Student Course Management

IT Training, Information Services Student Course Management SR03 Version 11 May 2017 servicedesk.port.ac.uk Twitter: @ISUOP

INTRODUCTION...1 PERSON NOTES & STUDENT NOTES...8 Accessing and viewing person and student notes...9 PROCESS TO RECORD PERSON NOTES:...9 Closing Notes...10 Validation of Note Text...10 PROCESS TO RECORD STUDENT NOTES:...10 Examples of viewable Student Notes...11 PERSONAL TUTORS / MENTORS...12 PROCESS TO ALLOCATE A TUTOR TO A SELECTION OF STUDENTS...12 PROCESS TO ALLOCATE A TUTOR TO AN INDIVIDUAL STUDENT...13 Points to Ponder...13 Amending a student s tutor...13 Research Students First Supervisor and Supervisor...13 Viewing Personal Tutors...13 APEX REPORTS...14 Log into the Student and Course Management System...14 Location...15 Requesting Parameters...16 Example: Student Transfer Form...16 WITHDRAWALS...17 Overview of the Withdrawals Process...19 PROCESS TO WITHDRAW (AGAINST THE LAST REGISTERED OR INTERRUPTED RECORD)...20 Point to Ponder...20 External Transfers...20 Process to Withdraw a Student s Record...21 Student Withdrawal Form...22 Cancellation of Pre-registered records...22 Exclusions...22 Academic Failures...22 Unit management for withdrawn students...23 Withdrawals after an interruption of study...23 Withdrawn Students presented to BOEs...23 STUDENTS WHO COMPLETE WITHOUT A FINAL ASSESSMENT...24 INTERNAL TRANSFERS...25 External Transfers...25

OVERVIEW OF PROCESSES...25 Tier 4 Student Transfers...25 Between Year Transfers...26 Transferring a whole course...26 Mid Year Transfers...26 Transfers after a period of interruption...26 Point to Ponder...26 Input Responsibility...26 BETWEEN YEAR TRANSFER PROCESSES (AGAINST THE LAST REGISTERED RECORD)...27 Step 1...27 Step 2 Change status on old course to Transfer Between Years...27 PROCESS...27 Step 3 Roll-Forward...28 PROCESS TO ROLL FORWARD AN INDIVIDUAL STUDENT ONTO A NEW COURSE...28 Transferring a whole course...28 Point to Ponder...28 Between Year Transfers post rollover...28 MID YEAR TRANSFER PROCESSES (AGAINST THE LAST REGISTERED RECORD)...29 Step 1...29 Step 2 Change status on old course to Transfer...29 PROCESS TO CHANGE THE STATUS ON THE OLD COURSE...29 Data required for the transfer...30 Step 3 Rapid Enrol onto the new course...30 PROCESS TO RAPID ENROL ONTO THE NEW COURSE...30 Step 4 Update and Code the Registered Record...30 Points to Ponder...31 Number of years HESA field...31 Unit management for transferred students...31 INTERRUPTIONS...32 STUDENTS BEGINNING A PERIOD OF INTERRUPTION...32 Backdating Suspensions...32 STUDENTS COMMENCING A WHOLE-YEAR INTERRUPTION...33 Backdating Suspensions...33 PROCESS...33 UNDERGRADUATE & POSTGRADUATE STUDENTS COMMENCING A WHOLE YEAR INTERRUPTION...34

STUDENTS COMMENCING AN INTERRUPTION AT THE START OF THE YEAR (BEFORE REGISTRATION)...35 PROCESS...35 STUDENTS COMMENCING AN INTERRUPTION AFTER REGISTRATION (I.E. THE RECORD IN SCMS IS REGISTERED STATUS)...37 PROCESS...37 Points to Ponder...38 Managing unit registrations...38 Second Attempt Assessment / Deferred First Attempt Units...38 Backdating Suspensions...38 UNDERGRADUATE & POSTGRADUATE STUDENTS COMMENCING INTERRUPTION AFTER REGISTRATION...39 STUDENTS RETURNING FROM A PERIOD OF INTERRUPTION...40 Preparing a Pre-registered Record...40 PROCESS...40 Points to Ponder...41 REGISTERING A STUDENT RETURNING FROM INTERRUPTION...42 ONLINE FEE AMENDMENT...43 BEFORE THE STUDENT S START DATE...43 AFTER THE STUDENT S START DATE...43 APPENDIX A...I COURSE REGISTRATION CATEGORIES...I APPENDIX B...II STUDENT UNIT MANAGEMENT... II

Introduction This manual documents the processes involved in Student Course management; Management of Student Notes Withdrawals Transfers Interruptions Online Fee Amendments All of these processes are carried out using the screens accessed via Maintain Student. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Figure 1 SR03 Student Course Management 1

Fields Used Comments List of Values (LOV) Maintain Student - Personal Details Surname First Name Family name Forename Title E.g. Mr, Mrs, Miss Middle Name Preferred Name Date of Birth If applicable, student s middle name Not used Date of birth E.g. 07/08/1971 Marital Status Not used NI Number Not used Gender radio buttons Gender Birth Cert First Name Birth Cert Surname Not used If applicable, previous family / maiden name Maintain Student Course Tab Course Location Stream SR03 Student Course Management 2 Course code and title E.g. C2410F MPHARM (HONS) PHARMACY C2081F MSC SOCIAL WORK C1592P BSC (HONS) COUNTER FRAUD Report discrepancies to studentrecords@port.ac.uk Location at which the course is being delivered E.g. University of Portsmouth Chichester College South Downs College Report discrepancies to studentrecords@port.ac.uk If applicable, indicates the student belongs to a particular sub-group of this instance E.g. Full Time placement not taken, indicates that the student is on the final year of study, on a sandwich degree, having not taken the placement year Report discrepancies to studentrecords@port.ac.uk Category If applicable, course registration category E.g. R Repeat ** See Unit Registration See Appendix for full list

Fee Category Determines fees collected and funding allocation E.g. H - Home / EU Channel Islands & Isle of Man Overseas (Non EU) Report discrepancies to admissions@port.ac.uk Registration Level Not used displays Course Instance Personal Tutor Course Year Instance Code Only displayed if student has a personal tutor allocated Course year for this instance Report discrepancies to studentrecords@port.ac.uk Course instance Report discrepancies to studentrecords@port.ac.uk Status Registration Status Start Date End Date Exit Date E.g. Interrupted Pre-Registered Registered Transfer Withdrawn Reflects actual period of attendance Reflects actual period of attendance Date the student stopped studying this course, i.e. when they completed the course, withdrew, or transferred Change Reason Reason for leaving E.g. Health reasons Successful completion of course Maintain Student Address Tab Address Permanent home address Postcode Quick Address Send No Mail checkbox Phone Mobile Fax Email Enter the house number and postcode UK postcode, if applicable, for permanent home address Not used Telephone number for permanent home address Student s preferred mobile telephone number Not used If applicable, personal email address SR03 Student Course Management 3

Contact Nationality Not used Country of legal nationality, as stated on the student s passport E.g. United Kingdom Domicile Country of normal residence County E.g. Not used England Jersey Uganda Wales Maintain Student Address Tab [Contacts] Title E.g. Mr, Ms First Name Surname Contact s forename Contact s family name Relationship Relationship to student E.g. Parent Partner Sibling Contact Type I.e. Emergency Contact Status Indicates whether the contact is active or no longer current Address Phone Email Fax Mobile Contact s home address If applicable, UK postcode must be entered on the last line of the address Contact s telephone number Not used Not used Contact s mobile telephone number Maintain Student Address Tab [Mailing Address] Correspondence Address Usual address for correspondence. Also used to send the final parchment. Maintain Student Term Tab Address Term time address Postcode Term time postcode Phone Telephone number for term time address SR03 Student Course Management 4

Mobile Fax Email Contact If applicable, mobile telephone number Not used Student s University email address. The MyPort address is automatically populated overnight following creation of the pre-registered record. Not used Maintain Student Statistics Tab Mother s Occupation Not used Father s Occupation Not used Religion Not used Socio Economic Group Not used (populated from Admissions) Ethnic Grouping Code denoting Ethnic Origin, required for statutory returns E.g. White Mixed - White and Asia Residence Type Not used Maintain Student [Ref. Number] Reference Number Type Reference Number Type of reference number E.g. Regulatory Body s Registration Number Reference number E.g. 0645779 Maintain Student [HESA] Hesa Term Accommodation Category of term time accommodation E.g. 1 Institution maintained property 2 Parental / Guardian home Hesa Disability Student s disability category Hesa Disability Allowance E.g. 00 No known disability 55 Mental health condition 51 Learning difficulty, e.g. dyslexia Record of whether or not a student with a disability is in receipt of any form of Disability Allowance E.g. 4 Have a disability and in receipt of Disabled Student Allowance SR03 Student Course Management 5

HESA Special Fee Registry use only Hesa Exchange Indicates a visiting / exchange student E.g. N Not an incoming exchange or visiting student G Incoming ERASMUS student 4 Other incoming exchange or visiting student Hesa Mode of Study Mode of attendance Number of Years Hesa Qualification on Entry Hesa Parental Education Hesa Source of Tuition Fees Hesa Location of Study Hesa Non Payment Reason E.g. 01 Full-time according to Funding Council definitions 31 Part-time 43 Writing-up previously full-time Number of years the student has spent studying for this award (including any periods of repeat study and excluding appropriate periods of full year dormancy) Highest qualifications on entry E.g. P94 Level 3 qualifications some subject to UCAS tarrif(a levels & other) Q80 Other qualifications at level 2 (e.g. GCSE, Key Skills.) Indicates if the student s parents have any higher education qualifications (populated from Admissions). E.g. 1 Yes 2 No Fee payer for this registration E.g. 01 Student paying full fee 52 Mix of student & SFE/SLC 81 Student s Employer Location of study E.g. Not used D UK placement (study or work) for whole year E UK placement (study or work) for part of year T Abroad on placement (study or work) for whole year U Abroad on placement (study or work) for part of year Z At institution/partner for whole year Research Council Student ID Unique reference number issued by the Research Council SR03 Student Course Management 6

Hesa Research Council Student Code indicating the specific Research Council funding the student E.g. 02 Medical Research Council (MRC) 07 Arts & Humanities Research Council (AHRC) Hesa New Entrant Not used Hesa Reason For Leaving Husid Student Instance Number Start Date Reason for leaving E.g. Health reasons Successful completion of course Reference number used for HESA reporting purposes Reference number used to identify a single programme of study Date the student started studying for this level of award at the University Hesa Dependants Not used Unique Learner Number Not used SR03 Student Course Management 7

Person Notes & Student Notes Two types of notes are recorded against a student s record: Person Notes Student Notes Categorised notes which apply to this student and which are relevant across all of their registration records, e.g.: Criminal Convictions (Y, N, Yes, No, 1, 0) [Note: 1 = yes, 0 = no] Categorised notes which apply to this student in relation to the selected course instance, e.g.: Date Interrupted (DD/MM/YYYY) Several of the student notes are used during the processing of transfers and interruptions. Some auto populate at Registration and will require amendment or update. Others are manually added, examples include: Student Note Type Note Expected to Complete (Y/N) Y or N Expected to Attend July Graduation Y Expected End Date (DD/MM/YYYY) DD/MM/YYYY, e.g. 31/05/2015 Date Interrupted (DD/MM/YYYY) DD/MM/YYYY, e.g. 08/02/2013 Expected to Return Date (DD/MM/YYYY) DD/MM/YYYY, e.g. 09/02/2014 At completion of the relevant Student and Course Management training, users will be given access to add the relevant person/student notes for their role. Users who have View access will only be able to view person/student notes which have already been added to a student s record. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen [Note] or [View Notes] to access the Notes screens [Person] to access the Person Notes screen or [Student] to access the Student Notes screen SR03 Student Course Management 8

Figure 2 In order that all existing notes can be viewed simultaneously, the Note Type field has a blank value which is automatically selected when the screen is opened. Accessing and viewing person and student notes The button used to access person and student notes from the Maintain Student screen changes depending on whether notes are already present, i.e.: if notes are present, the button will display [View Notes] if notes are not held, the button will display [Notes] move the mouse over the [View Notes] button and a tool tip description displays how many person and student notes are on the record Process to record Person Notes: Select Note Type Record Note Text Save [Previous] Select appropriate note type from the list available. Record the appropriate text, in the note field, using the relevant format shown in the Validation Type Description. <F10> or Exits the Notes screen. SR03 Student Course Management 9

Closing Notes A date should be entered in the Date Closed field to indicate when it is no longer current. Closed notes will be automatically excluded from the screen. To show closed notes, untick Exclude closed Notes, see Figure 2. Validation of Note Text The content of a note may be used to trigger automated processes throughout the Student Records cycle. To ensure the consistency of note text, certain note types have validation rules associated with them and, where applicable, information on the validation is displayed in the Validation Type Description, see Figure 3. Figure 3 If the text entered does not conform to the associated rule, e.g. Yes is entered where the validation requires Y or N, an error message will be displayed, see Figure 4. Figure 4 Process to record Student Notes: Select Note Type Record Note Text Save [Previous] Select appropriate note type from the list available. Record the appropriate text, in the note field, using the relevant format shown in the Validation Type Description. <F10> or Exits the Notes screen. SR03 Student Course Management 10

Examples of viewable Student Notes Note Type Expected to Complete Note Text / Explanation Y (N is recorded only when a student interrupts) Y Only added for final year students if completing. Otherwise no note is required. ID Checked E.g. DVL PPT UBC by driving license by passport UK birth certificate An appropriate code indicates the type of evidence provided. Some student notes are automated but may require update. SR03 Student Course Management 11

Personal Tutors / Mentors Personal tutors are recorded against a student s record on an annual basis and become the student s first port of call for any questions / problems they have. The student s tutor can be entered against a student s pre-registered or registered record. Location Records Allocate Mentors / Tutors Identify the correct academic year and student record(s) Figure 5 Process to Allocate a Tutor to a selection of students Select student(s) Select Tutor radio button [Batch] Tick the far right hand checkbox against the appropriate student. Multiple students can be selected by using the <Ctrl> key whilst ticking each checkbox. A list of tutors will open. SR03 Student Course Management 12

Select Tutor / Mentor Use the filter block to identify the relevant tutor. Use appropriate A list of the selected students will be displayed. [Create] These students will now be allocated to this tutor and have the Allocate Tutor checkbox ticked to indicate a tutor has been allocated. Process to Allocate a Tutor to an individual student Select student Locate Tutor / Mentor Select Tick the T checkbox against the appropriate student. A list of tutors will open. The list of tutors is in alphabetical by surname order. Use the scroll bar to locate the appropriate tutor and select. Use [OK] to select the highlighted tutor. Points to Ponder Amending a student s tutor Deselect the Allocate Tutor check box against the relevant student to remove his/her tutor and use the process above to re-allocate his/her new tutor. Research Students First Supervisor and Supervisor This screen must not be used to record a research student s First Supervisor or Supervisor. This information is recorded with the students curriculum, see SR02 Student Curriculum Management manual. Viewing Personal Tutors Once recorded, the personal tutor will be visible in the Maintain Student screen. SR03 Student Course Management 13

APEX Reports In addition to Oracle Discoverer Reports, there are three APEX Reports which are produced as pdf documents and are used during Student Course Management processes: Student Transfer form Student Temporary Suspension form Tier 4 Student Transfer form Log into the Student and Course Management System Enter University Network Username Enter University Network Password Press <Return> or [Login >>] The screen shown in Figure 6 will open. Figure 6 The screen in Figure 6 shows various smart links to areas associated with the Student and Course Management System. Figure 7 To access APEX reports. When selected, the log in box will appear in a new window, see Figure 8. SR03 Student Course Management 14

Figure 8 Enter University Network Username Enter Student and Course Management System Password Select <Login> The screen shown in Figure 9 will open Figure 9 Location From the menu bar select Student Tracking. The screen shown in Figure 10 will open. Figure 10 SR03 Student Course Management 15

Select Group Report Select Standard Forms from the drop down list Select either: Student Temporary Suspension form Student Transfer form Tier 4 Student Transfer form Requesting Parameters Using the drop down lists, select the parameters: Course E.g. C0252F BSC (HONS) BIOMEDICAL SCIENCE Course Instance E.g. 16SEPUP1 Student E.g. 829635 RED, ROSEMARY [Generate report] Select to run the report Example: Student Transfer Form SR03 Student Course Management 16

Withdrawals Students are classified as a withdrawal if: they have no intention of continuing to study at the University of Portsmouth or they have failed and are not permitted to repeat. If students wish to come back on a different course they would need to reapply through Admissions or they are changing to a higher level of study, e.g. Degree to Postgraduate. The student should then be processed on Admissions for entry to their new course and Departments should withdraw their previous record or they are an External Transfer, continuing their higher education experience via another Higher Educational institution or they have been excluded for not meeting registration requirements If a student informs the University that they are withdrawing or declining, where the reason is known, this has to be shown on the Student and Course Management System using the correct change reason. The codes are: Transferred to another institution Health reasons Financial reasons Other personal reasons and/or dropped out Gone into employment Academic reason If a student informs the University that they are leaving, but they do not give a reason or refuse to provide one, the following code must be applied: Other If the University chooses to withdraw a student, one of the following reasons must be applied: Academic Failure/left in bad standing/not permitted to progress Unknown (if the student has not made contact with the university) If the student Registered but had been interrupted in the previous academic year, and does not return, the following reason must be applied: Withdrawn after lapse of time SR03 Student Course Management 17

Students who are pre-registered status in SCMS, will be cancelled by the Withdrawal of Services team at wos@port.ac.uk. Students who are registered status in SCMS need to be withdrawn by the online withdrawal form. A student is classified as an external transfer if they are in receipt of a Student Finance England Loan (Undergraduate and Postgraduate, including Distance Learning student) who is progressing and decides to transfer to another course at another UK Higher Education Institution. External transfers are processed as withdrawals, see Points to Ponder. A student who leaves halfway through the year, but intends to restart on a different course the following year should not be withdrawn. The student should be interrupted until they are ready to commence the new course, at which point they should be transferred between years. Interruptions and Withdrawals are managed in accordance with the Student Regulations and the Withdrawal, Suspension, Transfer, Resumption Policies & Procedures for the relevant academic year. It is essential that where a student has informed us of their decision, that we record their true reason for doing so. In the past this has not always been the case with Other, Unknown and Withdrawn after lapse of time, being used in the wrong circumstances. The same process needs to happen if a student declines after course registration (i.e. completed the online registration form and provided their personal identification), we must also record the decision which closest matches the reason for declining. Please be aware there can be no backdating of student initiated withdrawals via the online system. The date of submission becomes the end and exit date, and the date of the notification field (on the withdrawal form) should be updated accordingly. SR03 Student Course Management 18

Overview of the Withdrawals Process Student Initiated Staff Initiated Department receive an email noting that the student has withdrawn using the online form via: www.registryhub.port.ac.uk/withdrawals Student emails or calls Department directly to inform them he/she would like to withdraw. Staff will check the email link and verify student s details. Once they have confirmed the correct information they can withdraw the student on SCMS.. Staff select the relevant record in SCMS and withdraw the student. Planned Curriculum If created delete Staff go to online change of status form Admin Page via: www.registry.port.ac.uk/withdrawals If student initiated request, staff will search for student, check details the student submitted via the online form. Administrator will then input their staff email address to confirm SCMS has been updated. Staff will search for the student then add details provided by students email or telephone call. Staff will then input their staff email address on the form to confirm SCMS has been updated. Has roll forward to next academic year already been completed? NO End of process YES Contact studentrecords@port.ac.uk to cancel the Pre-registered record. End of process SR03 Student Course Management 19

Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process to Withdraw (against the last Registered or Interrupted record) Print online form Update Status If appropriate, update End Date Record Exit Date Record a Reason Save Manage unit registrations Planned Curriculum Cancellation of Pre-registered record Pdf available from: www.registry.port.ac.uk/withdrawals_admin/. Use [Change St..]. Use the Status pick list to select Withdrawn. Date of last attendance from the withdrawal form. Date of last attendance from the withdrawal form. Use pick list to select a description that accurately reflects the reason given on the withdrawal form. Only use Other personal reasons where the student specifies they have personal reasons, but do not wish to disclose what the personal reasons are. If the student provides no reason at all, or refuses to say in their communication, use Other. If the student does not notify the Department, use Unknown. <F10> or Use [YES] to accept the If the Student has Exam entry records do you want to mark them as withdrawn message. See Points to ponder. If created, remove. If this is left, it will have a negative impact on timetabling If appropriate, request for this to be cancelled. See Points to ponder. Point to Ponder External Transfers Undergraduate full time students who are progressing and decide to transfer to another course at another UK Higher Education Institution are external transfers. These transfers are recorded and processed as withdrawals using a withdrawal reason of Transferred to another institution. SR03 Student Course Management 20

Process to Withdraw a Student s Record Print Online Withdrawal Form Update Status Update End Date to Last Date of Attendance from form Record Exit Date as Last Date of Attendance from form Record the correct Withdrawal Reason given by the student Manage Unit Registrations Remove Planned Curriculum if present Request cancellation of Pre-registered record if a record has been created in the next academic year Available Validation Reports REP_SR.AMI Validation Student Dates: Report 652 Withdrawn Reason or Exit Date missing REP_SR.AMI Validation Student Dates: Report 653 Registered but Exit Date present REP_SR.AMI Validation Student Tracking: Report 846 Status not Withdrawn but Reason present SR03 Student Course Management 21

Student Withdrawal Form Online withdrawal form www.port.ac.uk/withdrawals The online form is completed by the student; the department is then sent an email with a link to the withdrawal admin page. If the student emails or phones notification of withdrawal, the online form can be completed on the student s behalf by the department. The change reason field for the withdrawal in the Student and Course Management System will either be the specified reason (e.g. Health), or Other if not indicated. If a student cannot be contacted, the department needs to determine their Date of last attendance and complete the online withdrawal form on their behalf. If the reason for their withdrawal is unspecified, indicate this in the Change Reason field as Unknown. Note this is one of the only times that the reason of withdrawn written off after time can be used, see pages 17-18 for scenarios. When completing the online withdrawal form, the date of last attendance needs to be the date of the form submission. If the delay has been caused by an internal administrative process, this evidence needs to be attached to the form. After the input on the Student and Course Management System is completed, and the administrator has input their email address at the end of the online form, an email will automatically be sent to the student with confirmation of withdrawal. This email is also received by CoSForms in Academic Registry who will carry out any work on the student s fees including refunds if appropriate. Help and support with the Online Student Withdrawal Form and the Administration Page can be obtained from cosforms@port.ac.uk. Cancellation of Pre-registered records If a student is withdrawn from their course after a pre-registered record has been created for the subsequent Academic Year, a request for its cancellation must be emailed to regform@port.ac.uk. Exclusions Academic Registry, Student Administration Division, will process all exclusions (not Academic Failures). An example of Registry exclusion is finance excluding a student for non-payment of tuition fees. Academic Failures The departments process the withdrawals for Academic failures, i.e. students excluded by a Board of Examiners (BOE). This processing is carried out post BOE using the relevant BOE documentation. The online withdrawal form needs to be completed for these students and the Student and Course Management System updated. However, in this scenario, whilst the End Date remains as the course end date, the Exit Date should be the date of the Board. If any students are allowed to return and repeat following a successful appeal, the Student Administration Division needs to be notified by emailing cosforms@port.ac.uk. For further information, see Post Board of Examiners Management manual, which is provided by the Registry Support System Analyst team. SR03 Student Course Management 22

Unit management for withdrawn students Please see Appendix B, Section 1, Unit Management Withdrawn students on page ii. Withdrawals after an interruption of study If a student withdraws without having returned from a period of interruption, the withdrawal is to be processed as a normal withdrawal with a few special considerations. Student having interrupted part way through the current year: Status changed from Interrupted to Withdrawn Date Interrupted and Expected to Return student notes to be closed End Date to be left as the date they interrupted, i.e. the last date of attendance Exit Date to be entered as the date they interrupted, i.e. the last date of attendance The Reason for Leaving to reflect the reason they gave on their notification or, if no notification received, Withdrawn after lapse of time For postgraduate students, the mode of study needs to be changed back to what it was: 73 (Change to dormant status previously full-time) to 01 (Full time) 74 (Change to dormant status previously part-time) to 31 (Part time) Students who have been dormant for the whole year or never returned after a period of interruption: Status changed from Interrupted to Withdrawn Date Interrupted and Expect to Return student notes to be closed As with whole year interruptions, the End Date to be set to the same as the start date of enrolment Exit Date to be entered as the date they interrupted, i.e. the last date of attendance. This may be some time in the past The Reason for Leaving to reflect the reason they gave on their notification or, if no notification received, Withdrawn after lapse of time The mode of study, normally dormant in these cases, to be left as it is The key to this is that any completed years of interruption are retained to reflect when the student interrupted. Withdrawn Students presented to BOEs A student who withdraws mid year is automatically included on the BOE reports at the end of the year and is therefore considered for an exit award. A student who withdraws between years must be considered for an award under authority of the BOE held in the last academic year in which they were registered. To ensure the associated input is complete, inform the relevant departmental administrator. SR03 Student Course Management 23

Students who complete without a Final Assessment Students who are managed on the Student and Course Management System but do not get presented to a BOE will complete their studies without a final assessment, i.e. exchange students. In these cases the student s final registration record should be amended as follows: Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen If appropriate, update End Date Record Exit Date Record Change Reason Date the student completed their studies. Date the student completed their studies. Use Change Reason pick list to select criteria e.g.: Successful completion of course If the student successfully completed. OR Save Exchange Did not complete If the student failed the assessments. <F10> or SR03 Student Course Management 24

Internal Transfers Students who are progressing at the same level of qualification, and decide to transfer to another course within the University, are treated as internal transfers. Examples of transfers include students who are changing: From To Notes Degree Degree except where a student fails and is not permitted to repeat HND HND does not include students who have already completed the HND HND Degree Degree HND Masters Masters including Postgraduate Diploma/Certificate (MA, MSc, PgD, PgC). Does not include students who have completed one course and begin another, or on a staged award CertHE DipHE CertHE DipHE Common foundation year to selected pathway, e.g. year 0 to year 1 External Transfers A student who is in receipt of a Student Finance England Loan (Undergraduate and Postgraduate, including Distance Learning student) who is progressing at the same level qualification and decide to transfer to another course at another UK Higher Education Institution are external transfers, but are processed as withdrawals using a withdrawal reason of Transferred to another institution (see Process to Withdraw section). Overview of processes Transfers are processed differently dependent on the time of year they occur and are therefore classified as either Between Year Transfers or Mid Year Transfers. It is important that the Transfer Between Years status is recorded correctly in the Student and Course Management System, as errors with this can have implications on the student s funding in the next academic year. Tier 4 Student Transfers If in receipt of a request from a Tier 4 student, the following conditions should apply: The student is still progressing between the years of a degree The new course is related to the previous course The new course is completed within the timeframe of the existing student visa If a Transfer form does not meet this criteria, contact the International Student Advisors in the International Office for advice. Email international.student.advisor@port.ac.uk, or telephone Ext 3524. SR03 Student Course Management 25

Note there can be no backdating of Transfers unless an administrative error has occurred. Between Year Transfers A student who transfers once the academic year has finished and before the new one has begun, e.g. for an undergraduate student on a standard academic year this would be between June and September, is classed as a Between Year Transfer. Transferring a whole course Where a whole course is being transferred, e.g. Full-time to Sandwich, only one Transfer form is to be sent to the CoSForms team (cosforms@port.ac.uk) within Academic Registry, with a class list of all the students attached. Individual transfer forms are not required for each student. There are three steps when inputting a Between Year Transfer: 1 Complete the Transfer form 2 Change status on the old course for each student to Transfer Between Years 3 Roll-forward, as in step 3 For further information, see Between Year Transfer Process section. Mid Year Transfers A student who transfers part way through a year, e.g. within the course instance start date and the course instance end date, is classed as a Mid Year Transfer. There are four steps when inputting a Mid Year Transfer: 1 Complete the Transfer Form 2 Change status on the old course to Transfer 3 Rapid Enrol onto the new course 4 Update and code the registered record on the new course For further information, see Mid Year Transfer Process section. Transfers after a period of interruption A student who leaves partway through the year, but intends to restart on a different course at the same level in the following year, should be interrupted until the end of the year and then processed as a between year transfer. Point to Ponder Input Responsibility Where a student transfers between departments, updating the record on the Student and Course Management System will remain the overall responsibility of the incoming Department. SR03 Student Course Management 26

Between Year Transfer Processes (against the last Registered record) Step 1 Complete the Transfer Form Ensure the Transfer Form is completed for the full class and update each individual student s record provided on the list, as per step 2. Step 2 Change status on old course to Transfer Between Years Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process Update Status Record End Date Record Exit Date Save Planned Curriculum Cancellation of Preregistered record Use [Change St..]. Use the Status pick list to select Transfer Between Years. Do not use the Transfer status Date of last attendance on old course from the transfer form. This must match the course instance end date. Date of last attendance on old course from the transfer form. This must match the course instance end date. <F10> or If created, remove. If this is left, it will have a negative impact on Timetabling If appropriate, request for this to be cancelled. See Point to Ponder SR03 Student Course Management 27

Step 3 Roll-Forward When a student transfers courses between years it is essential that a pre-registered record is created for the new course in the new academic year. Location Progression Manager End of Year Procedures End of Year Rollover [Individual] Identify the correct academic year and the transferred student record. to access the Rollover Individual screen. A message alert may display stating the student has already rolled onto a new course. Use [OK] to continue. Process to Roll Forward an individual student onto a new course Identify rollover destination Identify new course Roll student to new course Select the New Course radio button and select [Rollover]. Use the search screen to identify the destination course. to select the relevant course instance. A message alert will display to confirm roll-forward has successfully completed. Transferring a whole course Where a whole course is being transferred, e.g. Full-time to Sandwich, only one Transfer form is to be sent to the CoSForms team (cosforms@port.ac.uk) within Academic Registry, with a class list of all the students attached. Individual transfer forms are not required for each student. Point to Ponder Between Year Transfers post rollover If the transfer occurs after the main rollover period (e.g. late summer), a pre-registered record will have been created for the old course. In this case, a request for its cancellation must be emailed to the Registry Support Systems Analyst Team via studentrecords@port.ac.uk. The planned curriculum for the new course needs to be amended as applicable, see here for the Planned Curriculum manual, which is provided by the Registry Support Systems Analysts. SR03 Student Course Management 28

Mid Year Transfer Processes (against the last Registered record) Step 1 Complete the Transfer Form Ensure the Transfer Form is completed Step 2 Change status on old course to Transfer Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process to Change the status on the old course Update Status Record End Date Record Exit Date Save Close Student Notes Expected to complete (if applicable, final year students only) Expected to Attend July Graduation (if applicable, final year students only) Expected End Date Manage unit registrations Note relevant transfer data Use [Change St..]. Use the Status pick list to select Transfer. Date of last attendance on old course from transfer form. Date of last attendance on old course from transfer form. <F10> or Refer to Student Notes section for information on recording notes. Close using the Date of last attendance on old course from transfer form. Close using the Date of last attendance on old course from transfer form. Close using the Date of last attendance on old course from transfer form. Ensure all relevant units are removed from the old course before transferring onto the new course to avoid duplication. See points to ponder. See below. SR03 Student Course Management 29

Data required for the transfer When a student transfers courses during the year it is essential, for HESA reporting purposes, that the data held in the HESA screen is mirrored onto the new record. A note of the required data, possibly in the form of a screen shot of the HESA screen, should be made before exiting the transferred registration record, see below for a list of data to be mirrored. Step 3 Rapid Enrol onto the new course Location Registration Rapid Enrolment [Add] Identify the correct academic year, for the new course code and instance code to access the Rapid Enrolment Screen Process to Rapid Enrol onto the new course Identify and select student Use [Select] to access the student search screen. Identify the correct student. to select the student for Rapid Enrolment. Save <F10> or The Student Curriculum screen will open. Step 4 Update and Code the Registered Record Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Pay particular attention to: Validation of data automatically pulled through from the transferred course. Start Date on the Course Tab reflects the Date of last attendance on old course from the Transfer Form. There should be no gap in the dates between the transferred and the new record. Data held in the HESA screen on the new course registration, is recorded correctly, e.g. Field Hesa Disability Allowance Hesa Special Fee Instruction Mirror transferred record Mirror transferred record SR03 Student Course Management 30

Hesa Mode of Study Number of Years Hesa Qualification on Entry Hesa Source of Tuition Fees Hesa Location of Study Research Council Student ID Hesa Research Council Student Student Instance Number Start Date Update, if appropriate for new course Mirror transferred record Mirror transferred record Update, if appropriate for new course Update, if appropriate for new course Update, if appropriate for new course Update, if appropriate for new course Mirror transferred record Mirror transferred record Student notes recorded as appropriate for the new course, e.g.: Expected to Complete (Y/N) Expected to Attend July Graduation Expected End Date DD/MM/YYYY) Y if final year Y if final year DD/MM/YYYY Personal Tutor to be recorded as appropriate for the new course. Maintain the curriculum for the new course. Points to Ponder Number of years HESA field This automatically maps to year 1 (irrespective of the student s year of study) when records are rapid enrolled. Therefore, it must be changed to mirror transferred record or students will be chased for personal ID and qualifications from the Student Administration Division (SAD). Unit management for transferred students Please see Appendix B, Section 2, Unit Management Between Year Transfer students on page ii. OR Please see Appendix B, Section 3, Unit Management Mid Year Transfer students on page iii. SR03 Student Course Management 31

Interruptions Students Beginning a Period of Interruption A student who wishes to suspend their studies must do so in accordance with the Academic Regulations. Once the written request has been approved by the appropriate academic, the interruption is recorded on the Student and Course Management System using one of the following processes: - A whole-year interruption, i.e. students who interrupt on or before the first day of term. This option is not possible for new entry students. - A part-year interruption commencing at the start of the year, i.e. the student doesn t register but is expected to return later in the year research students and students repeating teaching block 2 units only. The record should be left as Pre-registered and start date changed to the start of teaching block 2, or date of return for research students. - A part-year interruption mid way through the year, i.e. having registered the student takes the rest of the year out. Backdating Suspensions Suspensions should not be backdated more than two weeks from the date of notification, unless there are special circumstances. If there are special circumstances, the Student Temporary Suspension Form must be signed by the Head of Department/School and sent to the CoSForms team in the Student Administration Division, or emailed to cosforms@port.ac.uk. Interruptions and Withdrawals are managed in accordance with the Student Regulations and the Withdrawal, Suspension, Transfer, Resumption Policies & Procedures for the relevant academic year. If a prospective student, who has rolled from Admissions for their first registration, wishes to delay their start, they must be deferred in the Admission system. An email should also be sent to the University Admissions Centre (UAC) via admissions@port.ac.uk requesting cancellation of the Pre-Registered record via the roll back procedure. SR03 Student Course Management 32

Students commencing a whole-year interruption It is vital that a student has a registration record each year even if they have interrupted for the whole course instance. In these cases the registration must have a category of Study Break to indicate the student took the whole year out. Backdating Suspensions Suspensions should not be backdated more than two weeks from the date of notification, unless there are special circumstances. If there are special circumstances, the Student Temporary Suspension Form must be signed by the Head of Department/School and sent to the CoSForms team in the Student Administration Division, or emailed to cosforms@port.ac.uk. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process Complete the Suspension form Update Status End Date Record Category Save [HESA] Update Hesa Mode of Study Save Record Student Notes Expected End Date Date Interrupted Expected Return Date Expected End Date Ensure the Suspension Form is completed Use [Change St..]. Use the Status pick list to change status from Pre- Registered or Registered (as may have Registered online in error already) to Interrupted. Change to match Start Date. S-Study Break. <F10> or Opens the HESA screen. 63 Dormant previously full-time 64 Dormant previously part-time <F10> or Refer to Student Notes section for information on recording notes. Close the existing Expected End Date note using the current date. Date of Last Attendance from the temporary suspension form. Expected Return Date from the temporary suspension form. Record a new Expected End Date note taking into consideration the impact of the interruption. SR03 Student Course Management 33

Undergraduate & Postgraduate students commencing a Whole Year Interruption Receive Signed Off Suspension Form Update status to Interrupted If a student goes past their expected to return date, they must either apply to extend their interruption or be withdrawn. Set Category to: S-STUDY BREAK Change Expected End Date Update HESA screen: MODE OF STUDY 63 Dormant previously Full-time 64 Dormant previously Part-time Record Student Notes Date Interrupted Date of Last Attendance Expected Return Date Expected End Date Close existing note and record new date taking interruption into account Available Validation Reports REP_SR.AMI Validation Student Dates: Report 645 End Date passed but no Exit Date REP_SR.AMI Validation Student Dates: Report 646 Interrupted Student passed Return Date SR03 Student Course Management 34

Students commencing an interruption at the start of the year (before registration) Where, due to a period of interruption, a student is only here for part of the year it is essential that the registration record reflects the actual period of attendance. If the student will not be studying in the first teaching block they should be advised not to complete the online registration form until they are due to return in teaching block 2. The record should remain at pre-registered status. Departments should change the start date to reflect the start of teaching block 2, or return date. When the student returns to study in teaching block 2, the following will need to be actioned: Start date needs to reflect the new start date (not the start of the academic year) The student will need to complete the online registration form, and ID check if applicable The student curriculum will need to be reviewed and updated as required The non-standard fee note will need to be updated If a student s status indicates registered in error, the Department will need to interrupt the record, with a start date of the start of term. The normal interruption process will need to be followed. In teaching block 2 the Department will need to contact cosforms@port.ac.uk to request reinstatement of the record and complete a Tuition Fee Amendment form, see page 43, so the correct tuition fee is invoiced. On the student s return the record will be fully registered and the category of Study Break should be removed if present. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process Complete the Suspension form Start Date Update Status Save Hesa Mode of Study Ensure the Suspension form is completed. Expected Return Date from the temporary suspension form. Use [Change St..] Use the Status pick list to change the status to Interrupted if the student has fully registered. If not, the status should remain Pre-registered. <F10> or 63 Dormant previously full-time 64 Dormant previously part-time SR03 Student Course Management 35

Record Student Notes Date Interrupted Expected Return Date Expected End Date Refer to page 10 for information on recording notes. Date of Last Attendance from the temporary suspension form Expected Return Date from the temporary suspension form. Close the existing Expected End Date note and Record a new Expected End Date note taking into consideration the impact of the interruption Figure 11 SR03 Student Course Management 36

Students commencing an interruption after registration (i.e. the record in SCMS is registered status) Where a student is only here for part of the year, due to a period of interruption, the registration record needs to reflect the actual period of attendance. As this is a valid registration the category of Study Break is not used. New students cannot interrupt within the first two weeks of the new term, they would have to defer, or withdraw and re-apply. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process Complete the Suspension form Update Status End Date Hesa Mode of Study Save Record Student Notes Date Interrupted Expected Return Date Expected End Date Manage unit registrations Ensure the Suspension form is completed. Use [Change St..]. Use the Status pick list to select Interrupted. Date of last attendance from the temporary suspension form. This must match the Interrupted Date note. 73 Dormant previously full-time (postgraduate only) 74 Dormant previously part-time (postgraduate only) The mode must remain unchanged for undergraduate students. <F10> or Refer to page 10 for information on recording notes. Date of Last Attendance from the temporary suspension form. Expected Return Date from the temporary suspension form. Close the existing Expected End Date note and Record a new Expected End Date note taking into consideration the impact of the interruption See Points to ponder. SR03 Student Course Management 37

Points to Ponder Managing unit registrations Please see Appendix B, Section 4, Interrupted students on page iii. Second Attempt Assessment / Deferred First Attempt Units Students are not entitled to re-take any failure in the Second Attempt Assessment period once they are interrupted. These units will be classed as Repeat units when they return the following academic year to complete their studies. Backdating Suspensions Suspensions should not be backdated more than two weeks from the date of notification, unless there are special circumstances. If there are special circumstances, the Student Temporary Suspension Form must be signed by the Head of Department/School and sent to the CoSForms team in the Student Administration Division, or emailed to cosforms@port.ac.uk. SR03 Student Course Management 38

Undergraduate & Postgraduate students commencing Interruption after Registration Receive Signed Off Suspension Form Update Status to Interrupted If a student goes past their expected to return date, they must either apply to extend their interruption or be withdrawn. Set END DATE Update HESA screen: MODE OF STUDY Postgraduate only 73 Dormant Previously Full time 74 Dormant Previously Part time The mode must remain unchanged for UG students Record Student Notes Date Interrupted Date of Last Attendance Expected Return Date Expected End Date Close existing note and record new date taking interruption into account Manage Unit Registrations Available Validation Reports REP_SR.AMI Validation Student Dates: Report 645 End Date passed but no Exit Date REP_SR.AMI Validation Student Dates: Report 646 Interrupted Student passed Return Date SR03 Student Course Management 39

Students Returning from a Period of Interruption A period of interruption is initially limited to one year by the Academic Regulations. A subsequent application can be submitted to extend the period of interruption. This subsequent application needs to be considered in relation to the Academic Regulation which states that a student who hasn t been assigned credit for a period of two years will be excluded. A student returning from a period of interruption must restart at the beginning of a teaching period, i.e. an academic year. Unless, the student is a postgraduate returning for dissertation submission only, who can restart at the beginning of a teaching period, e.g. Autumn teaching block or Spring teaching block. This does not apply to research students. Students who have second attempt assessment and deferred first attempt from the Autumn teaching block, and interrupt, cannot carry forward any failure into the following academic year when they return. Any failure will become a repeat. Staff should complete the fee amendment form of the Change of Status Administration (for Departments) system; when a student has returned from a period of interruption in the same academic year, as there may be fee implications. Study break students should have non-standard fee notes added over the summer. The student must have a non-standard fee reason note attached in the Student and Course Management System and a Fee Amendment form must be submitted (see page 43), so the student can be re-invoiced. Preparing a Pre-registered Record Prior to a student s return part way through an instance, their pre-registered record first needs to be updated in preparation for registration. Location Records Maintain Student Identify the correct academic year and student record to access the Maintain Student screen Process Update Status Start Date Save Close Student Notes Date Interrupted Expected Return Date Contact cosforms@port.ac.uk to action this step. CosForms will use the Status pick list to select Preregistered. Expected Return Date from the temporary suspension form. <F10> or Refer to Student Notes section for information on recording notes. Close using the Expected Return Date. Close using the Expected Return Date. SR03 Student Course Management 40

Add Student Notes (Final year students only) Expected to Complete Expected to Attend July Graduation Y. Y. Points to Ponder A student who leaves partway through the year, but intends to restart on a different course at the same level in the following year, should be interrupted until the end of the year and then processed as a between year transfer. Research students who have interrupted and are due to return within the same course instance, contact researchdegrees@port.ac.uk to have the record prepared. SR03 Student Course Management 41

Registering a student returning from interruption When a student returns from interruption they should be registered following the standard on-line registration process (see the relevant academic year Online Registration manual). When checking the student pay particular attention to: Field Location Summary Instance Code Course Tab Must reflect the correct period and level. Category Course Tab Must not be S Study Break. If this has been recorded in error set to ---. Hesa Mode of Study HESA screen 63 / Dormant previously full-time 64 / Dormant previously part-time 73 / Dormant previously full-time (Postgraduate) 74 / Dormant previously part-time (Postgraduate) Change the mode of study back to 01 Full-time, 23 Sandwich or 31 Part-time. Number of Years HESA screen Number of Years must increment from the previous year if they attended any part of it. If the student was on a Study Break, when they Register the following year, number of years must match the interrupted record in the previous year. Expected End date Student Note If not changed when the interruption commenced, will need to reflect the date it is anticipated the student will complete their course (taking into consideration the impact of the interruption). This should have been actioned when the student commenced their interruption, so would not need to be actioned again when they return from Interruption. If it was not changed at point of interruption, make sure it is amended correctly at this point. SR03 Student Course Management 42

Online Fee Amendment Before the student s start date Add a Non Standard Fee (Reason) and Non Standard Fee (Amount) in Student Notes in the Student and Course Management System, as the invoicing team will action this. After the student s start date Add a Non Standard Fee (Reason) and Non Standard Fee (Amount) in Student Notes in the Student and Course Management System. Process an online Fee Amendment Form via the Online Withdrawal System smart link within the Student and Course Management System. The screen shown in Figure 12 will open.. Figure 12 The screen in Figure 13 will open. Figure 13 CoSForms process the fee amendment. This may result in either a reduction or increase in the tuition fee. SR03 Student Course Management 43