DATA TEAM AND RESPONSIBILITIES - University of Plymouth



Academic PartnershipsData Team Processes2017/2018-2018/2019(Revised for SharePoint purposes) TOC \o "1-3" \h \z \u DATA TEAM AND RESPONSIBILITIES PAGEREF _Toc511718759 \h 1DRIVERS FOR TIMELY ARRIVAL OF ENROLMENTS PAGEREF _Toc511718760 \h 2UNIVERSITY OF PLYMOUTH STUDENT RECORD SYSTEM - UNITe PAGEREF _Toc511718761 \h 2ABBREVIATIONS COMMONLY USED IN ENROLMENT ISSUES PAGEREF _Toc511718762 \h 3DETAILS REQUIRED FOR ENROLMENTS PAGEREF _Toc511718763 \h 4FILEPATH/NAMING YOUR DOCUMENTS PAGEREF _Toc511718764 \h 6WHAT IS A “NEW”STUDENT? PAGEREF _Toc511718765 \h 1ENROLMENT PROCESS - NEW STUDENTS PAGEREF _Toc511718766 \h 2APL INFORMATION PAGEREF _Toc511718767 \h 4MODULE TRANSFER TEMPLATE (MTT) PAGEREF _Toc511718768 \h 6RETURNING STUDENTS SPREADSHEET (RSS) PAGEREF _Toc511718769 \h 7STUDENTS INTERRUPTED IN PREVIOUS ACADEMIC YEAR PAGEREF _Toc511718770 \h 10RECORDS LEFT AS P/PROVISIONAL PAGEREF _Toc511718771 \h 11WITHDRAWALS PAGEREF _Toc511718772 \h 12REASONS FOR WITHDRAWAL PAGEREF _Toc511718773 \h 12INTERRUPTIONS PAGEREF _Toc511718774 \h 13REASONS FOR INTERRUPTION PAGEREF _Toc511718775 \h 13DECEASED STUDENTS PAGEREF _Toc511718776 \h 14TRANSFERS PAGEREF _Toc511718777 \h 15NOTIFICATION OF CHANGE OF NAME PAGEREF _Toc511718778 \h 16NOTIFICATION OF CHANGE OF ADDRESS PAGEREF _Toc511718779 \h 18STUDENT CARD APPLICATIONS PAGEREF _Toc511718780 \h 19STUDENT IDENTITY CHECK PAGEREF _Toc511718781 \h 20REPLACEMENT UOP CARDS PAGEREF _Toc511718782 \h 20UNIVERSITY OF PLYMOUTH EQUALITY, DIVERSITY AND INCLUSION POLICY – INCLUDING TRANS STUDENTS PAGEREF _Toc511718783 \h 21SHORT COURSE AND CPD ENROLMENTS PAGEREF _Toc511718784 \h 22APCL USES FOR CPDs AND SHORT COURSES PAGEREF _Toc511718785 \h 23REPORTS FROM UNITe PAGEREF _Toc511718786 \h 24APPENDIX 1 MODULE ENROLMENT TEMPLATE (MET) PAGEREF _Toc511718787 \h 27APPENDIX 2 RETURNERS’ ENROLMENT COVER SHEET (RECS) PAGEREF _Toc511718788 \h 29APPENDIX 3 MODULE TRANSFER TEMPLATE (MTT) PAGEREF _Toc511718789 \h 31APPENDIX 4 WITHDRAWAL PRO FORMA PAGEREF _Toc511718790 \h 33APPENDIX 5 INTERRUPTION PRO FORMA PAGEREF _Toc511718791 \h 35APPENDIX 6 TRANSFER PAGEREF _Toc511718792 \h 37APPENDIX 7 CHANGE OF NAME (incl gender) PAGEREF _Toc511718793 \h 39APPENDIX 8 CHANGE OF ADDRESS PAGEREF _Toc511718794 \h 41APPENDIX 9 SHORT COURSE – REPEATING STUDENTS PAGEREF _Toc511718795 \h 43APPENDIX 10 CPD AND SHORT COURSE GUIDANCE NOTES PAGEREF _Toc511718796 \h 45DATA TEAM AND RESPONSIBILITIESData Team Members:-Kim MonkSenior AdministratorRichard MeleadyData AdministratorJohn StyringData AdministratorNatasha SigsworthAssistant AdministratorIsaac SmithAssistant AdministratorThe Data team are responsible for the upkeep all elements of each students’ record on UNITe, to ensure as much accuracy as possible throughout the term of the students’ study. This includes:Creating records for new studentsLinking enrolment detailsUpdating Returners’ recordsWithdrawalsInterruptsTransfersChanges of nameAddress changesModule changesLiaison with TIS to create loginsData quality Producing reportsRegistering HND and HNC enrolments with PearsonDRIVERS FOR TIMELY ARRIVAL OF ENROLMENTSWhilst data reported by way of your HEIFES return and Plymouth’s HESES return may have changed, it is still important that the deadlines remain in place for many other reasons, as set out below.To accord with the terms of your Academic Co-Operation AgreementAccess to UOP DLE facilities (ie to the UoP portal)Production of UoP Student CardLibrary access and full use of facilities Access to MoodleWe employ extra staff between September and November to enable enrolment processesThere are still records which do need to be included in HESES/HESAWe won’t be able to produce accurate reports of your enrolment details for checkingWe need to produce student lists for Partners for checking to ensure that students are included in the correct HEFCE return and are not included in both UoP HESES and College HEIFES returns – HEFCE are very concerned about duplicate reporting. We need to check also that students are not missing from either return.?To avoid late enrolment charges from external awarding bodies (ie Pearson)UNIVERSITY OF PLYMOUTH STUDENT RECORD SYSTEM - UNITeUNITe is the system used at University of Plymouth to record every requirement of your students’ study. It is not just a database to record students’ programme enrolment, but amongst other things:-Records all elements of students’ studySet up of programme curriculumInput marks and run results calculations Produces Excel reportsFeeds to other offices and departments (Card office/Awards/Finance/Students Records/Corporate Information)Produces extracts which are sent to HESES/HEFCE (December) andHESA (October) Enables application for Student Union membership cardProduces statistics for monitoring and internal useHolds KIS details (Key Information Sets) Produces statistics re achievements and ranking nationallyNSS (National Student Survey)/SPQDLHE (Destination of Leavers from Higher Education) reportEnables production of transcripts where appropriateEnables access to MoodleAccess to DLE (Digital Learning Environment)All of these things depend upon accurate recording of students’ enrolment details, as dealt with in the following sections.ABBREVIATIONS COMMONLY USED IN ENROLMENT ISSUESADVAssessment Data VerificationAPAcademic PartnershipsAPCLAccreditation of Prior Certificated LearningAPLAccreditation of Prior LearningASRAll students reportAYAcademic yearCTRCredit totals reportDOBDate of birthECSEnrolment Cover SheetELQEquivalent or Lower qualificationFTFull-timeFTEFull-time equivalentHEHigher educationHEFCEHigher Education Funding Council for EnglandHESAHigher Education Statistics AgencyHESESHigher Education Students Early StatisticsHQEHighest Qualification on EntryMOAMode of attendanceNOKNext of kinNSPNational Scholarship ProgrammeSPESSingle Programme Enrolment SpreadsheetPTPart-timeRECSReturners Enrolment Cover sheet RSSReturning students spreadsheetSRNStudent Reference NumberUoPUniversity of PlymouthDETAILS REQUIRED FOR ENROLMENTSUniversity of Plymouth no longer returns records to HESES/HESA for the majority of our partners following a HEFCE audit from September 2015. Partners who previously had to provide us with HESA information will report student numbers in their own returns. (There are some partners’ programmes which do need to be reported, but they will be aware of this). This change will reflect on the enrolment process in this way:-NEW STUDENTS: We do not require HESA information for your new students, just the details listed on Page 3.RETURNING STUDENTS – DIRECTS/FOR VALIDATION ONLY: These are records which we excluded from UOP reports previously. You now don’t need to advise us that these were directs as the records will be excluded by our own processes. RETURNING STUDENTS – UOP NUMBERS: This year (2017/2018) there will be a few records which still need to be reported as UOP numbers. We will use our own processes to identify them and they are probably only missing fee information. We will ask for this information after enrolment if it’s required.PLEASE NOTE: As we are no longer required to input HQE and qualifications on entry you must ensure that you hold it within your own systems as this will be required by UOP faculties if your students progress to a top-up degree. NEW! Changes in Data Protection Act: From September 2017 you will need to ask your students if they would like to be a member of UPSU. Previously, UNITe defaulted to automatically include students unless they specifically expressed the wish to be excluded. The section below sets out the advantages to students of consenting to membership of UPSU. Please ensure that students understand the implications of not opting to join.University of Plymouth Students' UnionUniversity of Plymouth Students’ Union (UPSU) is an independent registered charity that seeks to represent all the students of The University of Plymouth.UPSU facilitates:student representation at all levelshosts sports clubs and societiesprovides volunteering opportunitiesindependent adviceStudent Representatives?are the voice of the student body?across the University and its partners. They are a vital link between the student body, the University, its partners and the Students' Union. Student representation ensures that students' views, ideas and concerns are heard at all levels throughout the University community, influencing university practice and strategic direction.UPSU Advice Service aims to provide free, confidential and non – judgmental support, representation, and advice to all University of Plymouth students.For more information about the student union please follow the link: *Please note UPSU only support UK based partners excluding GSM.??We only need personal information for new records due to the change in reporting requirements as follows (curricula information, of course, remains the same):-Surname*Forenames*TitleGenderDate of BirthPrevious NameInclude in Student Union (UPSU)NationalityDomicileHome addressTerm time addressTelephone/mobile nosNext of Kin – OptionalNOK address-OptionalNOK Telephone/Mobile Nos Optional**Please ensure we receive students’ full legal namesFILEPATH/NAMING YOUR DOCUMENTSWith the introduction of SharePoint, it has become necessary to have a uniform system of naming files to make our processes work more smoothly. The partner codes mentioned in the table on the next page are:-PartnerPartner codeBCAGBCABCOMBCOMBridgwater & TauntonBRIDCity of BristolCOBCCCPCITYHMS CollingwoodHMSCCornwallCORNCTCRMCTCRMDegree ApprenticeshipsPUDAExeterEXETFOST HMFOSTGSM LondonGSMLHCLHCLHighlandsHIGHHKU SPACEHKUIUGIUGHNDCHNDCInstitute for Export and International TradeTBCMLAMLANSBMNSBMPeninsula CollegeTBCPetrocPETRRilaRILARMSoMRMSOMSAA-GESAASchumacherSCHUSouth Devon CollegeSDCStrodeSTROTor Bridge HighTBHTransartTRANTruro & PenwithTPCWeymouthWEYMYeovil College UCTBCLIBRARY?Metadata?AY (2017/2018)/Document type?Naming Convention details??Example?(Separate with a space NO punctuation)??New Students?Enrolment spreadsheet (accompanied by separate ECS – to be phased out by 2018/2019 intake)?Enrolment spreadsheet??Partner code??Date uploaded to SharePoint?DD MMM YYYY??Enrolment spreadsheet PETR 21 Sep 2017??New Students?Single Programme Enrolment Spreadsheet (SPES)SPESPartner code??Programme code??Programme name??Date uploaded to SharePoint?DD MMM YYYY???SPES BRID 0000 FdA Art 21 Sep 2017??New Students?SPES – Short Course?SPES?Partner code?Short Course Code 40__?Module info?Date uploaded to SharePoint??DD MMM YYYY??SPES CORN 4057 Careers 06 Feb 2018?New Students?SPES - CPD?SPESPartner Code?CPD Code 39__?Module info (enough to identify group)?Date uploaded to SharePoint??DD MMM YYYY??SPES TPC 3946 Leading 02 Jan 2018?Returning students?Returning students spreadsheet (RSS) (incorporating RECS from Sep 2018)RSS??Partner code??Date uploaded to SharePoint?DD MMM YYYY??RSS COBC 20 Oct 2018?Returning students?Returners Enrolment Cover Sheets (RECS)?(RECS will be incorporated in the RSS from Sep 2018 – but may be needed as a separate doc in some instances)RECS??Partner code??Programme code??Programme name??Date uploaded to SharePoint??DD MMM YYYY???RECS EXET 1235 HNC Mechanics 12 Oct 2017??Docs?Withdrawal?Withdrawal?Partner name??Student ref or surname?Date uploaded to SharePoint??or?Withdrawal??Partner name??Multiple students??Date uploaded to SharePoint?DD MMM YYYY???Withdrawal PETR 778899 02 May 2017???or??Withdrawal PETR Multiple students 03 May 2017?Docs?Interruption?Interruption??Partner code??Student ref or surname?Date uploaded to SharePoint?DD MMM YYYY??or??Interruption??Partner code??Multiple students?Date uploaded to SharePoint??DD MMM YYYY???Interruption PETR 1010101 02 May 2017????or???Interruption PETR multiple students 03 May 2017??Docs?Transfer?Transfer??Partner code??Current programme code??Current programme name?Date uploaded to SharePoint??DD MMM YYYY???Transfer SDC 0000 HND Design 11 Nov 2017?Docs?Change of name?Change of name??Partner code??Student ref or Surname?Date uploaded to SharePoint??DD MMM YYYY???Change of name CORN 7070707 12 Dec 2017??Docs?Change of address?Change of address??Partner code??Date uploaded to SharePoint??DD MMM YYYY???Change of address SCHU 04 Mar 2017??Docs?Module Enrolment Template?(incorporated in RSS from Sep 2018)Modules decided after peak enrolment period – becomes a record update?MET??Partner code??Module code??Date uploaded to SharePoint??DD MMM YYYY???MET CORN CORN1234 12 Oct 2017??Docs?Module transfer template?MTT??Partner code??Programme code??Date uploaded to SharePoint??DD MMM YYYY??MTT SCHU 7890 12 Apr 2018???WHAT IS A “NEW”STUDENT?Definition: A new student is a student commencing a new programme of study, this includes:-Students commencing study at Stage 2Students progressing (eg from a FdSc to a BSc or a Short Course to a CPD)As they are continuing to a NEW programme of study, this is a NEW enrolment and an enrolment form/spreadsheet and ECS must be provided.We often find enrolment information is not always sent for students progressing from one programme to another. This is not an automated process or part of a continuous process – you must send enrolment information for this group of new students.ENROLMENT PROCESS - NEW STUDENTSFrom 2018/2019 onwards we will be asking for new students’ enrolments to be uploaded to SharePoint using the Single Programme Enrolment Spreadsheet (SPES). This format incorporates tabs as follows:Tab 1 “Students”Students’ names/DOB and personal detailsTab 2 “ECS”Students’ programme and module detailsTab 3“Optional Modules”For optionals if necessary (extra tabs can be added)Tab 3/End tab “Query Tracking”For the Data Team and Partners’ HE staff to track queries and replies. Once all queries are resolved the metatag against the document in the sub-site will be changed to “Task completed”Enrolment details provided via a spreadsheet with columns to match required fields as listed above plus columns for the UoP programme code and title.New procedure* From 2017/2018 the emphasis changed regarding membership of UPSU we are now asking if students wish to opt in – rather than opt out as before. Enrolment cover sheets (ECSs) on Tab 2 are required for each cohort, to give information regarding the programme and modules. We use these as part of our checking processes.SPES for Short Course and CPD studentsThere is a specially modified SPES for each of these programmes as the requirements of the ECS vary slightly.(Due to the nature of the formatting it’s not possible to include an example in the appendices at the end of this manual). You will still need to send us the draft enrolment forms that your students use for checking purposes, although we do not need to receive these for enrolment purposes.UoP Conditions and BenefitsIt is important to note that partners’ internal processes regarding enrolment of students must be adhered to and you must ensure that your students are aware of the conditions and benefits of undertaking a programme validated by University of Plymouth. With this in mind, we have added the following footer to the ECS and ECS with APL and RECS.“By providing these enrolment details partnerships are confirming that their students have completed those institutions’ internal enrolment processes, and their students are aware of terms and conditions and any possible benefits associated with study on a University of Plymouth validated programme”.The module information on the ECS tab should be identical to that which will appear on the students’ Board papers within the same academic year. You can add module details to the ECS tab in the following formatsStudents listed on Tab 1 are all taking the same core modulesModules listed and indicated as all core on ECS tabStudents listed on Tab 1 taking the same core and optional modulesYou can use the ECS to list modules, but indicated which are core and which are optionalStudents have the same core modules, but some have selected different optionalsYou can choose which method suits your systems bestChoice 1List the Core modules on the ECS tab Use OM tabs per optional module with list that selection of students on that tabChoice 2Add further ECS tabs, set out the core and optionals on each ECS listing the students on that tabAPL INFORMATION“APL” is “Accredited Prior Learning”, this can be from previous study or experiential. We need to add what we refer to as “APL credits” to records when students start study on a programme that requires more credits than they are studying on that programme/stage.The most common example of this is where students have completed an FdSc/FdA under AP and have taken the decision to progress to a BSc/BA, referred to as a “top up” where the students go straight into either Stage 3 of a FT programme or the equivalent appropriate stage of a PT BSc/BA. Please remember that this will not necessarily be Stage 3, dependent upon what the student is bringing in as APLd credits. These are two separate programmes and you will need to send us information for new students. There is no automated system on UNITe for students’’ records to “roll over” into a separate programme.The request for APL information is now incorporated into the ECS on Tab 2 of the SPES. The Data team need to know if the student(s) undertook the programme being APLd as a UoP programme (extract below). This will help us to ensure that records are updated correctly, and help avoid creating duplicate records. 275272559182000We either require information regarding the module that we are APLing OR the amount of credit we are adding to the record, never both.If you have a group of students with different APL details, they cannot go on the same ECS tab as the same circumstances don’t apply. You will need to add a separate ECS to the SPES listing those students OR submit a separate SPES if you prefer.There are three possible scenarios to add credit to records.1The student has completed a programme with AP previously and you want us to use this to reflect this previous achievement. Indicate the amount of credit needed and tick YES in the box asking “Did the student complete the programme being APLd with UoP?”Why? The team then know (1) we already have a record for the student and (2) we can “lift” that previous achievement (3) we need the instruction/authorisation from you that we can use it.2The student has achieved sufficient credits elsewhere.Tell us how many credits you have agreed the student can bring to the programme and at what level and tick NO.If we see a record on UNITe where students have achieved the credit but you have asked us to add a CRED module. We will contact you and ask if the student has been told that the previous achievement is being added or just a credit. Why? The team then know there’s probably no previous record for the student and we will add “CRED” modules to weight the enrolment with sufficient credits to achieve the course. 3The student has achieved module(s) on a previous programme which they can bring to the new programme (ie not the whole stage)Tell us the code and module name and insert “Yes”. Why?We can then add a current version (session) of the module and add the marks information to give the correct achievement.MODULE TRANSFER TEMPLATE (MTT)To advise the Data Team of changes to students’ module choices:-Complete Module Transfer template (MTT) to identify modules to be removed and added to records. (See Appendix 3)The template has two tables. The first shows the module to be removed and the second table sets out the module to be added. Template (B) states:Programme TitleProgramme CodeModule TitleModule CodeStudents’ names and University of Plymouth Student Registration Number (SRN)Either section of the template can be used in isolation, if students need to be either linked to extra modules, or removed from incorrect ones.RETURNING STUDENTS SPREADSHEET (RSS)The RSS deals with:-Updating records from P/Provisional to L/LiveIndicating if Students are “expected to complete” within the academic year. HE Administrators place a capital “Y” in the appropriate column headed “enrolmenthesa.source” if applicable, but leave it blank if this does not apply. This field is uploadable and the process will automatically populate this information on UNITe.New Process for returning studentsFrom 2018/2019 we are going to use SharePoint to manage the process for returning students. UoP’s Student Records central team produce the RSS following authorisation by the Partnership Operations Manager of Academic Partnerships, Donna Strickland. All minor changes etc to returning students’ curricula must be correct before records are “rolled” by Student Records. Student Records implement “roll over” of the existing records on UNITe into their next stage. This enables the creation of the RSS, because these records come out of UNITe, we can upload some updates back into UNITe.The Returning Students spreadsheet (RSS) will be uploaded by Data Team to the SharePoint library named “Data – Returning Students”. HE teams can then “check out” from SharePoint the RSS to update and then “check in” back to SharePoint. The completed RSS will be sent to to Student Records for upload to UNITe.From September 2018 we will also be incorporating the RECS as separate tabs per programme. You will need need to add tabs yourself for returning students who are repeating and possibly for additional optional modules, but full instructions will be provided.(Due to the nature of the formatting of the RSS incorporating RECS it’s not possible to include it in the appendices at the end of this manual). From 2013/2014 Academic Partnerships put in place specific programmes and programme codes for part-time paths. PT students who started under the old system of enrolling against FT programme codes, will continue under the same programme code. At this point most students will have completed their study in this mode; however, it is possible there may be some students who need to repeat again this year. They will not appear on the RSS and you will need to supply an R-ECS independently of this system. However 2018/2019 is probably the last time we will see these. ScenarioActionReturning FT student on FT programmeStudent is continuing to their next stage as set out on the RSS.Change P/Provisional to L/LiveComplete RECS tab setting out core and optional modules ORComplete the RECS and add Module Enrolment Template (MET) tab for optional modulesReturning PT Student on FT programme (See note on previous page)It is quite unlikely that there are still students on these programmes now.Leave as P/Provisional Make a note in the comments columnComplete RECS tab setting out core and optional modules OR Complete RECS and add Module Enrolment Template (MET) for optional modulesReturning PT student on PT programme Student is continuing to the stage set out on the RSS (Stage 2, Stage 3 or in rare cases Stage 4)Change P/Provisional to L/LiveComplete RECS tab setting out core and optional modules ORComplete RECS and insert Module Enrolment Template for optional modules FT student has failed to complete previous stage and must repeat modules(Record has rolled over to next stage)Leave as P/ProvisionalIndicate the student is repeatingInsert RECS with attempt number(s) FT student has failed to complete final stage and must repeat modules The record will NOT appear on RSSYou need to identify student independentlyInsert RECS in RSS with attempt numbersPT student has failed to complete previous stage and must repeat modules(Record has rolled over to next stage)Leave as P/ProvisionalIndicate the student is repeatingInsert RECS in RSS with attempt numbersPT student has failed to complete their final stage The record will NOT appear on RSSYou need to identify student independentlyInsert RECS with attempt numbers in RSSStudent record appears on RSS, but has Withdrawn/Interrupted or Transferred Leave the status as P/Provisional. Make a note in the comments column Upload usual pro forma, if not already sentStudent’s details are incorrectChange from P/Provisional to L/Live if appropriate Add note in comments column, do not alter any details in the RSSLeaving record as P/ProvisionalIf record is left as P/Provisional – The you must annotate the comments column explaining whyYou provide completed RECSs for each cohort of returning students and separate cover sheets for students whose module enrolments vary. Extended Referrals – please ensure that you let the Data Team know about these, we need to add modules to the record and mark them as “ER” in readiness for the Programmes team team to input marks. Optional Modules – You must inform us which optional modules to link to students’ records where applicable. We must have initial instructions to link modules, even though those enrolments may change later. Records reflecting an insufficient module credit total will appear as part-time. Unresolved queries – Any queries that have been raised regarding incorrect or missing enrolments and have arisen from Data Verification Reports or Panel and Boards paperwork, which have not been responded to, will be reflected in the information on the RSS. NB: Queries resolved after the production date of the RSS will not be reflected. STUDENTS INTERRUPTED IN PREVIOUS ACADEMIC YEARWe will send a report to Partners in late August/early-September in Excel format itemising all students who have been interrupted during the course of the academic year. We will add a column for you to indicate the following:-Student remains InterruptedIndicate “I” on the spreadsheet.We will update the record to show the student continues to be interrupted for a further academic yearStudent has now withdrawnIndicate W on the spreadsheet. Send a completed withdrawal form – the date the study last studied will be the same as the interruption.Student is returning to studyIndicate R on the spreadsheet and provide a completed Returners Enrolment Cover Sheet. RECORDS LEFT AS P/PROVISIONALTowards the end of the peak enrolment period (mid-September to end-November), we will generate reports highlighting records that remain as P/Provisional.By the end of November all standard programme stages should be eitherL/LiveW/WithdrawnI/Interrupted orT/TransferredWITHDRAWALSPlease advise the Data Team immediately when students withdraw. The withdrawal date on the pro forma should be the date the student last attended for study.REGIONAL PARTNERS ONLYYou will find this wording on the footer of the withdrawal form, please note that the deadlines relate solely to the way your service charge is calculated. These must be uploaded throughout the year as soon after the actual withdrawal date as possible. Notification of student withdrawals that occur up to the 7 January must be received and processed by 31 January that year.? Withdrawal notices received after this date will be subject to the standard service charge.? Please refer to 10.3.5 of the Academic Co-operation Agreement for clarification. Withdrawals are not actioned via Result Lists or Panel/Board paperwork. Send a completed Withdrawal pro forma to the Data Team. Withdrawal pro forma with footer (See Appendix 4). REASONS FOR WITHDRAWAL(as appears in UNITe dropdown)01Successful Completion02Academic Failure03Transferring to another institution04Health Reasons05Deceased*06Financial Reasons07Personal Reasons08Written off after time lapse09Disciplinary10Taken up employment*See section headed “Deceased Students”INTERRUPTIONSPlease advise the Data Team immediately when students interrupt (sometimes called “suspend” or “defer”). The end date should be the date the student last attended for study purposes.REGIONAL PARTNERS ONLYYou will find this wording on the footer of the up-to-date interruption form, please note that the deadlines relate solely to the way your service charge is calculated. These must be uploaded throughout the year, as soon after the actual withdrawal date as possible. Notification of interruptions that occur up to the 7 January must be received and processed by 31 January that yearInterruption notices received after this date will be subject to the standard service chargePlease refer to 10.3.5 of the Academic Co-operation Agreement for clarificationInterruptions are not actioned via Result Lists or Panel/Board paperwork. Send a completed Notice of Interruption to the Data Team. Interruption with footer pro forma (See Appendix 5)REASONS FOR INTERRUPTION (as appears in UNITe dropdown)04Health Reasons06Financial Reasons07Personal ReasonsDECEASED STUDENTSYou must inform the Data Team as a matter of urgency in the event of a death. We need to know this in order to notify University of Plymouth’s Data Support team as only this department has the authority to close the record on UNITe. UNITe is used for a variety of purposes and therefore every effort must be made to avoid generating any inappropriate listings or correspondence which may cause further distress to the student’s family or friends. We will need to receive a Notice of Withdrawal setting out the date the student last attended. Please send these details to the Data Team to put appropriate procedures into immediate action.TRANSFERSPlease advise the Data Team immediately when students transfer to a different programme of study. We need the exact date that the students transferred. Students cannot transfer to a new programme of study after the Christmas break. It is viewed that the student will have not only missed an extensive amount of teaching, but it is also highly likely that they will have missed some assessments.You should complete the Notification of Transfer pro forma, which consists of two parts (See Appendix 6).This is also the correct pro forma to use when students have been enrolled to the wrong programme, or if there has been a permitted change to a programme. NOTIFICATION OF CHANGE OF NAMEThe document below sets out University of Plymouth’s internal policy for dealing with student name changes.Our partners must adhere to this procedure themselves internally to ensure that name changes have been legally verified and fully complete the AP Change of Name pro forma, which should be sent to the Data Team for processing. (See Appendix 7).All sections of the form are to be completed, very often a change of name will also mean a change of other circumstances (eg marriage may imply a change in the next of kin, or change of address). This pro forma is for use only in the case of a legal name change NOT if a name has been mis-spelt or incorrectly entered on UNITe. If you notice a spelling or formatting error, please email the Data Team with the details and we will correct the record.University of Plymouth – Internal process only (you do not need to provide us with paperwork, but you do need to hold this yourself)“Enrolment Process Group – procedure reference no: E004Student name changesExpected Level of Responsibility:Administrative Assistant, Programme Administrators, Student Records OfficePrior Knowledge/Training Requirements:Student Record SystemCalendar Point:Term timeRationale and impact:Student details accurate on Student Records SystemApart from the academic need to have accurate records there are some strong administrative drivers for this eg the production of awards certificates that are legal documents and need to have the student’s legal name printed on them; in Science the module lists are used for field visit bookings eg air tickets. Where students are travelling abroad, it is vital that bookings for air tickets correspond with the student’s full legal name as detailed on the passport.ProcedureThe student completes the Notification of Change of Name form and provides supporting evidence for the name change. The only forms of evidence which will be accepted to support the change of name are: Passport or Driving Licence in the new nameMarriage CertificateDecree Absolute or Decree Nisi Papers (if reverting to maiden name a copy of the birth certificate, a signed declaration from the student to say that they have reverted to their maiden name for all purposes plus a copy of an official document such as bank statement in new name)Deed Poll or Statutory DeclarationBirth CertificateNB A birth certificate is not viewed as absolute proof of identity or name. Staff are advised to ask for another item of ID from the group above to support name change.Faculty or School administrative staff check the completed form and supporting evidence ensuring that the dates of change on the supporting evidence correspond with those on the Change of Name form. A copy of the evidence should be taken and attached to the Change of Name form.The completed form plus copy of supporting evidence is forwarded to Registry who amend the SRS to reflect the new name.Approved Variations:NoneStandard Documentation:Notification of Change of Name form Date Agreed by Faculty Registrar Group – 7 September 2006NOTIFICATION OF CHANGE OF ADDRESSPlease advise the Data Team when you have been notified of students’ changes of address using the Notification of Change of Address pro forma.(See Appendix 8)STUDENT CARD APPLICATIONS1Photo uploadStudents can upload their photograph to apply for a student card using the link below as soon as we have received and processed their enrolments. They will need to know their SRN (Student Registration Number) and the date of birth must be correct on UNITe. Most crucially, students must have a live enrolment for this to work.The Card Office produce cards and send them to the Data Team for posting to the relevant HE Admin Office or named person.Process as follows:-1.Go to Add student reference number (SRN), date of birth, surname/family name and then click ‘Login’.2Click ‘Upload a photo for your University Card’914400845185003.Read the instructions carefully; click ‘browse’ to select a photograph and then ‘upload file’. If the picture is too large, instructions will be given on how to crop it.-39370013335004.An image of the student card will be shown – click ‘yes’ to confirm.STUDENT IDENTITY CHECKUniversity of Plymouth’s Card Office has initiated the requirement for identify checks before releasing cards to students. We therefore recommend that you carry out identity checks before distributing cards to your students.REPLACEMENT UOP CARDSIf students contact you regarding replacement UOP cards please refer them to this link where they can pay for and request a new card to be generated. The Card Office will then post these to the Data Team for onward posting to the relevant HE office in the usual manner. OF PLYMOUTH EQUALITY, DIVERSITY AND INCLUSION POLICY – INCLUDING TRANS STUDENTSThe link below sets a variety of details concerning these matters, including a link to the UoP Staff and Students Trans Policy. you are not able to access this, please contact the Data Team via apenrolments@plymouth.ac.uk and we will send this to you. Change of GenderStudents are able to request a change in the gender already recorded on UNITe without any supporting paperwork being required. Please email the Data team with details to request the change.Change of name and change of genderThe existing change of name notification form has now been changed to reflect the wishes of the student to update the gender field on UNITe. SHORT COURSE AND CPD ENROLMENTSThe same criteria apply to students enrolled on these programmes as for any other:-There is a specific SPES for Short Courses and CPDs available. Please contact the Data Team who will provide you with the template.Students who commence study on a Short Course are able to transfer within the academic year to a CPD.If students withdraw or interrupt, we need to be advised immediately using the usual pro forma.Students’ results go to Panels and Board in June or September referral board as with other programmes.If students are deemed to have failed at Panels and Boards, we need to be advised via a withdrawal form (academic failure).If students need to repeat modules (ie they are returning students), we need to be advised in the main enrolment period from mid-September to end of November by the use of the relevant CPD or Short Course Returners’ Enrolment Cover Sheet.Short Course records do not roll over as they are completed within one academic year and will therefore not appear on the RSS. However, you need to advise us about students repeating a failed module. There is a pro forma for this.CPD programmes will roll over to a P/Provisional Stage 2 if they are still L/Live at Stage 1. RECSs are required so that the correct module(s) can be linked. Short Courses and CPDs are not awarded to students who have partially completed foundation programmes and attained a pass in a number of modules. They must be enrolled on the Short Course or CPD from the outset.Regulations governing Short Courses and CPDs are more particularly set out in the Guidance Notes attached as Appendix 10.APCL USES FOR CPDs AND SHORT COURSESCredits achieved via Short Courses can be applied to CPDs (but no more than 20 credits) Credits achieved via Short Courses or CPDs can be applied to a FdA/FdSc programme, but no more than:160 credits for a 280 credit award140 credits for a 260 credit award120 credits for a 240 credit awardIn all cases 60 credits must be at Level 5REPORTS FROM UNITeWe can supply a variety of reports generated from UNITe. These are produced at throughout the initial enrolment period, but can be requested at any time.Partner staff should check reports for accuracy, including:-Spelling of namesCorrect dates of birthProgramme enrolmentModule enrolmentsCredit totals (ie FT/PT)New students not listedReturning students not listedCPDs and Short Courses – Guidance NotesCPDs and Short Courses are not a fall-back option for partially completed courses or repeat modulesStudents can undertake a CPD and Short Course at the same time up to a max of 100 creditsCertificate of Professional DevelopmentEach Partner has its own generic programme codeModules taken must total 60 credits and no more, no lessModules can be from any AP approved programme or CPD Stand-alone modulesModules must be decided at the outset and must be relevant (ie complementary)Maximum period of registration is 3 yearsIf modules achieved via a Short Course are “APCLd”, the start date of these count as the 3 year period Students can enrol on a further CPD once completed, but not within same academic yearOn completion of the CPD a certificate is issued from AP setting out the modules which have been achievedShort CoursesEach Partner has its own generic programme codeCan consist of one or more modules, but must not exceed 40 creditsModules can be chosen from any AP approved programmeShort courses must be completed within 1 academic yearA Short Course cannot be undertaken at the same time as a full-time enrolment at Stage 1 Students can enrol on a further Short Course once initial enrolment is completed, but not within the same academic year. “Completion” of a Short Course is defined by completion of the module or modules enrolled upon initially not exceeding 40 credits On completion, Short Course certificates will be printed itemising the module(s) achievedAPCL uses for CPDs and Short CoursesCredits achieved via a Short Course can be applied to a CPD or any AP approved programme, but no more than 20 creditsCredits earned achieved via a CPD can be applied to any AP approved programme, but no more than 50%General We must only link modules as L/Live that are going to have validated marks against them in the same academic yearCPD enrolments will appear on the Returning Students spreadsheet and information can be updated at this time as per other enrolments by supply of a correctly completed RECSIf students withdraw or interrupt from their Short Course or CPD studies, we must be notified immediatelyIf students change their initial module choices, we must be notified immediatelyResults Lists for Short Courses and CPDs must be presented on a separate sheet at the relevant Panel and BoardAPPENDIX 1 MODULE ENROLMENT TEMPLATE (MET)Programme Title:?Programme Code:?Module Title:?Module Code:?Student Surname:Student Forename(s):UOP Registration No:???????????????????????????APPENDIX 2 RETURNERS’ ENROLMENT COVER SHEET (RECS)APPENDIX 3 MODULE TRANSFER TEMPLATE (MTT)APPENDIX 4 WITHDRAWAL PRO FORMA(Example shows footer for regional partners only)APPENDIX 5 INTERRUPTION PRO FORMA(Example shows footer for regional partners only)APPENDIX 6 TRANSFERNB: This document comprises two parts, you must complete both sectionsAPPENDIX 7 CHANGE OF NAME (incl gender)APPENDIX 8 CHANGE OF ADDRESSNotification of Change of AddressAPPENDIX 9 SHORT COURSE – REPEATING STUDENTS APPENDIX 10 CPD AND SHORT COURSE GUIDANCE NOTESCPDs and Short Courses – Guidance NotesCPDs and Short Courses are not a fall-back option for partially completed courses or repeat modulesStudents can undertake a CPD and Short Course at the same time up to a max of 100 creditsCertificate of Professional DevelopmentEach Partner has its own generic programme codeModules taken must total 60 credits and no more, no lessModules can be from any AP approved programme or CPD Stand-alone modulesModules must be decided at the outset and must be relevant (ie complementary)Maximum period of registration is 3 yearsIf modules achieved via a Short Course are “APCLd”, the start date of these count as the 3 year period Students can enrol on a further CPD once completed, but not within same academic yearOn completion of the CPD a certificate is issued from AP setting out the modules which have been achievedShort CoursesEach Partner has its own generic programme codeCan consist of one or more modules, but must not exceed 40 creditsModules can be chosen from any AP approved programmeShort courses must be completed within 1 academic yearA Short Course cannot be undertaken at the same time as a full-time enrolment at Stage 1 Students can enrol on a further Short Course once initial enrolment is completed, but not within the same academic year. “Completion” of a Short Course is defined by completion of the module or modules enrolled upon initially not exceeding 40 credits On completion, Short Course certificates will be printed itemising the module(s) achievedAPCL uses for CPDs and Short CoursesCredits achieved via a Short Course can be applied to a CPD or any AP approved programme, but no more than 20 creditsCredits earned achieved via a CPD can be applied to any AP approved programme, but no more than 50%General We must only link modules as L/Live that are going to have validated marks against them in the same academic yearCPD enrolments will appear on the Returning Students spreadsheet and information can be updated at this time as per other enrolments by supply of a correctly completed RECSIf students withdraw or interrupt from their Short Course or CPD studies, we must be notified immediatelyIf students change their initial module choices, we must be notified immediatelyResults Lists for Short Courses and CPDs must be presented on a separate sheet at the relevant Panel and Board ................
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