Published: 12/09/2022 · Last Updated: 12/09/2022

HEP bulletin – Academic year 2022/23

Academic year 2022/23 registration and attendance confirmations

Please check and administer your registration worklist. You should only confirm registration if you are confident the student has registered or enrolled for the coming term. Please remember to submit an 'N' (not registered) or other appropriate code for students who have not enrolled.

You should submit attendance confirmations when students start attending their course and become liable for tuition fees. This means after any cooling off period. You should check any cooling off period detailed in your student terms and conditions.

You should also submit confirmations of non-attendance and any change of circumstance notifications as soon as you know about them. This helps us to maintain accurate information on student accounts. It also helps us to minimise and recover any tuition fee overpayments.

Academic year 2021/22 registration and attendance confirmations

Please continue to prioritise any outstanding registration or attendance confirmations for academic year 2021/22 courses, especially for later intakes. You should follow up all registrations with an appropriate attendance confirmation. You should also clear your Change of Circumstance (CoC) worklists.

Please also check your worklists for any outstanding confirmations from previous years. If reassessment details are correct, you should reconfirm attendance in acceptance of the changes. If the details are not correct, you should submit a further CoC. It's important for student accounts to be as up to date as possible.

Preparation for the upcoming academic year 2022/23 

Students who already have an application but accept a place at university through clearing will need to update their application online. They can make amendments before the first day of term, by signing in to their online account.

The student can:

  • change their course or institution
  • change their course fee amount
  • request additional funding (Tuition Fee Loan or Maintenance Loan)
  • change their address details
  • update bank details

If the student is unable to sign in and make the changes, you can do so on behalf of your students. You can use the appropriate pre-liability CoC to complete the Provider transfer.

The service level for CoC processing is 20 working days in off-peak periods. During peak periods (August to end of November) it is 30 working days.

Issue with registration submissions for postgraduate students

We're aware some users are experiencing issues submitting registration confirmations for postgraduate students directly from the worklist.

Our technical team is investigating this as a priority and we'll let you know as soon as the issue is fixed. In the meantime, you can submit confirmations from the detailed student information page as a short-term, interim solution. We apologise for the inconvenience.

Registering students with awarding bodies

If you have courses validated by another awarding body, you must make sure the student is properly registered with the awarding body. You must do this before you confirm attendance on the Student Information Service (SIS).

You must check that all student details are correct on both systems before you confirm attendance.

This includes:

  • student details
  • the level of qualification
  • the student's application is against the correct course

Bursary Administration Service – rollover of awards for academic year 2022/23

If you use the Bursary Administration Service (BAS), we sent you an email about a recent enhancement made to BAS.

This enhancement involves the automatic rollover of automated and manual awards from academic year 2021/22 to 2022/23.This automatic rollover will not have taken place if you started to update your awards before July 2021. It'll also not have taken place if your academic year 2021/22 awards had a termination date before July 2021.

Next year, the rollover will start earlier in the year to pick up more awards.

Updated Courses Management Service guidance

We've updated our guidance about term dates needed for semesters and course structure eligibility for minimum course duration for final years. You can read the guidance on the HEP Services website.

Courses Management Service webinars

We'll also be delivering Courses Management Service (CMS) webinars in November to help on essential points about updating your courses for academic year 2023/24. We'll send more information nearer the time.

Save the date – portal training sessions

These training events will provide an overview of our Student Information Service (SIS), while exploring the relationship between SIS and the other portal services. We'll highlight when and how to take specific actions in SIS to ensure you're compliant with service standards. We'll also talk about how your HEP Account Manager uses SIS data at your account review.

The events will take place throughout October. They're intended for:

  • newly recruited staff at universities and colleges
  • staff in new roles
  • existing staff who need refresher training

We're planning to run the training sessions from 10am to 4pm.There will be a charge for these sessions. Further details and information about registration will be available soon.

  • 5 October: INNside, Newcastle
  • 4 October: Radisson Blu, Cardiff
  • 11 October: Clayton Hotel, Cambridge
  • 18 October: Double Tree by Hilton, Leeds City Centre
  • 25 October: Hilton Euston, London
  • 26 October: The BCEC, Birmingham