due to extenuating circumstances. Appeals must be submitted to the L&CD Team Head of Department (HoD), as the first point of contact, before the penultimate day of the programme and will be reviewed on a case-by-case basis. The appeals process is outlined in Appendix D of this policy.

Accommodations for Disabilities

Participants with documented disabilities that may impact their attendance or participation in the programme are requested to inform the L&CD Team Supporting Programme Lead, as the first point of contact, to discuss available accommodations.

Accountability

In accordance with our organization´s core values and culture, if you miss any session or activity, you are accountable for catching up with the content, accomplishing the learning outcomes and contributing to your workgroup to the best of your capabilities.

Compliance

All programme participants are subject to this policy. Compliance is agreed upon enrolment and acceptance to the programme.

Policy Review and Modification

This policy is subject to periodic review and modification at the discretion of programme administrators. Any changes to the policy will be communicated to participants promptly.

Appendix A: Guidelines

• Attendance to the programme will be measured in 1-hour slots.
• All participants will start the programme with 100% attendance.
• Attendance tracking methods will vary according to each programme.
• The L&CD Team will consistently review the tracking system to ensure that we can support participants in amending their behaviours, if needed, before any penalties are incurred.
• There will be a 5-minute absence tolerance from any programme session or activity - excluding the social programme. Exceeding the absence tolerance will result in an Absence Mark.
• There will be regularly scheduled breaks to allow everyone to meet their needs (i.e. get water, coffee, or go to the bathroom).
• 5 Absence Marks in a period of three (3) successive days will result in an Unjustified Absence.
• 4 or more Absence Marks in a period of one (1) working week will result in a Behavioural Modification Request.
• Unaddressed Behavioural Modification Requests will result in a Compliance Assessment.

Appendix B: Behavioural Modification Request

When a participant accumulates four or more absence marks within a period of one (1) working week, a Behavioural Modification Request will be initiated.

A Behavioural Modification Request entails a formal procedure aimed at addressing repeated behavioural concerns impacting a participant's adherence to the WNU programme's core values and attendance policy.

The process begins with a meeting request from the L&CD Head of Department (HoD), or the Programme Lead in their absence. During this meeting, the L&CD staff will discuss the behaviours of concern with the participant, aim to understand the circumstances that lead to said behaviours and discuss desired behaviours and best practices to implement them.

The L&CD staff and participant will create a log detailing the interaction, including, but not limited to, observed behaviours, dates, reasons for behaviour, actions taken to recover missed knowledge, and communications with relevant parties. Additionally, the log should outline the desired modification and agreed-upon time frame.

This log will serve as a record of the modification request and will, if necessary, form the basis for subsequent actions.

Throughout the process, clear communication is maintained, with a dialogue to ensure that the participant is informed of the behavioural modification request, the reasons behind it, and the steps required for resolution.

The aim of the behavioural modification request is to facilitate the participant's successful engagement in the programme by addressing underlying issues affecting attendance and participation. It underscores the programme's commitment to supporting participants in their learning journey while upholding the programme's culture, standards and integrity.

Appendix C: Compliance Assessment

This assessment serves as a formal review process aimed at evaluating the participant's compliance with the programme's attendance, behavioural expectations and eligibility to be awarded a certificate. Through the Compliance Assessment, the programme reaffirms its commitment to supporting participants in their learning journey while upholding the programme culture, standards and integrity.

A Compliance Assessment is triggered by the accumulation of at least two unaddressed behavioural modification requests within a World Nuclear University programme.

The assessment involves a thorough examination of the previously identified behaviours requiring modification, the actions taken or not taken to address them, and the outcomes achieved. Participants will be asked to engage in self-assessment to reflect on their progress and areas for improvement.

Additionally, the Compliance Assessment may include a discussion of peer and mentor reviews (if applicable). These will aim to provide valuable perspectives on the participant's behaviour and the effectiveness of implemented modifications.

Appendix D: Appeals Process

The appeals process provides participants with the opportunity to solicit an exception to the attendance policy due to extenuating circumstances. Appeals must be submitted via email as a PDF document to the Leadership and Capacity Development Team Head of Department, designated as the first point of contact.

The appeal document should include:

• The participant´s general information (Name, Last name, organization and job role, mentors up until that point of the programme)
• Detailed information regarding the dates of absence(s)
• Reason(s) for absence(s)
• Actions taken to recover missed knowledge
• Information on who was notified, including the timing and method of communication
• Proof of response received from those notified
• Outline any actions taken to mitigate the impact on their working group mates

The L&CD Team will review appeals on a case-by-case basis, considering the circumstances presented and the impact on the participant's ability to meet attendance requirements.

Appeals will only be assessed if they are submitted before the penultimate day of the programme at 10 h local time for programmes with a duration of 1 week or less. For programmes with a duration exceeding 1 week, appeals must be submitted the day before the penultimate day of the programme at 10 h local time.

The appeal outcome will be communicated to the participants within 12 hours of submission for programmes with a duration of 1 week or less and 72 hours of submission, for programmes with a duration exceeding 1 week. The outcome will be communicated in person and via email.

This process ensures fairness and flexibility in addressing unforeseen challenges while upholding the integrity of the programme's culture and standards.