Published: 30/01/2023 · Last Updated: 30/01/2023
HEP bulletin - January 2023
Attendance Confirmations – Liability 2
Please submit your term 2 attendance confirmations as soon as you can. You need to make your submissions by close of business on Thursday 26 January to ensure payment on Wednesday 1 February.
You should submit confirmations when students have started attending the course and become liable for tuition fees, this means after any cooling-off period. Please check any cooling-off period detailed in your student terms and conditions.
You should submit confirmations of non-attendance and any change of circumstance notifications as soon as you know about them. This will help us to maintain accurate information on student accounts. It will also help us to minimise and recover any tuition fee overpayments.
Please check and clear your registration worklist. You should submit any outstanding confirmations for new students on winter start courses. Please remember to submit an 'N' (not registered) or other appropriate code for students who have not enrolled.
You can find more information about how to submit attendance and registration confirmations in the Student Information Service user guide.
Registration but no attendance confirmation
If you've confirmed a student's registration, you should always follow this up with the appropriate attendance confirmation.
Please check your worklists for any attendance confirmations that have come back onto the worklist after a student’s reassessment, and confirm you accept the change with an ’A’ code. If the details are not correct, please contact our Partners Support Desk to have these changed.
Course collection for academic year 2023/24
Course collection for academic year 2023/24 opened for all full-time undergraduate and Scottish postgraduate courses on 22 November. The deadline for updating these courses is 31 January 2023.
The Courses Management Service (CMS) webinar on updating courses and the accompanying Q & A is now available on our website.
We're currently validating full-time undergraduate courses. We're checking for any anomalies in:
- length of courses
- term dates
- any other aspects
Validation compares this year's courses against those you submitted last year. Please respond to our emails about course validation as soon as possible.
The next course collection to open is for part-time undergraduate courses. You'll be able to update these from mid-February 2023 and the deadline is likely to be mid-April 2023. Scottish providers with designation only for Scottish students do not need to add part-time courses to CMS.
Postgraduate course collection is likely to open at the end of February with a deadline in mid-April.
We appreciate that you may still be deciding the term dates for some of your 2023/24 courses. If this is the case, please do not update them with estimated dates. Instead, let your HE Account Manager know you're awaiting final dates.
Full time undergraduate service launch dates
We’re intending to launch the SFE/SFNI full time application system at the beginning of March, subject to the usual systems testing. We will let you know when this happens. The SFW full time launch date is likely to be at the end of March. Postgraduate and full time undergraduate SAAS applications for academic year 2023/24 will be available at the beginning of April.
Request for insight
We're looking for insight on your student forecasts for academic year 2023/24 and your thoughts on our application deadlines. Please complete our short survey about sector assumptions and forecasts for next year.
The HE Gateway holds a list of provider contacts who use each of our services.
Each contact is assigned one or more contact roles. If we need to get in touch with someone at your university or college, we can use this list to find the most appropriate person. We also send service updates and news bulletins to this list of contacts.
You should always keep your organisation’s contacts updated. An out-of-date contact list could cause delays in processing payments.
Please see the HE Gateway guide for guidance on how to update your contact lists.
If you make changes to your university or college’s bursary contacts, please remember to send a copy of the changes to email@example.com. This is so we can update our internal database too.
Student Support Seminar 2023
The Student Support Seminar will take place in-person on 19, 20 and 21 April 2023 at The Crowne Plaza, Stratford-Upon-Avon. It will not be live streamed or filmed due to cost. We'll confirm further information about registration and the programme soon.
Bursary Administration Service updates
We've made the following enhancements to the Bursary Administration Service:
- the student assessment page has been updated to show students who are on their foundation year as F (previously shown as 0)
- the date fields on the student list export have been updated to match the latest export specification, all dates are now displayed in the export as dd/mm/yyyy
If you've supplied your logo, this will now be included in any emails to students. We're planning to move all users from using paper correspondence to email. This will ensure students receive notifications quicker. It will also let them see their entitlement or entitlement update correspondence on their online account. If you want to keep using paper correspondence, please email firstname.lastname@example.org.