HEI Services www.heiinfo.slc.co.uk HE Portal - www.heiinfo.slc.co.uk User Guides Bulletins/ Guidance Chapters Events Practitioner Info HE Portal Login
HE Portal Services Courses Bursaries Student Information Service (SIS) Submission of full and part-time course data Service via subscription to assess student eligibility for/ payment of bursaries and scholarships or administration of fee waivers View Student Information Registration to release maintenance support Attendance to release tuition fee payments Submit Change of Circumstances View Financial Reports
Available resources AY 14/15 Courses Service User Guide: This contains guidance on submitting both Full & Part Time course information Courses Service Quick Guide: available which covers the key steps when promoting a small number of courses, this is an ideal document for any new providers submitting a small number of courses to the Courses Service for the first time Service Definition: document Courses Service Enhancement Programme: has been established. All suggestions should be sent to the HEI Services team Courses Service e-learning Modules: Links available on HE Portal website
User Roles HEI User - Must be assigned to all HEI users, enabling basic functionality such as viewing pages correctly Administrator - to view, edit and maintain data Advisor Read only access User Administrator - Facilitate user maintenance functions within their own HEI user base, setting up new users, allocating roles and resetting passwords.
Student Information Service Student Information Service (SIS) enables HEIs to: view Student Information confirm Registration to release maintenance support to students confirm Attendance to release tuition fee payments submit Change of Circumstances to update information view Financial Reports to obtain fee forecast and balance reports
View Student Information View Student Information Early view of student data for 2014/15 from January Enhancement now allows extract of application data at the work stage of Approved Awaiting Signature making this viewable to HEIs at an earlier stage within SIS. Filters available to search by Student, Course or General filters Identify students with incorrect fees and course details, missing NINOs, bank details, search for student to pay amounts
Registration Worklist Guidance - Registration Who appears on the Registration Worklist? If a student is entitled to maintenance/special support grant, maintenance loan, bursary or scholarship they will require a Registration confirmation to release their payments. Students who require a Registration confirmation will appear on this worklist 30 days before their course start date. Students you will not see in the Registration Worklist include: European domicile students Study Abroad/Placement students Students who have requested no Maintenance support Students who have already been confirmed through Combined worklist Students transferring into HEI via manual registration
Registration Registration HEIs must confirm registration via the Registration Worklist screens using Y (positive registration) or N (not registered) or The Not Registered return is for those students who were rejected at admissions or never arrived that still have an active application for your institution. Needs to be received prior to any Attendance Confirmation to successfully remove it from any future Attendance worklists. You can change a student returned as Not Registered to Registered if required at a future date but not vice versa
Registration
Create Manual Registration HEIs can still add students who are not yet showing on their systems provided they have AY and SSN
View Manual Registration
Attendance Confirmation Attendance Who appears on the Attendance Worklist? If a student is entitled to a tuition fee loan/fee grant (for Welsh students) they require an Attendance confirmation to release payment of the fee to institutions three times throughout the academic year. Students requiring an attendance confirmation will appear on this worklist on the first day of each of their 3 terms. Students you will not see on the Attendance Worklist: Medical/NHS students Students who have not requested or are not eligible for Tuition Fee loan Scottish domicile students
Attendance Confirmation Attendance HEIs will be paid Tuition Fees in 3 instalments 25%,25%, 50% Season (Academic Year Start) Payment 1 % Payment 2 % Payment 3 % AUT (Sep - Dec) 3rd Wed Oct 25% 1st Wed Feb 25% 1st Wed May 50% WIN (Jan - Mar) 1st Wed Feb 25% 1st Wed May 25% 3rd Wed Oct 50% SPR (Apr - Jun) 1st Wed May 25% 3rd Wed Oct 25% 1st Wed Feb 50% SUM (Jul - Aug) 3rd Wed July 25% 1 st Wed Feb 25% 1 st Wed May 50%
Attendance Confirmation Attendance Confirmation HEIs only entitled to receive the full Fee Loan / Fee Grant (Welsh) if the student is in attendance at each of these liability points HEIs should aim to clear outstanding confirmations before the next liability period using liability date filters to extract data for each liability period If a Change of Circumstances is submitted which affects the previous liability period, re-confirmation for that period will also be required
Attendance Confirmation Codes HEIs can select the relevant attendance code code A ( in attendance): Payment will be released code C (course mismatch): HEI is expected to raise a CoC code F (HEI disagrees with fee): HEI is expected to raise a CoC code L (Liability dispute/ HEI will resolve): Payment will be released code N (Liability dispute/hei will not resolve): HEI is expected to raise a CoC code X ( Not in attendance): HEI is expected to raise a CoC code S (Suspension): Payment will now be blocked & HEI to raise a CoC
Attendance Worklist results Attendance Confirmations
2 nd & 3 rd Attendance Confirmation 2 nd & 3 rd Attendance Confirmations Course Search allows HEIs to filter by Liability period
Change of Circumstances (CoC) Submit notifications when students circumstance change course, fee, transfer, suspension/resumption, repetition and withdrawal CoC automatically created within worklist if a non fee paying attendance code submitted, requiring action Assessing Authority reassess students application and revised data passed back to SIS CoC which affects the previous liability period requires re-confirmation Ability to use bulk upload to submit CoCs
Students CoC restrictions Students CAN make changes before the start of term provided their application for that AY is fully approved (functionality only available from mid April) Students will be prevented from undertaking a CoC which impacts on fees charged after liability has been incurred Students CAN still make a change related to their own personal level of borrowing and submit a Tuition or Maintenance Loan Request Form to increase fee loan value and maintenance loan after the point of liability
CoC processing times CoC Type Automated (48 hours) Peak (30 working days) Non Peak (20 working days) Fee (without notes) Fee (with notes) Transfer (internal pre-liability, without notes) Transfer (all post liability) Withdrawal (without notes) Withdrawal (with notes) Suspension Resumption Repetition