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• We are responsible for all changes to a student’s status, as well as updating external bodies & partners
• Our email address is [email protected] please use this for all correspondence
SR03 Manual - Version 2, November 2012
http://ithelp.port.ac.uk/questions/84/Student+Records+manuals
Change of Status Forms• Suspensions, Transfers, Fee Amendments & Withdrawals
both online or hard copies
• For the majority of students, a change in status will result in their fee liability being amended
• CoSforms process the forms & initiate the tuition fee refunds
• Tuition fee refunds are processed weekly
• Amendments to fees, directly relate to the correct dates being supplied on the forms
• Please make sure the information is communicated in a accurate & timely fashion
Reduction of Fees – 2013/2014
Liability Period 1 - (16/09/13 – 05/01/14)
• 25% Fees - Tuition fee loan reduced
Liability Period 2 - (06/01/14 – 21/04/14)
• 50% Fees - Tuition fee loan reduced
Liability Period 3 - (22/04/14 – 15/09/14)• 100% Fees - Tuition fee loan will not be reduced
• Please be aware, that students who either withdraw or interrupt in the first 2 weeks of the course start date, will have a nil fee.
Student Funding
• Tuition Fee Loans from SFE account for 90% of undergraduate funding
• We send an electronic notification to SFE for every amendment
2012/13 CoC Category No. CoC Percentage
Withdrawal 1087 15%Suspension 444 6%Resumption 107 1%
Repeat 633 8%Transfer 2403 32%
Fee 2809 38%Total 7483 100%
TOPICS TO BE COVERED
• Withdrawals
• Fee Amendments
• Suspensions & Resumptions
• Transfers
• Repeats
• Student Records
WITHDRAWALS
• Student Withdrawal
• Board of Examiners
• Not Returning From Previous Year or Suspension
• After On-line Registration
http://www.registryhub.port.ac.uk/withdrawals/
Withdrawals – Student Withdraws • Student should complete online withdrawal form
• Staff should complete if written confirmation is received
• Staff complete admin page - NO BACKDATING
• Staff update Student Records - SR03 Page 15
• The ‘Date of Last Attendance’ must match the ‘End Date’ & ‘Exit Date’ fields in Student Records - SR03 Page 17
• Interruption date becomes the withdrawal date
• CoSforms pro-rata the tuition fee & send CoC (Task) to SFE
• SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE
• Withdrawn student will fall under new fee regime
Withdrawals –Withdrawn by Board of Examiners
• Staff update Student Records - SR03 Page 18
• Start & end date remain & exit date becomes the date of the BoE
• Staff complete online withdrawal form – select BoE from dropdown
• CoSforms process withdrawals after appeal period - 1st Sept
• If appeal is successful, CoSforms must be notified, so the withdrawal can be rejected
• If appeal is unsuccessful, the withdrawal will be processed
• CoSforms do not amend fee liability - (100% of Tuition Fee)
• Withdrawn student will fall under new fee regime
Withdrawals - Withdrawn after Not Returning from Previous Year or Suspension
• Current year record cancelled if not registered - SR03 Page 18
• Previous year record withdrawn from last date of attendance
• Withdrawal date is the date of interruption IF the student interrupted in a previous year
• The ‘Date of Last Attendance’ must match the ‘End Date’ & ‘Exit Date’ fields in Student Records
• CoSforms will check for any finance credits and refund accordingly
• Where applicable - current year loan is cancelled by SFE
• Withdrawn student will fall under new fee regime
Withdrawals - Withdrawn after online registration as non attendance
• Students who have registered online & have never attended – Page 15 Online Registration Manual Version 4.0 September 2013/14 (No Shows- after Online Registration ref points 86 to 88)
http://www.registry.port.ac.uk/onlinereg.html
• Current year registered record withdrawn from start date
• The ‘Date of Last Attendance’ must match the ‘End Date’ & ‘Exit Date’ fields in Student Records
• CoSforms will nil the student’s fee liability
• Where applicable - current year loan is cancelled by SFE
• Withdrawn student will fall under new fee regime
FEE AMENDMENTSBefore Academic Year Starts - (1st August – 12th
September)
• Add a Non Standard Fee Note & Amount in Student Notes in Student Records as invoicing has not started - SR03 Page 11
After 12th September 2014 – (12th September – End of academic year)
• Process an online Fee Amendment Form
http://www.registry.port.ac.uk/withdrawals_admin/department_index.php?
• Add Non Standard Fee Note & Amount in Student Notes in Student Records
• CoSforms process the fee amendment – May result in either a reduction or increase in the tuition fee liability
SUSPENSIONS
• Whole Year Study Break
• Mid Year Study Break
• Resumption of Studies
• Online Fee Amendment Form
http://www.registry.port.ac.uk/withdrawals_admin/department_index.php?
Suspension – Whole Year• New students can not suspend within first 2 weeks of the
academic year – need to be withdrawn and told to re-apply
• Student suspends for whole year & completes suspension form
• Status - Interrupted, Category - Study break
• Start & end date not amended
• Add notes in student notes - SR03 Page 28
• Department completes form & sends to CoSforms
• CoSforms will nil the current year’s fee liability
• SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE
• On resumption, department creates a new record & completes an Online Fee Amendment form.
Suspension – During the Year• Student completes suspension form
• End date is last date of attendance - No backdating by more than two calendar weeks without HoD/HoS permission
• Status – Interrupted, add notes in student notes - SR03 Page 30
• Department completes form & sends to CoSforms
• CoSforms reduces fee as per the liability period
• Sponsors are automatically refunded & any balance paid by the student will be carried forward to next registration period (unless student requests a refund in writing)
• SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE
• On resumption, department creates a new record & completes an Online Fee Amendment form.
Resumption of Studies Tuition Fee Policy for Students Resuming their Studies in 2014/15
Period of suspension in 2013/14
Student suspends in study block/payment liability Period 1 - £8,750 x 25% = £2187.50
16 Sept – 05 Jan = 25% of Tuition Fee
Student suspends in study block/payment liability Period 2 - £8,750 x 50% = £4375.00
06 Jan – 21 April = 50% of Tuition Fee
Student suspends in consolidation & assessment period/payment liability Period 3 - £8,750
22 April – Last day of Term = 100% of Tuition Fee
Please Note. For all Postgraduate Research students resuming their studies - please contact CoSforms.
Resumption fee in 2014/15
£9,000 x 87.5% = £7,875
£9,000 x 75% = £6,750
£9,000 x 50% = £4,500
TRANSFERS - Mid Year
• Occurs all year round
• Originating department produces the form & confirms the last date of attendance
• Status – Transfer - SR03 Page 24
• Receiving department processes the remainder of the form & creates new record & adds all relevant student notes
• End date of old course must be the same as the start date on the new course SR03 Page 25
• Sends the form to CoSforms – we nil fee on transfer course and add new fee to registered course
• Mode of study changes i.e. Part Time to Full Time, must always be reported by a Transfer Form
TRANSFERS – Between Years• Happens during the summer break - Undergraduates only
• Originating department produces the form & confirms the last date of attendance - SR03 Page 22
• Status – Transfer-Between-Years (T-B-Y) - SR03 Page 22
• Receiving department processes the remainder of the form & creates new record, adds all relevant student notes and sends form to CoSforms - SR03 Page 22
• CoSforms send Bulk Upload Report to SFE of T-B-Y Daily
• Whole course or instance changes can be processed in bulk
Please send 1 ‘fully completed’ Transfer Form, a covering notification & a full Class List to CoSforms
Over 3000 Transfer Forms processed in September 2013
REPEATSBefore Academic Year Starts - (1st August – 12th September)
• Staff select repeat category on student records
• Staff add non standard fee amount & reason – this should include the amount of credits being repeated
• Repeat fees - confirmed by emailing [email protected]
After 12th September 2014 – (12th September – End of Term)
• Process a online Fee Amendment Form
http://www.registry.port.ac.uk/withdrawals_admin/department_index.php?
• Add Non Standard Fee Note & Amount in Student Notes in Student Records
• CoSforms amend fee & where applicable will send a Bulk Upload Report to SFE of repeats daily
Over 1000 Repeat Notifications processed Sept - Nov 2013
SLC - Student Loans Company• Repeat & Transfer Between Year notifications are uploaded in a BULK report to the SFE,
but outstanding forms have to be sent manually
2013/14
CoC Category CoC Sent
Repeat 1127
Transfer 3220
Total 4347
COMMON ISSUES ON STUDENT RECORDS
• Non Standard Fee Notes - SR03 Page 11
• End & Exit dates must reflect the information on the relevant form
• You must update Student Records once you have completed the online withdrawal form or any other Change of Status Forms
• Refer to your SR03 Manual
Any Other Questions?
Scenarios
Split into groups (around 5 people in each)
1 CoS scenario per group
Fill in the form with the relevant information and dates applicable to the scenario
Answers to follow