HEP Bulletin

Outstanding registration and attendance confirmations

It's important to clear down any outstanding registration confirmations with an ‘N’ code, if appropriate.

This lets us know we don't need to reserve loan funding for any students who are not in attendance and will not be registering this academic year. You must submit all autumn attendance confirmations before the end of the year.

Please also complete any outstanding Change of Circumstance (CoC) notifications from your worklist. This makes sure students' accounts are up to date and accurate.

Course collection for academic year 2025/26

On 16 December, course collection opened for full-time undergraduate and Scottish postgraduate courses. This is for academic year 2025/26.

The deadline to update these courses is Friday 14 February. Please review our CMS user guidance before you start submitting your courses. You can also view our CMS webinar on the HEP Services website.

Throughout December, we’ll continue with course validation for full-time undergraduate courses. We'll check for any anomalies in fees, courses length and term dates by comparing courses against those submitted last year. Please reply to any emails about course collection as soon as possible. The next group of courses to update will be undergraduate part-time courses. These will be available from February 2025 and the deadline is likely to be April 2025.

Bursary Administration Service (BAS)

Payments

If you do not use direct debit to pay your annual subscription invoice, we'll soon send a request for you to make payment. This means you'll pay in line with your contractual obligations. It also allows you to access your academic year 2025/26 student data.

If you want to set up a direct debit, you can find the mandate on the BAS portal homepage. Or, let your Account Manager know if you need a purchase order.

Review award evaluation criteria

We've recently implemented a new enhancement to assist you with your automated awards.

The review award evaluation criteria is in the Bursary Awards section of the assessments page. This page gives an outcome of each rule attached to your automated awards for the student. It then gives an overall outcome of their eligibility for the award. This will assist you in identifying why a student might not be eligible for a Bursary Award.

Application status issue

We're aware of an issue where student support application statuses are not showing correctly for some students.

We're working to fix this issue. In the meantime we may need to pay students using a manual award. Please use SIS to reflect the true status of a student's application status.

Winter break operating hours

Over the winter break, operating hours will change slightly. There will be an amended schedule between Tuesday 24 December and Thursday 2 January:

• Tuesday 24 December – 9am to 12pm
• Wednesday 25 December – closed
• Thursday 26 December – closed
• Friday 27 December – 9am to 5pm
• Monday 30 December – 9am to 5pm
• Tuesday 31 December – 9am – 12pm
• Wednesday 1 January – closed
• Thursday 2 January – closed

We return to business as usual on 3 January 2025.