HEP bulletin - March 2025

Worklists

Please check and clear your registration, attendance, and Change of Circumstance (CoC) worklists for academic year (AY) 2024/25 and prior years.

Attendance confirmations should be made after your cooling-off period as detailed in your student terms and conditions. You should then immediately follow up all non-attendance codes with the appropriate CoC.

This lets us reassess the student's award, based on the information you've provided and to maintain accurate information on student accounts. It also helps us to minimise overpayments to students and recover any tuition fee overpayments.

For postgraduate students taking a temporary break from their studies, you should notify us using a suspension CoC. If the student remains suspended, you should not submit a not registered 'N code'. Instead, the account must remain on the registration worklist. You should administer notifications of subsequent resumptions or withdrawals accordingly.

There's guidance on attendance submission and registration confirmations in our SIS user guide on the HEP Services website.

Registration confirmations

You should always follow up the confirmation of a student's registration with the appropriate attendance confirmation.

Check your worklists for attendance confirmations that have come back onto the worklist after a student’s reassessment. Once you've done this, make sure to confirm the change with an ’A’ code.

If the details are not correct, please contact our Partners Support Desk to have these changed.

There's more information on attendance confirmation definitions in our SIS user guide on the HEP Services website.

Financial reporting

You can view financial reports in SIS to see payments made to your university or college. You can also see scheduled future payments and other financial information.

All of our financial reports are in 'read-only' format. You need SIS Report Advisor access to view them.

Please check these reports to resolve reconciliation queries before seeking assistance.

Updating courses on CMS for AY 2025/26

You should now have updated all your full time undergraduate courses and postgraduate master's courses for Scotland domiciled students on our Courses Management Service (CMS). Please prioritise any that remain outstanding.

CMS is also now ready for you to submit your academic year 2025/26 postgraduate master's and doctoral courses for England and Wales domiciled students.

All postgraduate courses that were on CMS for academic year 2024/25 have been rolled over to the academic year 2025/26 tab. These are now ready for you to review and save. You should complete your course submission by Friday 11 April 2025.

You can now also update your part time undergraduate courses and postgraduate masters courses for Northern Ireland, the deadline for this is Friday 18 April.

There are important changes to tuition fees for AY 2025/26 and changes to foundation year courses, architecture courses and School Direct courses. Please check the guidance as you update these courses.

Guidance on how to submit your courses is in our CMS user guide on the HEP Services website.

Full time undergraduate student application service launch

The application service for SFE full-time applicants will open in the second week of March, subject to testing. SFW and NI students will be able to apply later in March.

Scottish students for all courses can apply to SAAS during the first week in April. SAAS students for all courses can also apply the first week in April.

Applications for SFE/SFW postgraduates will be available in late April.

PGNI applications will be open in mid-May and part time students will also be able to apply in mid-May.

Migrant worker (MW) employment checks AY 2024/25

We pay MW funding on a per term basis. Once we've approved a student's MW eligibility, they're selected as part of an employment check at least once throughout their AY cycle.

We select accounts for employment checks depending on AY and intake and will focus more on final year students.

In early February we emailed students who fall into the MW employment checks category. This was to ask for evidence to show continued employment or self-employment.

There's a 4-week deadline to provide this evidence. If this is missed, we'll remove their maintenance loan and grants until they provide evidence.

Bursary Administration Service (BAS) training

We're holding a series of BAS training events in March. These events are for newly recruited staff and those wanting a refresher. The training will cover how to create bursary awards, the process for payments and reporting and reconciliation.

The sessions are free to current subscribers to the service. We've designed the training to include a mixture of presentations and interactive exercises using BAS.

Dates, locations and venues

• 07 March – University of Bath, Claverton Down, Bath BA2 7AY
• 11 March – Leeds Conservatoire, 3 Quarry Hill, Leeds LS2 7PD
• 21 March – Student Loans Company, 10 Clyde Place, Glasgow G5 8DF
• 27 March – Bloomsbury Institute, 7 Bedford Square, Bloomsbury, London WC1B 3RA
• 27 March – Birmingham City University, University House, 15 Bartholomew Row, Birmingham B5 5JU

All training events will run from 10am to 4pm.

How to register

These events are only available to existing BAS subscribers and are free of charge.

To register for the training sessions, please email Paul_Roache@slc.co.uk with details of your preferred event and any dietary requirements.

BAS technical uplift programme

We're also currently finalising the costs of our BAS technical uplift programme.

If you've received our BAS Uplift Programme Survey and have not had a chance to complete it, can you do so as a priority, as this is essential for our planning.