Version 0.1 - Last Updated: 02 Feb 2021

Student Information Service user guide

This guide will help you to use the Student Information Service (SIS), available through the HE Gateway. This page lists the chapters in each section of the guide. 


Introduction

SIS Home

The SIS Home page is the first page you will see after you select SIS Home from the HE Gateway homepage.

All SIS users will be able to see this page, but the menu tabs here will only show the areas of SIS that your user level lets you access.

Student Information Service

The Student Information Service (SIS) gives you access to a wide set of student data. This becomes visible once an application has been approved or is approved but awaiting signature, so you can have early sight of it.

You can access SIS through the HE Gateway.

You can use SIS to:
  • confirm student registration at the beginning of a course to release maintenance payments
  • confirm ongoing attendance to release tuition fee payments
  • process Change of Circumstance (CoC) notifications at any time throughout the academic year

SIS has 6 sections. You can find all these under the SIS tab of the HE Gateway.

The functions you can use depend on your level of access. See SIS access and user roles for more information.


View Student Information

This section lets you view detailed student information once the student’s application is approved or approved but awaiting signature.

Confirming Registration

Students who need registration confirmations will appear on the registration confirmation worklist in this section. You can confirm registration individually or in bulk by a file import. Registration confirmations will release maintenance payments to students.

Confirming Attendance

Students who need attendance confirmations will appear on the attendance confirmation worklist in this section. You can confirm attendance individually or in bulk by a file import. Positive attendance confirmations will release tuition fee payments to you.

Combined Worklist

You can use the combined worklist to submit registration confirmations and the first attendance confirmations at the same time. This will release maintenance payments and the first instalment of the tuition fee loan.

Change of Circumstance (CoC)

You can use this section to notify the student’s award authority of any changes to their study plan.

Financial Reports

This section contains financial reports, such as the tuition fee balance report, outstanding online declaration report, tuition fee remittance report and a list of students with blocked maintenance payments.

Getting started

The SIS User Administrator at your university or college can create user accounts and allocate roles to staff. When the administrator sets up your account, you will receive a username and password. You must keep these details safe and not disclose them to anyone else.

You can sign in to the HE Gateway from any page on the HEP Services website.

You must ensure that the information about your university or college is up to date and accurate on SIS. This will give us the correct details when we assess students, so that we can make accurate fee payments to you.

SIS access and user roles

There are a number of user roles on SIS, with varying access rights. There are no restrictions on the number of roles a user can have. You must have at least one member of staff with the SIS User Administrator role who can set up other users.

If you are the SIS User Administrator and are setting up a new user on the HE Gateway, you will first need to assign them the HEI User role. This will give them access to the system. You can then assign any number of other roles.

Student Information Service User Administrator

This role lets you set up any number of additional users on SIS. A User Administrator can also expire the accounts of any users who no longer need SIS access.

Student Information Advisor

This role gives you read-only access to the information of all students on SIS. Student information will be available within 24 hours after an application is approved or approved awaiting signature.

HEI Attendance Administrator

This role lets you see the attendance worklist and confirm student attendance. You can do this individually or in bulk by importing an attendance confirmation file.

Registration Administrator

This role lets you see the registration worklist and confirm student registration. You can do this individually or in bulk by importing a registration confirmation file.

Combined Confirmation Administrator

This role lets you see the combined worklist and submit confirmations of student registration and first liability period attendance.

Change of Circumstance Administrator

This role lets you see the Change of Circumstance (CoC) worklist and submit CoC notifications. It also lets you submit bulk CoCs by file import.

Change of Circumstance Advisor

This role gives you read-only access to all CoC notifications your university or college has saved and submitted.

SIS Report Advisor

This role gives you read-only access to view the following financial reports:

  • tuition fee balance
  • tuition fee balance forecast
  • outstanding online declarations
  • blocked maintenance payments
  • tuition fee remittance report

Student information

Student Information Home

SIS has a Student Information area where you can see details about your students. You will need to have Student Information Advisor access to view this area.

The student information appears on SIS once the application is approved or approved awaiting signature. (Applications only become fully approved once the student has completed and returned their declaration form.)

You can check this information early in the application cycle, before attendance and registration confirmation, to make sure that the details on a student’s application are correct. These include:

  • bank details
  • National Insurance numbers
  • course, fee and credit information
  • bursary consent to share

If any of the information is incorrect or missing, you may need to submit a Change of Circumstance notification (CoC) or the student may need to act.

You can also use the Student Information area throughout the year to see detailed information about your students.

SIS will show student information for all approved applications for the upcoming academic year. This will include any reassessments or outstanding attendance confirmations from AY 2006/07 onward, and for applications with a status of Approved Awaiting Signature from AY 2013/14 onward.

View student information

Go to the Student Information Home menu and select View Student Information. This will open the student information filter.

There are 3 different searches you can use here to find student information:

The page always defaults to the Student Search tab, but you can select another tab if you prefer.

If you enter details into one search tab and then select another, the system will clear the details and you’ll need to enter them again.

All 3 search options look at the same student data but will let you use different search criteria. You can find out more about the search fields you can use in the next chapters of this guide.

The following options are available on all tabs.

Clear Filter and Results

This clears all fields and reverts to the initial view. If you have any search results open, these will also be removed.

Filter and Display Results

This searches all student details on the system, retrieves those that match your search criteria and displays them on screen.

Filter and Export Results

This searches all student details on the system, retrieves those that match your search criteria and lets you save these in an export file.

Student search

The list below shows the criteria you can use on the Student Search tab.

Academic Year

This defaults to the current academic year and is the only mandatory field you need to run a search.

Application Status

The application status of the students you are searching for. The options are Approved or Approved Awaiting Signature.

Mode of Study

The dropdown options are Full Time or Part Time.

Customer Reference Number / SSN

These are unique student identifiers.

Date of Birth

You should enter this in dd/mm/yyyy format.

Fee Waiver

The dropdown options are Yes or No.

Forename(s)/Surname

You can use a wildcard search for these fields. For this, you must enter at least 3 characters along with the wildcard symbol (%). If you use one of these fields, you must also use the other.

Last Updated From/To

The date range for students appearing on SIS. If you use one of these fields, you must also use the other.

Current Attendance Status

The attendance status of the students you are searching for.

Registration Status

The registration status of the students you are searching for.

Current Year Start Date From/To

This field lets you filter on the current year start date of part-time students. You cannot use it if you set the Mode of Study field to Full Time.

Number of Records to Display

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

Course search

The list below shows the criteria you can use on the Course Search tab.

Academic Year

This defaults to the current academic year and is the only mandatory field you need to run a search.

Application Status

The application status of the students you are searching for. The options are Approved or Approved Awaiting Signature.

Course Name

You can enter up to 41 characters and can use a wildcard search. For this, you must enter at least 3 characters along with the wildcard symbol (%).

SLC Course Code

The unique course identifier.

UCAS Course Code

As provided by UCAS.

Course Start Date

The date when the course starts (dd/mm/yyyy).

Method of Attendance

A dropdown with a choice of attendance methods.

Qualification

A dropdown with a choice of qualifications.

Campus

A dropdown with a choice of campus locations.

Course Type

A dropdown with a choice of course types.

Course Status

A dropdown with a choice of course status options. You can choose Open or Closed.

Course Fee Rate

Enter the full course fee rate you are charging in this field.

Current Attendance Status

The attendance status of the students you are searching for.

Registration Status

The registration status of the students you are searching for.

Current Year Start Date From/To

This field lets you filter on the current year start date of part-time students. You cannot use it if you set the Mode of Study field to Full Time.

Number of Records to Display

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

General search

The list below shows the criteria you can use on the General Search tab.

Academic Year

This defaults to the current academic year and is the only mandatory field you need to run a search.

Application Status

The application status of the students you are searching for. The options are Approved or Approved Awaiting Signature.

Domicile

A dropdown where you can select the domicile of the students.

Valid NINO Held

A dropdown that lets you filter students who have or have not given their National Insurance number.

Transferred Indicator

A dropdown that lets you filter students who have or have not transferred out of your university or college.

Tuition Fee Payment Includes Loan Payment

A dropdown that lets you filter all student records where the tuition fee loan amount is or is not greater than zero.

Tuition Fee Payment Includes Grant Amount

A dropdown that lets you filter all student records where the tuition fee grant amount is or is not greater than zero.

Tuition Fee Payment Includes Amount Paid by Student

A dropdown that lets you filter all students records where the tuition fee amount payable by the student is or is not greater than zero.

Student Bursary Consent to Share

A dropdown that lets you filter students who have or have not given consent to share for bursary purposes.

Sponsor Bursary Consent to Share

A dropdown that lets you filter students whose sponsors have given consent to share for bursary purposes. If there are 2 sponsors, this will only show as Yes if both have given consent to share.

Attendance Status

The attendance status of the students you are searching for.

Registration Status

The registration status of the students you are searching for. This is only available for AY 2012/13 and later.

Number of Records To Display

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

Filter and display results

Select the Filter and Display Results button to search all student details in the system. The search will retrieve those that match your search criteria.

If you are signed in as a parent higher education provider (HEP), the search will return the details of all students at your university or college, as well as any associated child HEPs. If you are signed in as a child HEP, the system will return the details of all students at your university or college only.

The search results will appear in the bottom section of the page. The results will be ordered by surname.

The list below shows the fields you will see for each student record.

SSN      

Student Support Number. This also acts as a link to the View Detailed Student Information page for the selected student.

Full Name         

The student’s name.

Date of Birth    

The student’s date of birth.

Course Name   

The student’s course name.

SLC Course Code / UCAS Course Code   

The SLC and UCAS course codes.

TFL (Tuition Fee Loan Amount) 

The tuition fee loan amount that the student has been awarded.

TFG (Tuition Fee Grant Amount)            

The tuition fee grant amount that the student has been awarded.

TFW (Tuition Fee Waiver Amount)         

The tuition fee waiver amount that the student has been awarded.

STP (Student to Pay)     

The tuition fee amount that the student must pay.

Current Attendance Code          

The attendance code entered for the student.

Current Attendance Status        

The attendance status of the student.

Filter and export results

If you have HEI Student Information Advisor access, you can export the results of a student information search. You can do this directly from the filter without viewing the results first or after viewing the results on screen.

  1. Go to the Student Information Filter page and select the Student Search, Course Search or General Search tab.

  2. Select the relevant filters, then select Filter and Export Results. This will search all student details in the system and retrieve those that match your search criteria.

  3. Select the format for the export. You can choose between 3 formats:
    • Summary Student Information (previous TFPR file format)
    • Extended Student Information Export (previous TFPR file format with additional fields)
    • Summary Student Registration Information Report (previous SSAC file format)
  1. Select the filename for the export and the location where you want to save it.

You can also select Filter and Display. If you do this, there will be an Export button on the results page. Select this to export the results after viewing them on screen. This will take you to the Export page where you can follow steps 3 and 4 to export the results.


Extended student information export files

Extended student information export files include a number of additional fields.

Customer Reference Number – our unique identifier for the student.

Bank Details Held – shows whether we hold bank details for the student (yes/no).

Attendance Status – the current attendance status of the student:

  • awaiting attendance confirmation
  • attendance confirmed
  • attendance confirmation not required
  • attendance saved
  • awaiting reassessment

Attendance Code – the attendance code that you have confirmed for the student:

  • A – in attendance or, after reassessment, that you agree with the change
  • C – course mismatch
  • F – the student is in attendance but you disagree with the fee
  • L – the student is in attendance, the liability is disputed but you will resolve
  • N – the student is in attendance, the liability is disputed but you will not resolve
  • S – suspended
  • X – not in attendance

Award Authority – the name of the award authority that is processing the student’s support application.

Student Bursary Consent to Share – dropdown to filter on the students who have or have not given consent to share for bursary purposes.

Sponsor Bursary Consent to Share – dropdown to filter on the students whose have given consent to share for bursary purposes. If there are 2 sponsors this will only show as Yes if both have given consent to share.

Childcare Grant Indicator – shows whether the student has applied for a Childcare Grant (yes/no).

NHS Bursary Indicator – shows whether the student has applied for an NHS Bursary.

Cohort Year – the year in which a student is assessed for a period of continuous study.

Application Status – the status of the student’s application:

  • approved
  • approved awaiting signature

The additional fields may not be populated for all students. For example, Bursary Consent, Childcare Grant Indicator, NHS Bursary Indicator and Cohort Year will be blank for SAAS students.

You may want to export specific attendance records for your systems. To do this, select the Attendance Status option from the search and then select Filter and Export.

For example, you may only want to export blank attendance codes. In this case, select the Awaiting Attendance Confirmation option from the Attendance Status dropdown.

View detailed student information

The Detailed Student Information page shows personal, course and other information about an individual student. The fields you can view depend on the level of access your university or college has to that student.

You can go to the Detailed Student Information page from the Student Information, Attendance Worklist or CoC filter results pages. You can also go there from the Remittance Report page in the Financial Reporting section. Select the hyperlinked Student Support Number (SSN) of the relevant student from any of these pages to view their detailed information.

The Other Information tab is not available for applications made before AY 2010/11 or the following students:

  • SAAS students
  • Students who have only applied for:
    • DSA – non-medical helpers
    • DSA – equipment
    • DSA – general
    • DSA – travel

The Detailed Student Information for these students will only display 2 tabs:

  • personal information
  • course information

Detailed student information – general details

The section at the top of the Detailed Student Information page will show general details about the student. These fields appear on all tabs and include:

  • Full Name
  • Customer Reference Number
  • Student Support Number
  • Date of Birth

A screenshot of the detailed student information page in SIS

Detailed student information – personal information

The Detailed Student Information page has 3 tabs:

  • personal information
  • course information
  • other information

The page always defaults to the Personal Information tab.

The Personal Information tab shows the fields listed below.

Student’s Address, Town/City, County, Post Code, Alternative Location Details 

The student’s address details.

Domicile            

The student’s domicile.

Award Authority            

The student’s award authority.

Reassessed Indicator    

Yes/no indicator showing if the student has been reassessed.

Date of Birth    

In dd/mm/yyyy format.

Bank Details Held          

Yes/no indicator showing if we have the student’s bank details.

Valid NINO Held             

Yes/no indicator showing if we have a valid National Insurance number for the student.

Registration Status       

Shows the current registration status of the student. The options are:

  • awaiting registration confirmation
  • registration confirmed
  • registration confirmation not required

Current Attendance Status        

Shows the current attendance status of the student.

Current Attendance Code          

Shows the attendance code you have saved for the student.

Application Status         

Shows the application status. This can be either Approved or Approved Awaiting Signature.

Detailed student information – course information

The Course Information tab has the following fields:

  • course name
  • course status
  • SLC course code
  • UCAS course code
  • campus
  • course duration (years)
  • method of attendance
  • qualification
  • temporary course indicator (y/n)
  • part-time course indicator (y/n)
  • course start date (dd/mm/yyyy)
  • course end date (dd/mm/yyyy)
  • current course year
  • Tuition Fee Loan amount
  • Tuition Fee Grant amount
  • tuition fee waiver amount
  • tuition fee amount payable by student
  • course fee rate confirmed by student
  • course fee rate confirmed by HEP

Detailed student information – other information

The Other Information tab shows the fields listed below.

Sponsor Bursary Consent           

A yes/no indicator that shows if the student’s sponsor has given consent to share their data. If there are 2 sponsors this will only show as Yes if both sponsors have given consent to share.

Student Bursary Consent            

A yes/no indicator that shows if the student has given consent to share their data.

NHS Bursary Indicator   

A yes/no indicator that shows if the student has applied for an NHS Bursary.

Cohort Year      

The year in which the student is assessed for a period of continuous study.

Fee Waiver       

A yes/no indicator that shows if the student has been awarded a fee waiver.

Detailed student information – actions

Depending on your level of system access, you can perform these actions from the Detailed Student Information page:

  • look into the history of a student
  • confirm registration
  • confirm attendance
  • view details of the 3 attendance liability points
  • submit Change of Circumstance notifications (CoCs)

Anyone with Student Information Advisor access can view the page. However, you will need task specific access to submit registration confirmations, attendance confirmations or CoCs. See SIS access and user roles for more information.

Confirming registration from the Detailed Student Information page

We recommend that you use the Registration Worklist under the Registration section of SIS to confirm registration. However, you can also do this from the Detailed Student Information page.

You will need Registration Administrator access to confirm registration.

Students will need registration confirmation when:

  • it is within 30 days of the start of their course
  • they are currently appearing on the registration worklist
  • their application status is approved or approved awaiting signature
  • you have not yet confirmed their registration

A registration confirmation will only trigger payment when the application status is Approved.

  1. To confirm registration from the Detailed Student Information page, go to the Registration Confirmation dropdown.
  2. Select Yes or No from the dropdown.
  3. Select Submit.

A screenshot of the registration confirmation dropdown in SIS

The Submit button will only become active once you have selected Yes or No.

If you select Yes, this will confirm the student as registered. They will disappear from the registration worklist and their registration status will change to Registration Confirmed.

Selecting No will also remove the student from the registration worklist, but their registration status will change to Registration Not Required. Students with this status will not appear on any future attendance worklists. You should use this option for students who fail to appear at the start of a course.

If you confirm a student as Not Registered, you can change this later.

  1. Go back to the student's detailed information.
  2. Select Yes in the Registration Confirmation dropdown.
  3. Select Submit.

If you confirm a student as Registered, you will no longer see the dropdown and cannot reverse this action.

Confirming attendance from the Detailed Student Information page

We recommend that you use the Attendance Worklist under the Attendance section of SIS to confirm attendance. However, you can also do this from the Detailed Student Information page.

You will need Attendance Administrator access to confirm attendance.

You should only confirm attendance for students after you have registered them with the appropriate awarding body.

The Attendance section of the Detailed Student Information page lets you:

  • confirm student attendance
  • reverse a negative attendance code for any outstanding tuition periods
  • see the latest attendance status for each tuition period of all attendance periods

The Attendance section is split between the 3 liability periods and will show the following fields.

Liability period

Course

Course location

Course Year

TFL Amount – Tuition Fee Loan amount

TFG Amount – Tuition Fee Grant amount

TFW Amount – Tuition Fee Waiver amount

STP Amount – student to pay amount

Attendance Status the attendance status of the student:

  • awaiting attendance confirmation
  • attendance saved
  • attendance required
  • attendance confirmation not required

Last Updated By – the username of the person who made the last update (this will say 'SYSTEM' if it was a system action)

Late Updated Date/Time – the time and date stamp of the last action for audit purposes

Attendance code – this shows any attendance codes that you have submitted for this student earlier in the current academic year

If the student needs an attendance confirmation, you will see a dropdown filter in the Attendance Code column of the relevant liability period. This will be set to Select as a default.

  1. To confirm attendance, select the appropriate code from the Attendance Code dropdown.

  2. Select Submit if you want to submit the attendance confirmation right away.

  3. Select Save if you want to come back to the page and submit the attendance confirmation later.

The Save and Submit buttons will only become active once you have selected an attendance code.

Once you have submitted a student’s attendance confirmation, their status will change to Attendance Confirmed and they will disappear from the attendance worklist. If you submitted attendance for the first liability period, they will also disappear from the combined worklist.

If you submit a positive attendance code, this will appear in the Attendance Code column and you will no longer be able to edit it. If you have made an error, you will need to submit a CoC notification to correct it. If you have HEI CoC Administrator access to SIS, you can do this from the Detailed Student Information page by selecting the Create Change of Circumstance button.

If you submit a negative code, this will appear in the Attendance Code column, but the dropdown will still be active so you can reverse it if you need to.

  1. To reverse a negative attendance code, select a positive code from the Attendance Code dropdown.

  2. Select Submit if you want to submit the positive attendance confirmation right away.

  3. Select Save if you want to come back to the page and submit the positive attendance confirmation later.

If you save an attendance confirmation but do not submit it, the saved code will appear in the Attendance Code column along with the dropdown option to amend it. The Submit button will become active. Select this to submit the confirmation when you are ready.

If a student does not need an attendance confirmation, the Attendance Code column will be blank. This might be because it is too early for the student to appear on the attendance worklist. This column will also be blank for liability periods 2 and 3 for part-time students, as they only need an attendance confirmation in the first liability period.

Sometimes, a student’s application is reassessed and this affects a previous liability period. In this case, you may need to enter an attendance code for 2 liability periods at the same time.

The system will not let you submit an attendance code for the later of the 2 outstanding liability periods until you have submitted one for the earlier period. If you have only saved a code for a previous liability period, the system will consider it outstanding.

If you try to submit an attendance confirmation when there is an outstanding confirmation for an earlier liability period, you will get an error message:

'The attendance code for the selected period cannot be submitted without submitting a code for all outstanding periods.'

You will also see a warning text when you submit attendance codes:

'Please ensure that any attendance codes are correct.'

Detailed student information history

Student information history shows any changes that have been made to the student's record. These can be a result of reassessments or attendance confirmations. Some of the change categories are:

  • new application
  • suspension
  • fee revision
  • attendance confirmation

Every time you make a change to an existing record in SIS, it will be recorded on the History tab for that student. You can view a complete list of all actions on this tab.

  1. Go to the Detailed Student Information page.
  2. Select History.

A screenshot of the detailed student information history page in SIS

The student’s details appear in the top section of the page. The bottom half of the page is split across 3 tabs:

  • Registration
  • Attendance
  • Change of Circumstance

The page defaults to the Registration tab. The events on each tab are ordered by update time, starting with the most recent.

Registration history

The Registration tab under Student Information History shows:

  • the registration event
  • who actioned the event
  • the time and date of the event

Use the Back button to return to the Detailed Student Information page.

A screenshot of the detailed student information history page, registration tab in SIS


New Application – Approved Awaiting Signature            

SIS records this when it receives a system generated notification message. The registration status will be Awaiting Registration Confirmation.

Application Approved  

SIS records this when an application is fully approved.

Course Start Date Change          

This indicates that the course start date has changed for the first term. The Courses Management Service (CMS) generates this message. It will only apply to the first liability period. The registration status will be Awaiting Registration Confirmation.

Registration Status Change       

This indicates the following changes to the original application:

  • null maintenance grant/loan to not null
  • not null maintenance grant/loan to null
  • bursary approval

Manual Registration     

SIS records this when you manually register a student. The registration status will be Registration Confirmed.

Manual Registration Status Update       

SIS records this when a registration status changes from Registration Confirmation Not Required to Awaiting Registration Confirmation.

Registration Confirmation         

SIS records this when you confirm registration. This can be a positive or a negative confirmation.

Corrective Reassessment           

SIS records this when an assessment for an application is corrected. It will usually mean that a CoC has been submitted and processed in error and the award authority has corrected this.

Attendance history

The Attendance tab under Student Information History shows:

  • the attendance event
  • the attendance status for each liability period
  • who actioned the event
  • the time and date of the event

Use the Back button to return to the Detailed Student Information page.

A sceenshot of the student information history page, attendance tab in SIS


New Application - Approved     

SIS records this when it receives an approved application notification. This is system generated and includes:

  • the FSN (Final Version of Support Notification) status of the student
  • if we hold the bank details of the student
  • the Tuition Fee Loan amount
  • the Tuition Fee Grant amount
  • the amount the student is to pay

The attendance status will be Awaiting Attendance Confirmation for each liability period.

The Last Updated By field will say 'SYSTEM' as the event was system generated.

The Last Updated Date & Time field will have the time stamp when the event came into SIS.

Bursary Approval           

SIS records this when a bursary award is approved. It will show the attendance status, along with the time stamp when the information came to SIS from the Bursary Administration Service (BAS).

Fee Waiver       

SIS records this when a fee waiver is processed. It will show the updated amounts for:

  • Tuition Fee Loan
  • Tuition Fee Grant
  • tuition fee waiver
  • student to pay

It will also show the attendance status, along with the time stamp when the information came to SIS from our application and assessment system.

Attendance Confirmed 

SIS records this when you confirm attendance. It will show:

  • the attendance code
  • the period you confirmed attendance for
  • the attendance status
  • the username of the person who confirmed attendance
  • the time stamp for audit purposes

Corrective Reassessment           

SIS records this when an assessment for an application is corrected. It will usually mean that a CoC has been submitted and processed in error and the award authority has corrected this.

Change of Circumstance history

The Change of Circumstance tab under Student Information History shows:

  • all submitted CoC notification events
  • who actioned the event
  • the time and date of the event

Use the Back button to return to the Detailed Student Information page.

A screenshot of the Student information history page, CoC tab in SIS.

Registration confirmation

Registration confirmation

Students will need one registration confirmation at the beginning of each academic year. When you submit this on SIS, it will trigger the release of the maintenance grant or loan and contribution to cost loans. If you have set the registration confirmation as a trigger in the Bursary Administration Service (BAS), it will also release bursary or scholarship payments.

You must make sure that your confirmations are timely and accurate. This will help us to minimise the risk of fraud and make payments only to those students who are entitled to them. You should only confirm registration if you are confident the student has registered for the coming session. For new students, this is usually after you’ve had face to face contact with them. However, how you accept registrations is at your discretion.

Students will appear on the registration worklist 30 days before the start of their course. You should submit a registration confirmation as soon as the student has enrolled. You can wait 28 calendar days to submit a Not Registered confirmation. This will allow the student time to register at a different university or college. However, if you know that the person is not pursuing higher education, you should make the submission as soon as you find out.

You need to have a process in place for independent validation of registration confirmations. At least 2 members of staff should be involved in this for assurance purposes. You can achieve this in several ways.

For example, you can save confirmations in SIS and have another person check them for accuracy before you submit them. You can also have different people determine that student registration is complete and submit the confirmation on SIS.

If your confirmations are system generated, the process managers are responsible for the accuracy and security of the involved systems and processes. For example, let's say that the admissions team creates the entry in the student record system after accepting a student. The registry team then uses your internal systems and SIS to confirm registration. In this case, the process managers are an admissions manager and a registry manager.

Any student receiving maintenance or contribution to costs funding will need registration confirmation.

All part-time Welsh students will appear on the registration worklist. You should not confirm registration for a part-time student if the intensity of study is less than 50%. In this case, you should submit a Part-Time Fee CoC to notify us.

Once you have made the registration confirmations, it is best to check when you can submit attendance confirmations for these students. You should make a note of when the course start date is and when the cooling off period ends for your students. At this point you will be able to confirm attendance for the students.

What else does registration confirm?

When you submit a registration confirmation, you are telling us that you are confident the student has registered for the coming session. For some loan products, a registration also confirms some further information. This chapter will explain what this is depending on the product.


Undergraduate Part-Time Maintenance Loan (PTML)

When students apply for Student Finance England (SFE) or Student Finance Wales (SFW) Part-Time Maintenance Loans, they tell us how many credits they will be studying in the academic year. We need you to confirm if the credit value they have given us on their application is correct. This will be part of the registration confirmation and is only mandatory for PTML students.

You will see this credit value in the registration worklist on SIS. It will also appear on the Course Information tab under Detailed Student Information.

The Credit field will also be included in file exports:

  • the extended student information file
  • the summary student registration information file
  • the registration confirmation import

You can also tell us about earlier or later credit changes using the Credit CoC. You can find further information about this in the Credit CoC chapter.

If you disagree with the credit value on SIS, you can amend it for the relevant academic year. This will automatically raise a CoC to change the credit value. We will process the CoC and complete a reassessment. Once this is done, the student will reappear on the registration worklist for confirmation.

You can find more information on how to confirm or amend credit values in the Registration Worklist chapter.


Postgraduate Master’s and Doctoral Loans

The Department for Education (DfE) requires a confirmation of study before releasing payments. For this, we use registration confirmations as they trigger payments directly to students.

For postgraduate doctoral students, registration also confirms that the student:

  • is in study
  • is on an eligible full doctoral course
  • is studying at least 50% of the full course in the UK
  • is on track to finish within the duration of their course
  • is not or will not be in receipt of Research Council funding, made by United Kingdom Research and Innovation (UKRI)
  • is not or will not be in receipt of Knowledge Economy Skills Scholarships (KESS 2) funding (Welsh providers only)

Students who have applied for UKRI or KESS 2 funding and are waiting to hear if they have been successful should not apply to us for the Postgraduate Doctoral Loan. If the student receives confirmation that they will not receive funding from UKRI or KESS 2, they can apply for funding from us. Students who intend to apply for UKRI or KESS 2 funding later in their course should not apply for doctoral funding from us.

For postgraduate master's students, registration also confirms that the student:

  • is in study
  • is meeting the minimum study intensity requirements if studying part time
  • is on track to complete the course within the current course duration
  • is studying at least 50% of the full course in the UK

Part-time courses should be no more than twice the length of their one or two-year full-time equivalent if you have one. If you have no full-time equivalent course, the part-time course should be no more than 3 academic years.


What should we do if a postgraduate student does not meet criteria?

The student is not in study

If students are taking a temporary break from their studies, you should process them as suspended. You can use the Suspension CoC in SIS to do this. If the student has not attended after the start of the academic year, and has not notified you of circumstances such as a suspension, you should submit a Not Registered (N) code

The student is not progressing

If the student is not progressing and is unlikely to complete in the duration of their course, you can transfer them to a longer course. You can only do this as long as there is no repetition of study.

The longer course must fit the eligibility criteria for the student finance product.

For example, let’s say you have a student on a 3-year postgraduate doctoral course. At the start of year 3 it is evident that they will not complete at the end of the year. You can transfer this student onto a course with a longer duration to match their progression. In this case, this will be a 4-year course or longer.

However, this will not work if the student is already on an 8-year course. Only courses up to 8 years in length are eligible for doctoral funding. If, at the start of year 8, it becomes evident that the student will not complete that year, you cannot transfer them to a longer course.

If the student does not meet the above criteria and you cannot transfer them, you should not submit a registration confirmation. Instead, you should email us at hep_referrals@slc.co.uk. Please provide the following information in your email:

  • subject line 'PGD registration'
  • the student's name
  • the student's Customer Reference Number (CRN)
  • the student's Student Support Number (SSN)
  • the academic year
  • the reason why the student does not meet the registration criteria
  • your HEP code
  • your full name
  • the email address registered under SIS contacts if you are sending the message from another email address

Sometimes a student starts a doctoral course with funding from us, but their circumstances change in a way that opens a route to UKRI or KESS 2 funding. In these cases, the student will become ineligible for our funding from the date they are in receipt of the alternative funding.

You should not use the Withdrawal CoC when this happens, as the student is still in study and the CoC would be inaccurate. Instead, you should email us at hep_referrals@slc.co.uk. Please provide the following information in your email:

  • subject line 'PGD UKRI funding' or 'PGD KESS funding'
  • the student’s name
  • the student’s CRN
  • the student’s SSN
  • the academic year
  • the date from which the student was or will be in receipt of the UKRI or KESS funding
  • your HEP code
  • your full name
  • the email address registered under SIS contacts if you are sending the message from another email address

Registration Home

You will need Registration Administrator access to see the Registration section of SIS.

A screenshot of the registration home page in SIS

The Registration Home page lists the academic years where you have students with outstanding registration confirmations. It also has a menu with links to all the registration functions:

  • registration worklist
  • import registration confirmations
  • create manual registrations
  • view manual registrations

Registration worklist

Students will appear on the registration worklist for confirmation 30 days before the start of their course. You should submit a registration confirmation as soon as a student has been enrolled. For new students, this is normally after you have had face to face contact with them.

You can wait 28 days to submit a Not Registered confirmation. This will allow the student time to register at a different university or college. However, if you know that the person is not pursuing higher education, you should make the submission as soon as you find out.

Any student receiving maintenance or contribution to costs funding will need a registration confirmation.

If a student appears on the worklist as full-time but is part-time, you should submit a CoC to amend the mode of study.

The Registration Worklist filter page is split over 2 tabs:

  • student search
  • course search

The page defaults to the Student Search tab.

The following options are available on both tabs.

Clear Filter and Results

This clears all fields and reverts to the initial view. If you have any search results open, these will also be removed.

Filter and Display Results           

This searches all student details on the system, retrieves those that match your search criteria and displays them on screen.

Filter and Export Results            

This searches all student details on the system, retrieves those that match your search criteria and lets you save these in an export file.

Registration worklist – student search

A screenshot of the registration worklist student search page in SIS.

These are the fields you can search on in the Student Search tab.

Academic Year 

This defaults to the current academic year and is the only mandatory field you need to run a search.

CRN and SSN    

Unique customer identifiers.

Date of Birth    

The format is dd/mm/yyyy.

Forename/Surname     

The student’s name. You can use a wildcard search for these fields. For this, you must enter at least 3 characters along with the wildcard symbol (%). If you use one of these fields, you must also use the other.

Number of Records to Display  

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

Mode of Study 

Full-time or part-time.

Registration worklist – course search

A screenshot of the registration worklist course search page in SIS.

These are the fields you can search on in the Course Search tab.

Academic Year 

This defaults to the current academic year and is the only mandatory field you need to run a search.

Course Name    

You can enter up to 41 characters and use a wildcard search.

Course Start Date           

Only applies to full-time study, if you select part-time this option will be inactive.

SLC Course Code and UCAS Course Code   

Course identifiers.

Method of Attendance 

A dropdown with a choice of attendance methods.

Qualification     

A dropdown with a choice of qualifications.

Campus

A dropdown with a choice of campus locations.

Course Type      

A dropdown with a choice of course types.

Course Status   

A dropdown with a choice of course status options. You can choose Open or  Closed.

Course Fee Rate             

Enter the full course fee rate you are charging in this field.

Number of Records To Display  

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

Mode of Study 

A dropdown with a choice of modes of study.

Registration worklist search results

A screenshot of the registration worklist search results in SIS.

The registration worklist results page will show the results of the filtered search.

Students who need a registration confirmation will appear on the worklist 30 days before their course starts. SIS gets the course start date from the Courses Management Service (CMS).

Students will appear on the list in alphabetical order. Every entry will show their Student Support Number (SSN), full name and date of birth. The SSN also acts as a hyperlink to the Detailed Student Information page.

Next to each student’s record, there is a Registration Confirmation dropdown. Select Yes from the dropdown to register the student.

If a student’s details appear on the registration worklist, but they never turn up to study, you should select No. This will clear the student from the worklist and remove their support entitlement. The student’s registration status will show as Registration Not Required. If the student then turns up at a later date, you can change their registration code.

For AY 2018/19 and later, you will also see a Credits field. This will only be valid for Part-Time Maintenance Loan (PTML) students.

A screenshot of the registration worklist search results page in SIS with a red box highlighting the credits section.

When you confirm registration for PTML students you also confirm that the correct credits are showing for that academic year. Once you select Y from the Registration Confirmation dropdown, the credit value becomes editable. If it is incorrect, overtype the value.

Once you have selected Yes or No for all the relevant students, select Submit to make the confirmations. All students whose registration you confirm as Yes or No will be removed from the registration worklist. Their Student History page will update to show the registration confirmation.

At this point, the student will be removed from the registration worklist. Their registration status will stay at Awaiting Registration Confirmation until we reassess the application. Once we have processed the CoC, the student will come back onto the registration worklist for confirmation.

You can view the details of the submitted CoC on the Student Information page by selecting History.

Registration confirmation export

The previous sections outlined how to confirm registration manually on the HE Gateway. This works well for individual students and smaller groups. If you have a large number of students, you may want to submit the confirmations in bulk instead.

To do this, you should first export the registration worklist file from the HE Gateway. You can then add your confirmations and import the file back into SIS to update all student records at once.

  1. Go to the Registration Worklist page and run a search to find the students whose registration you want to confirm.

    A screenshot of the registration worklist results page in SIS with the filter and export results button.

  2. Once you have your search results, select Filter and Export Results. This will open the Student Information Export page.

    A screenshot of the student information export page in SIS.

  3. Select the Registration Confirmation Report radio button. The filename will default to Registration Confirmation Report. You can overtype this with a more relevant filename if you like.

  4. Select Export Results to export the file, or select Cancel to return to the registration worklist.

The exported file will only include the details of the students who came up in your search and whose registration you need to confirm.

The file comes in the same format as the previously used SSAR file, with one addition. From AY 2018/19, it has a Credits field for Part-Time Maintenance Loan (PTML) students.

When you confirm registration for PTML students you also confirm that the correct credits are showing for that academic year.

You can find the full details of the format of this file in the Attendance and Student Information Import and Export Files Technical Specification. If you need a copy, please email hep_services@slc.co.uk.

Registration confirmation import

After you have exported the registration confirmation report from SIS, you can update it with your registration confirmations.

You can then use the Registration Confirmation Import option to import the file back into SIS. This will confirm your students’ registration in bulk to release bursary and maintenance payments.

You can only make positive registration confirmations with the registration confirmation import. For any negative confirmations, you will need to go to the worklist and manually select N for 'not registered'.

  1. Go to the Registration Home page and select Import Registration Confirmations.

  2. Browse for the file you want to upload and select it.

    A screenshot of the import registration page in SIS.

  3. Once you have selected the file, select Import and Submit to import the file into SIS. The system will check the file. If it fails any of the validation rules, you will get an error message.

Errors

The file extension is not ‘txt’ 

The file must be of the expected type and have a file extension of .txt.

A file with the same content has already been imported into SIS

The file content has already been imported into SIS. The system will use a combination of the Filename and Checksum items to check this.

The file contains no records 

The imported file must contain at least 3 records: a header record, a footer record and at least one detail record.    

The number of records within the file exceeds 50,000

The total number of lines in the file must not exceed 50,002. This includes up to 50,000 records, plus one line for the header and one for the footer.

The filename can have up to 100 characters. If it is longer, the system will truncate it to 100 characters.

The format of the file does not match that expected 

SIS will check if the HEI code in the header record of the imported file matches your HEI code. If it does not, the file will fail and no records will be uploaded.

SIS will also run a business validation check on each student record in the file. This will make sure that the student exists and needs a registration.

All mandatory items in the file must be populated. See the detailed import file format for more information.

The confirmation date on the detail record must be a valid date and on or before the current business date. The current business date means the system date when the validation is run.

The academic year on the detail record must be the same or earlier than the academic year on the header record.

The HEI code on the detail record must be the same as the HEI code on the header record, or its child.

The Student Support Number (SSN) must exist. It must be in the correct format (4 alphabetic characters, plus 8 digits, plus one character, for example, ABCD12345678X).

If a record fails any of the validation checks, you will get an error message saying, 'The format of the file does not match that expected'.

Registration import results

  1. Go to the Registration Home page and select Registration Import Results.

  2. This will take you to the Registration Import Results Filter Use the filter options here to find the registration import file you need.

    The Academic Year is the only mandatory field you need to run a search.

    The HEI Code defaults to the code of your university or college.

    The Date From and Date To fields default to the previous day. You can overtype these with the dates you need.

    The File Import Status field lets you search for files that have either failed validation, been successful or are still processing. It is set to Failed as default.

    A screenshot of the registration import results filter in SIS.

  3. Once you have set the filter options, select Filter.

  4. This will bring up a list of all submitted registration import files. The list shows the filename, the import date, the academic year the file relates to and the file status.

A screenshot of the registration import results filter results page in SIS.

The filenames in this list act as hyperlinks. Select a filename to view the details of the records in that file.

If a file did not successfully upload, you can find its details in the Import Error Details section of the results page.

Errors on the file will show:

  • the row number in the file where the error appears
  • the Student Support Number (SSN) – the SSN from the original entry in the imported file; if the error is in the header row or any other row without an SSN, this will be blank
  • the error type – file format error or business rules error
  • the error details – select Export Results to export error details; you can then review and correct them and resubmit the file or manually confirm the registrations

A screenshot of the registration confirmation file import results after a failed file import.

When you submit the file, you will see one of 3 file import statuses on the Import Results page.

Awaiting Processing      

The file has been uploaded and is awaiting processing. Once the system finishes processing it, the status will update to Failed or Successful.

Processing with Error   

The file is in processing but will fail. The status will update to Failed once the system finishes processing it.

Out of Sequence            

You should only see this in exceptional circumstances. If you ever see this status, please report it immediately to our Partners Support desk.


Error details

Once you have submitted a file, any processed errors will appear in the Import Error Details section of the page. The list below shows the different error types and descriptions.

The format of the file does not match that expected

The file must have a header record at the beginning. It can only have one header record.

The header record must be 15 characters long and:

  • start with 'HH', (characters 1 and 2)
  • contain a numeric academic year (characters 3 and 4)
  • end with 'CR' (characters 14 and 15)

You do not have access to import a file for the HEI code specified in the header record

The HEI code in the file header must belong to your university or college, or its child.             

The format of the file does not match that expected

The file must have a footer record at the end. It can only have one footer record.

The footer record must be 8 characters long and start with 'TT' (characters 1 and 2).            

The number of records in the file footer does not agree with the details in the file

The number of records specified in the file footer must equal the number of detail records in the file.

This student cannot be matched

The SSN you have provided must match the one in the system.  

Confirmation is not required for this student

Students in the file must need confirmation.      

Confirmation has already been submitted for this student

You can only submit confirmation once.

Confirmation is not yet due for this student. Please check the appropriate worklist for currently outstanding confirmations

Students must be available for attendance confirmation. You can submit this 30 days before the course start date at the earliest.

Manual registration functionality is not available for your institution

You can only submit manual registration confirmations for publicly funded providers.

Manual registration

You will sometimes need to register a student who has yet to appear on the registration worklist. This is called manual registration.

There are a number of reasons to submit manual registrations. For instance, you would do this for late applications. You would also do it when a student changes provider but either has no CoC to transfer their application or has a CoC but this has not been actioned. This means that we will not hold a record for that student for the new provider.

If you know the student’s Student Support Number (SSN), you can submit a manual registration on SIS. This will release their maintenance payments.

Only publicly funded universities or colleges can submit manual registrations.

You can manually register students either individually or in bulk by importing a registration file into SIS.

You will need to Registration Administrator access to submit manual registrations.

  1. Go to the Registration Home page and select the Create Manual Registrations tab.

A screenshot of the create manual registration page in SIS.

  1. Go to the Academic Year dropdown and choose the year you want to register the student for.

  2. Enter the Student Support Number (SSN) or the Customer Reference Number (CRN) of the student you want to register.

  3. Select the search icon next to the SSN/CRN field. The system will find the student’s surname, forename and date of birth.

  4. If you want to submit more than one manual registration, select the + icon. This will create a new line where you can add another student’s details.

  5. When you have added all the students you want to register, select Submit.

If the submission is successful, you will get a message saying, 'The manual registration confirmations have been submitted successfully to be processed'.

If any manual registrations fail, you the system will list the relevant SSNs and give you an error message.


Errors

Confirmation is not required for this student

For normal registrations, students must need confirmation of registration. Check that the registration status is Awaiting Registration Confirmation and the worklist date is on or before the current business date.         

This student cannot be matched

For manual registrations, the student must be our existing customer. There must be an entry for the SSN in the Customers table.     

Confirmation is not required for this student

We must not already have received a registration confirmation for the student. Check that there is no Registration Requests entry for the same student, HEI and academic year.

You can include manual registrations in the registration file import by adding the SSN.

View manual registrations

You can view all submitted manual registrations in SIS.

  1. Go to the Registration Home page and select View Manual Registrations.

  2. This will take you to the View Manual Registration Filter page. Like the registration worklist, this page has tabs for Student Search and Course Search. It defaults to the Student Search tab. Select the tab you need and enter your search criteria.

  3. Select Filter and Display Results to find the manual registrations that match your search criteria. You can view the search results on screen but cannot export them.

  4. Select Clear Filter and Results to clear the search and return to the Registration Home page.

A screenshot of the view manual registration page, student search tab in SIS

The following options are available on both the Student Search and Course Search tabs.

Clear Filter and Results

This clears all fields and reverts to the initial view. If you have any search results open, these will also be removed.

Filter and Display Results           

This searches all student details on the system, retrieves those that match your search criteria and displays them on screen.

Filter and Export Results            

This searches all student details on the system, retrieves those that match your search criteria and lets you save these in an export file.


Search criteria on the Student Search tab

Academic Year 

This defaults to the current academic year. It is the only mandatory field on this tab.

Customer Reference Number and Student Support Number

Unique customer identifiers.

Date of Birth    

The format is dd/mm/yyyy.

Forename/Surname     

The student’s name. You can use a wildcard search for these fields. For this, you must enter at least 3 characters along with the wildcard symbol (%). If you use one of these fields, you must also use the other.


Search criteria on the Course Search tab

Academic Year 

This defaults to the current academic year. It is the only mandatory field on this tab.

Course Name   

You can enter up to 41 characters. You can use a wildcard search.

SLC Course Code            

The unique course identifier.

UCAS Course Code        

As provided by UCAS.

Method of Attendance

A dropdown with a choice of attendance methods.

Qualification    

A dropdown with a choice of qualifications.

Campus             

A dropdown with a choice of campus locations.

Course Type     

A dropdown with a choice of course types.

Course Status   

A dropdown with a choice of course status options. You can choose Open or Closed.

Course Fee Rate             

Enter the full course fee rate you are charging in this field.

Manual registration search results

Once you run a search on the View Manual Registrations page, the search results will appear on screen. The top half of the page will show your search criteria. The bottom half will show the search results.

A screenshot of the manual registration search results in SIS.


The results will include students who match your search criteria and will show their:

  • Student Support Number (SSN)
  • full name
  • date of birth

The final column shows the student’s Change of Circumstance (CoC) status. If there is an outstanding CoC for the student, an icon will appear in this column. Select this icon to view the details so you can raise the appropriate CoC notification.

If you have already raised the CoC, there will be no icon and the student’s SSN will become a hyperlink to their Detailed Student Information page.

Combined registration and attendance worklist

Combined registration and attendance worklist

You can use the combined worklist to submit both the registration confirmation and the first attendance confirmation at the same time. This combined confirmation will release any maintenance payments and the first instalment of the Tuition Fee Loan (and Tuition Fee Grant for Welsh students).

You need to have Combined Administrator access to see the combined worklist.

Like the registration worklist, you will see students on the combined worklist 30 days before the start of their course. This means you can submit an attendance confirmation up to 30 days before students appear on the attendance worklist. Only students with approved applications will be on the combined worklist.

If you are an Alternative Provider you must only use the combined worklist for students you have registered with the appropriate awarding body. This is because a confirmation on the combined worklist will trigger the payment of tuition fees.

When you submit a confirmation on the combined worklist, the student will not appear on the registration or attendance worklists.

When you use the combined worklist, the student’s attendance will be confirmed as 'A' to the latest assessment in SIS. For fee purposes, this will apply irrespective of any course information given in the combined confirmation import file. Submitting a confirmation on the combined worklist will lead to fee payments. You must therefore ensure that the course and fee information is correct first.

Combined Home

The Combined Home page lists the academic years where you have students with outstanding registration confirmations. It also has a menu with the following options:

  • combined worklist
  • import combined confirmations
  • combined import results

A screenshot of the combined home page in SIS.

Combined worklist

Like the registration worklist, the Combined Worklist page has tabs for Student Search and Course Search. The page defaults to the Student Search tab.

The following options are available on both tabs.

Number of Records to Display  

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

Clear Filter and Results

This clears all fields and reverts to the initial view. If you have any search results open, these will also be removed.

Filter and Display Results           

This searches all student details on the system, retrieves those that match your search criteria and displays them on screen.

Filter and Export Results            

This searches all student details on the system, retrieves those that match your search criteria and lets you save these in an export file.

Combined worklist – student search

The list below shows the search criteria you can use on the Student Search tab.

Academic Year 

This defaults to the current academic year and is the only mandatory field you need to run a search.

CRN and SSN    

Unique customer identifiers.

Date of Birth    

The format is dd/mm/yyyy.

Forename/Surname     

The student’s name. You can use a wildcard search for these fields. For this, you must enter at least 3 characters along with the wildcard symbol (%). If you use one of these fields, you must also use the other.

Combined worklist – course search

The list below shows the search criteria you can use on the Course Search tab.

Academic Year 

This defaults to the current academic year. It is the only mandatory field on this page.

Course Name   

You can enter up to 41 characters. You can use a wildcard search.

SLC Course Code            

The unique course identifier.

UCAS Course Code        

As provided by UCAS.

Method of Attendance

A dropdown with a choice of attendance methods.

Qualification    

A dropdown with a choice of qualifications.

Campus             

A dropdown with a choice of campus locations.

Course Type     

A dropdown with a choice of course types.

Course Status   

A dropdown with a choice of course status options. You can choose Open or Closed.

Course Fee Rate             

Enter the full course fee rate you are charging in this field.

Combined worklist search results

Once you run a search on the Combined Worklist page, the search results will appear on screen. The top half of the page will show your search criteria. The bottom half will show the search results.

A screenshot of the combined worklist search results page in SIS.


Students who need a combined confirmation will appear on the worklist 30 days before their course starts. Every student record will show the information explained below.

SSN      

Student Support Number. This also acts as a link to the View Detailed Student Information page for the selected student.

Full Name         

The student’s full name.

DoB      

The student’s date of birth.

Course Name   

The student’s course name.

Course Year      

The student’s current year of study.

SLC Course Code            

The SLC code of the student’s course.

TFL Amount      

The Tuition Fee Loan as requested by the student. This is the portion of their total fee paid by the Tuition Fee Loan.

TFG Amount     

This is the portion of the student’s fee paid by the Tuition Fee Grant.

STP Amount     

This is the tuition fee amount that the student must pay.

Total TF             

This is the total tuition fee amount. It is the total of the previous 3 columns.

Combined Confirmation             

A dropdown where you should select Yes to indicate a combined confirmation.

Submitting confirmations from the combined worklist

  1. Select the appropriate confirmation indicator from the Combined Confirmation dropdown.

  2. When you have done this for all students you need to, select Submit.

Once you have submitted a combined confirmation for a student, they will disappear from the worklist. Their record will update to show they have been registered and marked in attendance with an 'A' code.

When you use the combined worklist to confirm attendance, you must submit any necessary course or fee corrections before the second liability point. To do this, you must raise the relevant CoCs on SIS.

Combined worklist export

The previous chapters explained how to submit combined confirmations manually on the HE Gateway. This works well for individual students and smaller groups. If you have a large number of students, you may want to submit the confirmations in bulk instead.

To do this, you should first export the combined worklist file from the HE Gateway. You can then add your confirmations and import the file back into SIS to update all student records at once.

  1. Go to the Combined Worklist page and run a search to find the students you want to submit confirmations for.

  2. Once you have your search results, select Filter and Export Results. This will open the Student Information Export page.

  3. Select the Combined Confirmation Report radio button. The filename will default to Combined Confirmation Report. You can overtype this with a more relevant filename if you like.

  4. Select Export Results to export the file. The file will export in .out format. Alternatively, select Cancel to cancel the export and return to the combined worklist.

The exported file will only include the details of students who came up in your search and who need confirmation.

The Combined Confirmation Report file format is the same as the Registration Confirmation Export file (and the same as the historic SSAR file). You can find a detailed breakdown of the file format in the Attendance and Student Information Import and Export Files Technical Specification. If you need a copy, please email hep_services@slc.co.uk.

A screenshot of the combined worklist student information export page in SIS.

Combined worklist import

Once you have exported the combined worklist from SIS, you can add your confirmations to the file. You can then import the file back into SIS to submit the confirmations.

The Combined Confirmation Import file format is the same as the Registration Confirmation Import file. You can find the full details in the Attendance and Student Information Import and Export Files Technical Specification. If you need a copy, please email hep_services@slc.co.uk.

Importing the combined worklist into SIS works the same way as importing the registration worklist. See Registration confirmation import and Registration import results for:

  • the steps to import the file into SIS
  • how to view imported files
  • how to check for validation errors

The only difference is that when you import the combined worklist, this will update the student’s attendance as well as their registration status.

When you upload a Combined Confirmation Import file into SIS, this will confirm attendance against the latest active tuition period. If you include a course code and course year on the imported file, the system will always ignore it. You must ensure that you confirm attendance against the correct course. Check the course in SIS and raise a Change of Circumstance notification (CoC) if you need to.

If there is no active tuition period for the student, university or college and academic year, the entry will fail. This means it will confirm neither registration nor attendance. If you go to Monitor Combined Import Submission, you will see the message 'Combined confirmation cannot be applied to this student'.

Attendance confirmation

Confirming ongoing attendance

You must submit accurate and timely attendance confirmations so that we can release fee payments to you on behalf of students.

Attendance means active and ongoing engagement with the activities and learning opportunities on a course. These include, but are not limited to, scheduled learning and teaching activities.

You must confirm attendance for students at 3 separate liability points in the academic year. These correspond to the term dates you give us when you submit your courses on the Courses Management Service (CMS).

You should confirm attendance when the student has started attending the course and has become liable for tuition fees. Undergraduate part-time and postgraduate Northern Ireland students must attend for at least 2 weeks in the first term.

From academic year 2018/19, the number of attendance confirmations for part-time students increased from 1 to 3 per year. This is in line with the full-time confirmation process.

We need you to submit an attendance confirmation for all students each term. This will release the payment instalment for the liability period.

We will pay tuition fees in 3 instalments of 25%, 25% and 50%. The table below shows the payment dates.

Season (academic year start)

 

Payment 1

 

%

 

Payment 2

 

%

 

Payment 3

 

%

Autumn (September to December)

third Wednesday in October

25%

first Wednesday in February

25%

first Wednesday in May

50%

Winter (January to  March)

first Wednesday in February

25%

first Wednesday in May

25%

third Wednesday in October

50%

Spring (April to June)

first Wednesday in May

25%

third Wednesday in October

25%

first Wednesday in February

50%

Summer (July to August)

third Wednesday in July

25%

first Wednesday in February

25%

first Wednesday in May

50%

To ensure we can pay your fees as early as possible, you should confirm attendance by close of business on the Thursday before the main payment dates. These are in October, February and May.

After the main payment dates, we will make BACS payments each Wednesday. To ensure that we can pay you on the Wednesday, you should confirm attendance on SIS by Thursday the week before.

You should only confirm attendance after you have registered your students with the appropriate awarding body.

You are only entitled to receive the full fee loan (or fee grant for Welsh students) if you confirm attendance at each of the liability points.

Attendance code definitions

You can use the following attendance codes on SIS. Remember that you must only confirm attendance for students after you have registered them with the appropriate awarding body.

 

Code

Definition

A

The student is in attendance, the course and fee information are correct.

Also after reassessment: Course and fee information amended correctly.

Payment will be released.

C

Course mismatch – you should raise a CoC.

F

In attendance but you disagree with the fee – you should raise a CoC.

L

In attendance but the liability is disputed, you will resolve. Payment will be released.

N

In attendance but the liability is disputed, you will not resolve – you should raise a CoC.

X

The student is not in attendance after the course start – you should raise a CoC.

S

The student is suspended – you should raise a CoC to block maintenance and fee payments.

D

You can only submit this code in the first liability period to tell us the student has never attended your university or college. Submitting a D code will remove the student’s support entitlement.

Attendance Home

The Attendance Home page will list the academic years where you have students with outstanding attendance confirmations. If there are none outstanding, it will have a message saying, ‘There are no attendance confirmations outstanding’.

This page also has a menu with links to the attendance functions:

  • attendance worklist
  • import attendance confirmations
  • attendance import results

A screenshot of the attendance home page in SIS.

Attendance worklist

Like the registration and combined worklists, the Attendance Worklist page has tabs for Student Search and Course Search. The page defaults to the Student Search tab.

The following options are available on both tabs.

Clear Filter and Results

This clears all fields and reverts to the initial view. If you have any search results open, these will also be removed.

Filter and Display Results           

This searches all student details on the system, retrieves those that match your search criteria and displays them on screen.

Filter and Export Results            

This searches all student details on the system, retrieves those that match your search criteria and lets you save these in an export file.

Number of Records to Display per page 

The number of search results per page. By default, this is 25, but you can change it to 50, 100 or 200.

A screenshot of the attendance worklist in SIS.

Attendance worklist – student search

The list below shows the search criteria you can use on the Student Search tab.

Academic Year 

This defaults to the current academic year and is the only mandatory field you need to run a search.

Mode of Study 

You can search for full-time or part-time students. If you leave this as Select, the search will return both.

Student Support Number / Customer Reference Number           

Unique student identifiers.

Date of Birth    

The student’s date of birth. The format is dd/mm/yyyy.

Forename/Surname     

The student’s name. You can use a wildcard search for these fields. For this, you must enter at least 3 characters along with the wildcard symbol (%). If you use one of these fields, you must also use the other.

Registration Status       

The student’s registration status.

Last Updated From/To 

Last update dates that you can filter on. The format is dd/mm/yyyy. If you use one of these fields, you must also use the other.

Current Year Start Date From / Current Year Start Date To         

This field lets you filter on the current year start date of part-time students. You cannot use it if you set the Mode of Study field to Full Time.

Attendance worklist – course search

A screenshot of the attendance worklist page, course search tab in SIS.

The list below shows the search criteria you can use on the Course Search tab.

Academic Year 

This defaults to the current academic year and is the only mandatory field you need to run a search.

Mode of Study 

You can search for full-time or part-time students. If you leave this as Select, the search will return both.

Course Start Date          

The start date of full-time courses only. If you set Mode of Study to Part Time, this field will be unavailable.

Course Name   

The student’s course name. You can use a wildcard search.

Term Start Date From/To           

Term start date for full-time courses only. If you set Mode of Study to Part Time, this field will be unavailable.

UCAS Course Code/ SLC Course Code    

Unique course identifiers.

Method of Attendance

If you set Mode of Study to Part Time, this field defaults to Part Time.

Liability Period

This field lets you filter on a specific liability period.

Campus             

A dropdown with a choice of campus locations.

Qualification    

A dropdown with a choice of qualifications.

Course Type     

A dropdown with a choice of course types. If you set Mode of Study to Part Time, this field defaults to Part Time.

Course Fee        

Enter the full course fee rate you are charging in this field.

Course Status   

A dropdown with a choice of course status options. You can choose Open or Closed.

Registration Status       

The student’s registration status. This field will be unavailable if you select an academic year before 2012/13.

Current Year Start Date From/To           

This field lets you filter on the current year start date of part-time students. You cannot use it if you set the Mode of Study field to Full Time.

Attendance worklist search results

Once you run a search on the Attendance Worklist page, the search results will appear on screen. The top half of the page will show your search criteria. The bottom half will show the search results.

The results are split into 3 tabs:

  • unconfirmed attendances – confirmations you have not yet actioned
  • saved attendances – confirmations you have saved but not submitted
  • saved and reassessed – confirmations you have saved and we have reassessed

The number of search results for each tab will be in brackets after the heading and the fields.

The search results will default to the Unconfirmed Attendances tab.

Once you have confirmed attendance for a student, their status will be updated to Attendance Confirmed. The student will disappear from the attendance worklist. If you submit attendance for the first liability period, they will also disappear from the combined worklist.

Attendance worklist results – unconfirmed attendances

Each line of the Unconfirmed Attendances tab shows one student record. It includes the student’s:

  • Student Support Number (SSN)
  • full name
  • date of birth
  • course name
  • course year
  • SLC course code
  • current year start date (for part-time students only)
  • Tuition Fee Loan
  • Tuition Fee Grant
  • tuition fee waiver
  • student to pay amount
  • total tuition fee

Next to each student’s record, there is an Attendance Confirmation dropdown for each of the 3 liability periods. This will only become enabled when an attendance confirmation is due.

You will see blanks under the liability points if you need to submit an attendance confirmation but the liability date has not been reached yet. If an attendance code is not applicable to the student you will see N/A.

  1. To confirm attendance, select the appropriate code from the Attendance Code dropdown.

  2. Select Submit if you want to submit the attendance confirmation right away.

  3. Select Save if you want to come back to the page and submit the attendance confirmation later.

The Save and Submit buttons will only become active once you have selected an attendance code.

Once you have submitted a student’s attendance confirmation, their status will change to Attendance Confirmed and they will disappear from the attendance worklist. If you submitted attendance for the first liability period, they will also disappear from the combined worklist.

If you submit a positive attendance code, this will appear in the Attendance Code column and you will no longer be able to edit it. If you have made an error, you will need to raise a CoC to correct it.

If you submit a negative code, this will appear in the Attendance Code column, but the dropdown will still be active so you can reverse it if you need to.

  1. To reverse a negative attendance code, select a positive code from the Attendance Code dropdown.

  2. Select Submit if you want to submit the positive attendance confirmation right away.

  3. Select Save if you want to come back to the page and submit the positive attendance confirmation later.

If you save an attendance confirmation but do not submit it, the saved code will appear in the Attendance Code column along with the dropdown option to amend it. The Submit button will become active. Select this to submit the confirmation when you are ready.

If a student does not need an attendance confirmation, the Attendance Code column will be blank. This might be because it is too early for the student to appear on the attendance worklist. This column will also be blank for liability periods 2 and 3 for part-time students, as they only need an attendance confirmation in the first liability period.

Sometimes, a student’s application is reassessed and this affects a previous liability period. In this case, you may need to enter an attendance code for 2 liability periods at the same time.

The system will not let you submit an attendance code for the later of the 2 outstanding liability periods until you have submitted one for the earlier period. If you have only saved a code for a previous liability period, the system will consider it outstanding.

If you try to submit an attendance confirmation when there is an outstanding confirmation for an earlier liability period, you will get an error message:

'The attendance code for the selected period cannot be submitted without submitting a code for all outstanding periods.'

Attendance worklist results – saved and reassessed

The Saved and Saved and Reassessed tabs have the same fields as the Unconfirmed tab. The only difference is that the Attendance Code field will show the code you have saved.

You cannot change the attendance code for the students on these tabs. To amend a student’s confirmation, select their Student Support Number (SSN). This acts as a hyperlink that will take you to the Detailed Student Information page where you can update their attendance confirmation.

Select the checkboxes at the beginning of each row to choose the relevant codes to submit. Alternatively, choose Select All Displayed to select all records on the page. If you need to, you can deselect records individually or by selecting Deselect All. Select Submit to submit the codes.

An application may appear on both the Unconfirmed tab and the Saved tab. This will happen if the attendance confirmation for liability period 1 is still outstanding by the time liability period 2 arrives.

If you save an attendance code for liability period 1, this will move to the Saved tab. The outstanding attendance code for liability period 2 means that the record will also appear on the Unconfirmed tab. If you submit the attendance code for liability period 2, the saved code for liability period 1 will also be submitted. 

Attendance saved:

A screenshot of attendance saved in the attendance worklist page in SIS.

Attendance saved and reassessed:

A screenshot of attendance saved and reassessed in the attendance worklist in SIS.

You can enter and save attendance codes in any order but our system will only let you submit them in order. You must submit liability period 1 before liability period 2 or at the same time.

If you try to submit an attendance confirmation when there is an outstanding confirmation for an earlier liability period, you will get an error message:

'The attendance code for the selected period cannot be submitted without submitting a code for all outstanding periods.'

When you save or submit an attendance code, the system will automatically check that the record has not been updated in the meantime. If the record has been updated, the system will not save your attendance code and you will get a warning message. This applies to all tabs.

You will also see a warning text when you submit attendance codes:

'Please ensure that any attendance codes are correct.'

When you have successfully submitted or saved an attendance confirmation you will get a message confirming this. 

Manual attendance confirmations

You must only confirm attendance for students after you have registered them with the appropriate awarding body.
  1. Go to SIS Home and select Attendance Home. This will show the attendance subareas you can see with your access level.

  2. Select Attendance Worklist to go to the worklist page.

    If you use the search filters on this page, only students who need an attendance confirmation will appear in the results. You may also see students who normally would not appear for attendance confirmation but need this for bursary payments.

  3. The Attendance Worklist Filter page is split into 2 tabs: Student Search and Course Search. Choose the tab you want to search on.

  4. Select your search criteria, then select Filter and Display Results. The results of your search will show below the filters.

    The results are split into 3 tabs:

    Unconfirmed attendances

    Attendance confirmations you have not actioned yet

    Saved attendances

    Attendance confirmations you have saved but not submitted

    Saved and reassessed

    You have saved an attendance code and we have since reassessed the student


    Each line of the results table shows one student record with the student’s personal, course and fee information. It also includes the attendance status dropdown for each of the 3 liability periods.

  5. Select the appropriate attendance codes for the students on the list.

  6. Select Submit to confirm attendance straight away. If you do this, the positive attendance codes will trigger the fee payment process. Alternatively, select Save to save your selection and come back to it later.

Once you confirm attendance for liability period 1, the student will no longer appear on the attendance worklist. Their attendance status will be updated to Attendance Confirmed. It will stay at this status until the first day of liability period 2 (the start of the second term). At this point the student will reappear on the worklist. Their attendance status for period 2 will be Awaiting Attendance Confirmation.

You will need to confirm a student's attendance for the earliest outstanding liability period first. Otherwise, the system will not let you confirm if for a later period. You can check for outstanding attendance confirmations for a specific liability period by using the liability period filters on the Course Search page.

If you save an attendance code, you can come back to the worklist and submit at a later date. Saving a record will move it from the Unconfirmed tab to the Saved tab.

Checking for previous attendance confirmations

When you raise a Change of Circumstance notification (CoC) that affects a previous liability period, the student will reappear on the attendance worklist for that period. It is therefore possible that a student will need attendance confirmations for more than one liability period at the same time. You will not be able to submit an attendance code for the later liability period until you have confirmed the earlier period.

To check if there are any students who need a confirmation for an earlier period, use the Liability Period filter on the Attendance Worklist. For example, if you want to check for outstanding confirmations in liability period 1, filter on all students within this period.

The screenshot below shows a student whose attendance has been confirmed for the first liability period. The second liability date has now been reached, so the student needs an attendance confirmation for the second period. There is no option to confirm attendance for the third period, as the third term has not started yet.

A screenshot of one student's attendance confirmed in liability 1 and 2 but not 3 in SIS.

The screenshot below shows the Attendance tab in the Student History section of a student’s record. This student’s attendance has been confirmed (AC) in liability periods 1 and 2. They are still awaiting attendance confirmation (AAC) for liability period 3.

A screenshot of SIS showing student's attendance has been confirmed in periods 1 and 2 but is still waiting to be confirmed in period 3.

Attendance worklist export

The previous chapters explained how to submit attendance confirmations manually on the HE Gateway. This works well for individual students and smaller groups. If you have a large number of students, you may want to submit the confirmations in bulk instead.

To do this, you should first export the attendance worklist file from the HE Gateway. You can then add your confirmations and import the file back into SIS to update all student records at once.

  1. Go to the Attendance Worklist page and run a search to find the students you want to submit confirmations for.

  2. Once you have your search results, select Filter and Export Results. This will open the Student Information Export page.
  1. You can only export the results in the Summary Student Information format. This will be selected by default. When you select to export the results, you will see your filter criteria on screen but they will be in read-only format.
  1. Select the Attendance Confirmation Report radio button. The filename will default to Attendance Confirmation Report. You can overtype this with a more relevant filename if you like.

  2. Select Export Results to export the file. You can export up to 50,000 records. If your search has returned more, you will get an error message.

  3. Alternatively, select Cancel to cancel the export and return to the attendance worklist.

You will not be able to see what liability period the attendance confirmation applies to in the exported file.

A screenshot of the attendance worklist page in SIS showing the export function.

The export is in the same file format as the historic ACR file. If you do not want the final column of the export to include any saved attendance codes, use the Attendance Status filter and set it to Attendance Unconfirmed.

Attendance worklist import

Once you have exported the attendance worklist from SIS, you can add your confirmations to the file. You can then import the file back into SIS to submit the confirmations.

Alternatively, you can create an import file from scratch if you prefer.

The file can contain a combination of both full-time and part-time students.

  1. Go to the Attendance Home tab and select Import Attendance Confirmations.

  2. Select the academic year the file covers.

  3. Select Browse and find the file you want to upload.

  4. Select Import and Save to import all records in the file and save them in SIS. You can then come back to the records and submit them later.

  5. Select Import and Submit to import all records in the file and submit them straight away. A submitted file will trigger the payment process.

A screenshot of the import attendance confirmations page in SIS.

If you enter an invalid file path to your file and select one of the import buttons, the system will take you back to the Attendance Home page. You will not get an error message.

The course code in the Attendance Confirmation Report file will be the UCAS course code if applicable. If the course is not a UCAS course, SIS will include the SLC course code instead.

If the UCAS course code and the course name are not unique, the system will not update the record when you try to import the file. You will receive an error message saying, ‘The course cannot be uniquely identified in SIS’.

If this happens, you will need to update the attendance code manually. Alternatively, you can rename the course with a unique name and then promote it again.

Attendance worklist import – file validation

When you import an attendance confirmation file, real time validation will check that:

  • the file is of the expected type (.txt or .out)
  • the number of records in the file is not over 50,000
  • the file has not already been imported into SIS

The file validation only looks at the file content and not the filename. A file with the exact same content as a previously imported file but a different filename will not pass this stage of validation.

If the file passes this check, SIS will store basic file data and you will get an on screen message:

‘File received successfully for academic year 00/00’

If the file fails this check, SIS will not save any of its details. You will get one of the following error messages:

  • The file extension is not ‘.out’ or ‘.txt’
  • The number of records within the file exceeds 50,000
  • The file content has already been imported into SIS

Once the file has passed the real time validation, it will move on to detailed format and business rule validation.

Attendance worklist import – format and business rule validation

Once your import file has passed the basic real time file validation, it will move on to detailed format and business validation. This will take place offline and within 24 hours from when you import the file.

The detailed format validation checks that:

  • the file contains all the expected fields in the correct order
  • the file contains at least one record
  • the HEI code in the file header belongs to your university or college
  • the number of records and the totals of the Tuition Fee Loan, Tuition Fee Grant and Student to Pay fields in the header are equal to the sum of all records for those fields

The business rules validation checks that:

  • the record matches a unique higher education provider, course, course year, academic year and student on SIS
  • the student in the record needs an attendance confirmation
  • the attendance confirmation code is A, C, F, L, N, S, X or NULL
  • if the attendance code is not NULL, the attendance confirmation applies to the most recent tuition fee data (the amount in the Tuition Fee Loan, Tuition Fee Grant and Student to Pay fields in the file match those on SIS)

Validation checks that the contents of all fields across every record in the imported file match those in SIS. The system will only verify fields that are relevant to the attendance confirmation process. For example, it will verify tuition fee amounts but not dates of birth.

If a single record in your file fails format validation, this will not necessarily cause the entire file to fail. It depends on the nature of the format failure and whether it is serious enough to affect the integrity of the whole file. If one or more records have mandatory fields missing, only these records will fail.


After validation

What happens to a file when we have validated it depends on whether you saved or submitted it.

For saved records:

  • we will update the student’s record with the attendance confirmation code you gave us
  • we will update the attendance confirmation status to Attendance Confirmation Saved

For submitted records:

  • we will update the student’s record with the attendance confirmation code you gave us
  • we will update the attendance confirmation status to Attendance Confirmed if you submitted a fee paying attendance code
  • we will update the attendance confirmation status to Awaiting Reassessment if you submitted a non-fee paying attendance code
  • if you submitted a fee paying code, this will trigger payments in line with our business processes

Monitor uploaded submissions

Once you have imported a file, you can view its status in SIS. You can view the detailed results within 24 hours.

  1. Go to the Attendance Home page and select Attendance Import Results.

  2. This will take you to the Attendance Import Results Filter page. Use the filter options here to find the attendance import file you need. The filter options you can use are:
    • Academic Year
    • Last Updated From and Last Updated To
    • Import Type (Saved or Submitted)
    • File Import Status (Processing, Failed or Successful)
  1. Select Filter to view the files matching your search criteria. You will see the following information:
    • the filename
    • the submission date
    • the academic year
    • the import type
    • the file import status

The filename acts as a link to the Attendance Confirmation Import Results page.

You cannot use the filename link if the file is still processing. You can only view the detailed results once all processing is complete.

An image of the attendance import results listed in SIS.

 

Attendance confirmation import results

The Attendance Confirmation Import Results page gives you a breakdown of each imported file that has passed validation.

The top half of the page will show the filter criteria you entered on the Attendance Import Results Filter page. The rest of the page is split between Overview and Import Error Details.

An image of the attendance confirmation import results page in SIS, showing the overview and details of any import errors.


Overview

The overview shows:

  • the total number of records in the file
  • the number of invalid attendance codes
  • the number of blank attendance codes (this means a blank, NULL or “_”), along with the number of times each code occurred

Import error details

For each error in the file, this section shows:

  • the row number where the error appears
  • the student’s SSN (this will be the entry in the imported file, if the error is in the header row or the SSN is unobtainable, this will be blank)
  • the error type (file format or business rules error) and a brief explanation of the error details

Select Export Results to export the error details. You can then review and correct them before you resubmit the file.


File Format Errors

You may see the following file format errors:

  • the format of the file does not match that expected for an Attendance Confirmation File
  • the file contains no records
  • the filename exceeds 100 characters
  • the HEI code in the file header does not match the HEI the user is logged in as
  • either the number of records or the tuition fee loan, grant or student pays totals in the file header do not agree with the details in the file

Business rule errors

You may see the following business rule errors:

  • this student cannot be matched in SIS – the SSN in the file cannot be matched

  • attendance confirmation is not required for this student – you have entered an attendance code for a student who does not need an attendance confirmation

  • invalid attendance code – you have entered an incorrect attendance code

  • no course found in SIS – no course matching the course in the file can be found in the system

  • the course cannot be uniquely identified in SIS, multiple courses found – the system cannot identify the course in the file

  • confirmation has already been submitted for this student – you have already confirmed the student’s attendance for this period

  • confirmation cannot be provided at this time as the application status is not yet approved – the student’s application has not been approved yet

  • confirmation is not yet due for this student, please check the appropriate worklist for currently outstanding confirmations – the student has not yet become available for attendance confirmation

Negative attendance confirmation

If we receive a negative attendance confirmation (X code) for a tuition fee loan product, we will block future maintenance payments. This payment block is applied automatically when you submit an X code. We will write to the student to let them know, but you must submit a follow-up Change of Circumstance (CoC) so we can reassess the student.

If we have already released a maintenance payment when you confirm non-attendance for that term, we will block maintenance for the following term. Once you have confirmed attendance, we will make all payments that were due to be released until the date of the confirmation.

We will always need confirmations for all outstanding periods. If you have not confirmed that a student was in attendance in the first liability period, you cannot submit a confirmation for the second period.

You can confirm attendance manually on the attendance pages in SIS. You can also do it in bulk by exporting the attendance worklist from SIS, updating attendance confirmations and importing the file back into SIS.

There are several attendance codes you can use.

A           

The student is in attendance. The course and fee information are correct.

OR

After reassessment – the course and fee information have been amended correctly. The payment will be released.

C           

Course mismatch. You need to raise a Change of Circumstance notification (CoC).

The student is in attendance but the fee is disputed. You need to raise a CoC.

L            

The student is in attendance but the liability is disputed, you will need to resolve. Payment will be released.

N          

The student is in attendance but the liability is disputed, you will not resolve. You need to raise a CoC.

X           

The student not in attendance. You need to raise CoC.

S           

The student is suspended. You need to raise a CoC to block maintenance and fee payments.

Cooling off – attendance

Students have a cooling off period when they can cancel their contract for educational services with you. The duration of this varies across the sector. It is an arrangement that is separate from student finance.

Our guidance is to confirm attendance for students only when they have become liable for fees. This will be after the cooling off period has ended.

If students leave during the cooling off period, you must withdraw them with the real-time effective date because attendance has not been confirmed.

Example

You correctly confirmed the student’s registration on 17 September, once they enrolled on their course. The course starts on 24 September.

You have a 2-week cooling off period. As the student does not become liable for fees until the end of this period, you should not submit an attendance confirmation yet.

The cooling off period will end on 8 October. The student drops out of the course within the cooling off period on 4 October.

You should submit a Withdrawal CoC with the real-time effective date of 4 October.

Positive attendance submitted in error – student withdrawn

Let’s look at a scenario where you have submitted a positive attendance confirmation in error. The student has not attended in that liability period and will not be returning to study.

You should submit a Withdrawal CoC with the effective date before the first term course start date.

Example 1

You correctly confirmed the student’s registration on 17 September, once they enrolled on their course. The course starts on 24 September.

You confirm the student’s attendance for the first liability period as A on 1 October. This is in error. The student has not attended and will not start the course.

You should submit a Withdrawal CoC with the effective date of 23 September.

Example 2

You correctly confirmed positive registration and attendance for the first term.

For the second term, you confirm the student’s attendance as A on 7 January. This is in error. The student is not continuing with the course.

You should submit a Withdrawal CoC. The effective date should be the student’s last date of attendance (before 7 January).

Negative attendance submitted in error

If you have submitted a negative attendance confirmation in error, you can change this. The Attendance Code dropdown will still be visible. Select a positive code and then select Save or Submit.

Exceptional arrangements in AY 2020/21

For the academic year 2020/21 many higher education providers have needed to alter the way they run their courses. Due to these unavoidable circumstances, we are offering more flexibility in when you can make attendance confirmations and receive payments.

The information under this chapter will cover how this year's exceptional arrangements affect:

  • tuition fee payments
  • confirming attendance
  • Change of Circumstance notifications 

Tuition fee payments in 2020/21

We have changed the way we pay tuition fees for academic year 2020/21 as a result of the COVID-19 pandemic. For this year we will allow the payment of term 2 tuition fees during term 1. This process will enhance your cashflow and provide you with greater flexibility. We hope that this will help you in this difficult time.

This change will be available for all higher education providers. However, you cannot confirm the term 2 attendance of SAAS students in term 1.

For all academic years, you need to confirm attendance at 3 separate liability points throughout the academic year. This applies to all students who receive tuition fee loans.

These liability points correspond to the 3 terms that make up a student’s academic year. For academic year 2020/21 you will be able to submit attendance confirmations for both terms 1 and 2 in term 1.

You can submit attendance confirmations after the course start date, depending on your cooling off schedule.

The date of the first payment for term 1 was the third Wednesday in October (21 October 2020). If you confirmed attendance for term 2 by this point, you would have received the term 2 payment on the fourth Wednesday of October (28 October).

The full payment schedule is below.

Season (academic year start)

Payment 1

%

Payment 2

%

Payment 3

%

Autumn (September to December)

3rd Wednesday in October

21/10/20

25%

4th Wednesday in Oct

28/10/20

25%

1st Wednesday in May

05/05/21

50%

Winter (January to March)

1st Wednesday in February

03/02/21

25%

2nd Wednesday in February

10/02/21

25%

3rd Wednesday in October

20/10/21

50%

Spring (April to June)

1st Wednesday in May

05/05/21

25%

2nd Wednesday in May

12/05/21

25%

1st Wednesday in February

02/02/22

50%

Summer (July to August)

3rd Wednesday in July

21/07/21

25%

4th Wednesday in July

28/07/21

25%

1st Wednesday in May

04/05/22

50%

You must submit attendance confirmations by the Thursday before the payment date to ensure payments are made on the dates in the table.

The fee amount attributed to each attendance confirmation will remain the same, despite the change to when you can submit them. An attendance confirmation for term 1 will trigger a payment of 25% of the student’s tuition fee. This is the same for term 2. A term 3 attendance confirmation will trigger a payment of 50% of the student’s tuition fee.

There will be no change to the payment schedule for term 3. The first of these will be received from Wednesday 5 May for Autumn starts.

To summarise, if you choose to submit term 1 and term 2 attendance confirmations within the first term, the tuition fee payment profile for academic year 2020/21 will change from 25%, 25%, 50% to 50%, 0%, 50%.

Confirming 2020/21 attendance

The change you will notice in AY 2020/21 is that both term 1 and term 2 attendances will appear in your worklist from the course start date. However, there is no change to how to confirm attendance. Please follow the usual steps in the Confirming ongoing attendance section of this guide.

You will still be able to import attendance confirmations, but you will need to import the term 1 and term 2 attendances in separate files. If you upload an attendance file, the first attendance confirmation will automatically be attributed to term 1. This is usual practice and the case for all academic years, not just this one.

For this academic year only, term 2 attendances will be available at the same time as term 1. You do not need to confirm term 2 attendances the same time unless you want to. If your university or college has decided to wait until term 2 to confirm these attendances and receive the payment within term 2, please do so.

Accuracy of 2020/21 confirmations

You must submit accurate and timely attendance confirmations. These let us release fee payments to your university or college on behalf of students.

Usually this will mean waiting until you can confirm that the student is in attendance for the relevant term. This year, you can confirm attendance for term 2 before this term has started. This is an acceptable process for AY 2020/21 only.

You may have cases where you confirm a student's attendance for both terms, but the student withdraws in term 1 or does not return in term 2. In these cases, you will need to submit a Withdrawal CoC as soon as possible. 

As the student has withdrawn, you will have received too much funding. Once you have submitted the Withdrawal CoC, we will deduct any overpayment from your next scheduled payment. You will see this as a negative number in the Fee Amount column of the remittance report.

An image of the remittance report displaying the fee amount as a negative number.

Change of Circumstance notifications for 2020/21

The changes we have put in place for AY 2020/21 mostly affect attendance confirmation. They have very little effect on Change of Circumstance notifications (CoCs).

Please continue to submit accurate and timely CoCs, as well as the corresponding attendance codes. We will continue to process them:

  • within 30 working days during the peak period (from August to the end of November)
  • within 20 working days outside the peak period

The one change that you need to know about is to external transfer CoCs.

Example

University A has confirmed a student's attendance for both term 1 and term 2 during term 1. The student transfers to University B at the beginning of term 2.

You should submit the Transfer CoC as normal. However, once we have processed this, the student will appear on the attendance worklist at University B. University B will then need to confirm their term 2 attendance.

University A has received payment for term 2 already. Our system will deduct this value from their next scheduled payment.

If you submit a CoC for a student, you should submit the corresponding attendance code for the next available attendance period. If this is the term 1 attendance period, please do not submit an A code for term 2 until:

  • we have processed the CoC
  • an A code has been submitted for term 1

Change of circumstances

Change of Circumstance notifications

There are many instances where the information on SIS does not match the student’s current situation. This could be because they have

  • changed course
  • changed mode of study
  • withdrawn from their course

If the information on SIS is not correct you must submit a Change of Circumstance notification (CoC) as soon as possible. This will let us know what changes are needed.

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

You must submit CoCs on the Student Information Service (SIS). The exceptions to this are:

  • Student Awards Agency Scotland (SAAS) students
  • Part-Time Grant students (excluding Welsh Part-Time Loan and Grant students from AY 2014/15)

You should submit changes for SAAS students directly to SAAS. For Part-Time Grant students, you should request a CoC form by emailing coc@slc.co.uk.

On SIS, you can submit CoCs:

  • manually through the CoC Home area
  • in bulk by file upload

You must have CoC Administrator access to SIS to create CoCs. If you need this added to your account, contact the User Administrator at your organisation.

The next sections will take you through the types of CoCs and how to submit each one.

Pre-liability Transfer CoC for application corrections

A pre-liability CoC is a change to a student’s application before the point of liability. The point of liability is when the student becomes responsible for the repayment of a maintenance or fee loan.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown. 

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

    A screenshot of the Change of Circumstance window for a transfer CoC.

  10. Select the Inform about a student transferring to my HEP or transferring within my HEP radio button.

  11. Enter the Transfer Effective Date. For a pre-liability CoC this must be before the first day of the student’s course year start date.

  12. Enter the Expected Date of Completion of New Course. This is the month and year the student will complete the course they are transferring onto.

  13. Enter the Tuition Fee for New Course. This must be the total fee for the year (100%) as you are making a pre-liability change.

  14. Enter the Course Tuition Fee Liability. This is the amount the student is liable for. It must be the total for the year (100%). This field should match the Tuition Fee for New Course field unless the student is paying a proportion of their fee themselves.

  15. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

  16. If you need to, you can include additional notes in the Further Explanation If Required field. Including notes is one of the reasons we cannot process the CoC automatically and will process it within the 20 or 30 working day service level. It is important that you only add notes when you need to tell us something that is not covered by a field on the CoC page.

  17. When you have entered all the details for the CoC, select Next to continue.

  18. This will take you to the Course Details page where you can search to find the correct course. When you have chosen the correct details select Next.

  19. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  20. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Post-liability Transfer CoC for application corrections

A post-liability CoC is a change to a student’s application after the point of liability. The point of liability is when the student becomes responsible for the repayment of a maintenance or fee loan.

You will typically need to submit a post-liability CoC when a student:

  • withdraws
  • suspends
  • resumes
  • transfers

For these CoCs we may need a confirmation of attendance to confirm the reassessment.

You can use a Transfer CoC:

  • to correct course and year information
  • when a student transfers from one provider to another (external transfer)
  • when a student transfers to a different course at your university or college (internal transfer)

You should always check that a student’s course and year information is correct before you confirm attendance. If you find that this is wrong after you have confirmed attendance, you should use a post-liability Transfer CoC to correct the application. This guide will tell you how to do this and backdate the changes to the start of the academic year.

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

This CoC does not enter automated processing due to the impact of reassessments after we have made payments.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

    This image shows a screenshot of the Change of Circumstance for a Transfer CoC.

  10. Select the Inform about a student transferring to my HEP or transferring within my HEP radio button.

  11. Enter the Transfer Effective Date. Even though you are creating a post-liability CoC, it must apply to the full year if it is to correct the original application details. The effective date must therefore be before the first day of term.

  12. Enter the Expected Date of Completion of New Course. This is the month and year when the student will complete the course.

  13. Enter the Tuition Fee for New Course. This is the amount of tuition fee you will charge the student. The best practice is to enter the remaining liability (50% or 75%). This should only be 100% of the total fee if you have a variable fee rate across 2 courses and are unable to accept split fees.

  14. Enter the Course Tuition Fee Liability. This field should match the Tuition Fee for New Course field.

  15. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

  16. If you need to, you can include additional notes in the Further Explanation If Required field.

    If you have a variable fee rate and entered the 100% fee amount in the Tuition Fee for New Course field, do not add notes to explain this.

  17. When you have entered all the details for the CoC, select Next to continue.

  18. This will take you to the Course Details page where you can search to find the correct course. When you have chosen the correct details select Next.

  19. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  20. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Internal Transfer CoC

You can use an internal Transfer CoC when a student moves between courses at your university or college during the academic year.

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

We can only process internal Transfer CoCs automatically if they:

  • are pre-liability changes (made before the student has been in attendance)
  • match the criteria for automatic processing

If a student changes course after they have been in attendance, we cannot process the CoC automatically.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  10. Select the Inform about a student transferring to my HEP or transferring within my HEP radio button.

  11. Enter the Transfer Effective Date. This should be the date when the student transferred to the new course.

  12. Enter the Expected Date of Completion of New Course. This is the month and year when the student will complete the course they are transferring onto.

  13. Enter the Tuition Fee for New Course. This is the amount of tuition fee you will charge the student. You must enter the remaining liability at the relevant point in the academic year (100%, 75% or 50%).

  14. Enter the Course Tuition Fee Liability. This is the amount of tuition fee the student is liable for. This field should match the Tuition Fee for New Course field unless the student is paying a proportion of the fee themselves.

  15. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

  16. If you need to, you can include additional notes in the Further Explanation If Required.

    Including notes is one of the reasons we cannot process the CoC automatically and will process it within the 20 or 30 working day service level. It is important that you only add notes when you need to tell us something that is not covered by a field on the CoC page.

  17. When you have entered all the details for the CoC, select Next to continue.

  18. This will take you to the Course Details page where you can search to find the correct course. When you have chosen the correct details select Next.

  19. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  20. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Transfer In CoC

You can use a Transfer In CoC:

  • for application corrections to course and year information
  • when a student transfers from one provider to another (external transfer or transfer in)
  • when a student transfers to a different course at your university or college (internal transfer)

You can use a Transfer In CoC pre- or post-liability.

You should submit a pre-liability Transfer In CoC when a student has entered the wrong university or college on their application.

You should submit a post-liability Transfer In CoC when a student has transferred to you from another university or college during the academic year.

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.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  10. Select the Inform about a student transferring to my HEP or transferring within my HEP radio button.

  11. Enter the Transfer Effective Date. This should be the date when the change took place. If this was before the course started, this date should be before the course start date.

  12. Enter the Expected Date of Completion of New Course. This is the month and year when the student will complete the course they are transferring onto.

  13. Enter the Tuition Fee for New Course. This is the remaining amount of tuition fee loan available to the student (100%, 75% or 50%), depending on how long they attended their previous university or college.

  14. Enter the Course Tuition Fee Liability. This is the amount of tuition fee the student is liable for. This field should match the Tuition Fee for New Course field unless the student is paying a proportion of the fee themselves.

  15. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

  16. If you need to, you can include additional notes in the Further Explanation If Required field.

  17. When you have entered all the details for the CoC, select Next to continue.

  18. This will take you to the Course Details page where you can search to find the correct course. When you have chosen the correct details select Next.

  19. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  20. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Mode switchers

You can use a Transfer CoC to change a student’s mode of study when they transfer from a designated full-time course to a specifically designated part-time course or vice versa.

Submitting a Mode Switcher CoC will prompt a manual process between the student and their award authority. The student will only appear in SIS with the updated mode of study after the submission of a new application to reflect this.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all. You must not edit any of the students' details at this point.

  10. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

    A screenshot of the Change of Circumstance Details page in SIS

  11. Select the Inform about a student transferring to my HEP or transferring within my HEP radio button.

  12. Enter the Transfer Effective Date. This should be the date when the student changed their mode of study.

  13. Enter the Expected Date of Completion of New Course. This is the month and year when the student will complete based on their new mode of study.

  14. Enter the Tuition Fee for New Course. This is the amount of tuition fee you will charge the student for the rest of their academic year (100%, 75% or 50%).

  15. Enter the Date Approval was given. This is the date when you gave academic approval for this transfer.

  16. Go to the Which year of the course will the student enter dropdown and select the correct course year.

  17. Enter the Course Tuition Fee Liability. This is the amount of tuition fee the student is liable for. This field should match the Tuition Fee for New Course field unless the student is paying a proportion of the fee themselves.

  18. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

  19. You must now add a note in the Further Explanation If Required field. The note must say that this is a Mode Switcher CoC.

  20. When you have entered all the details for the CoC, select Next to continue.

  21. This will take you to the Course Details page where you can search to find the correct course. Select the course details and check that the Method of Attendance column shows the correct mode of study. Then select Next.

  22. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  23. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Full-time Fee Change CoC

You should only use a Fee CoC when a student’s record appears in SIS and the fee amount is incorrect.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Fee from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown. 

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all. The system will automatically fill in the course details for this CoC, so all students must be on the same course.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  10. Enter the Correct Course Tuition Fee Amount. This is the full fee amount for the academic year you selected.

  11. Enter the Correct Course Tuition Fee Liability. This is the amount the student is liable for. For us to process the CoC automatically, the fee liability and fee amount boxes must match.

  12. Enter the Correct Course Year. This should remain unchanged from what already appears on the student’s record.

  13. If you need to, you can include additional notes in the Further Explanation If Required field.

    Including notes is one of the reasons we cannot automatically process the CoC and will process it within the 20 or 30 working day service level. It is important that you only add notes when you need to tell us something that is not covered by a field on the CoC page.

  14. When you have entered all the details for the CoC, select Next to continue.

  15. This will take you to the Course Details page. For a Fee CoC, the system will automatically fill in the course details. Select Next to move on.

  16. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  17. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Part-time Fee Change CoC

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Fee from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details. Make sure the student you select is on a part-time course.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

    An image of the Change of circumstance details page in SIS.

  10. Enter the Correct Course Tuition Fee Amount. This is the full fee amount for the academic year you selected.

  11. Enter the Correct Course Tuition Fee Liability. This is the amount the student is liable for. This should match the tuition fee amount unless the student is paying a proportion of the fee themselves.

  12. Select the Fee Change Reason from the dropdown. The options are:
    • N/A
    • intensity has decreased below 25%
    • intensity of study between 25% and 50%
    • intensity of study more than 50%
    • course not designated
  1. For Part-Time Maintenance Loan (PTML) students only, enter a Credits value. This is the amount of credits that the student will be studying at your university or college in that academic year only.

    We expect that fee changes may be linked to changes in study intensity, so we’ve included the option to amend credits in the Part-time Fee CoC.

  2. If you need to, you can include additional notes in the Further Explanation If Required field.

    Including notes is one of the reasons we cannot process the CoC automatically and will process it within the 20 or 30 working day service level. It is important that you only add notes when you need to tell us something that is not covered by a field on the CoC page.

  3. When you have entered all the details for the CoC, select Next to continue.

  4. This will take you to the Course Details page. For a Fee CoC, the system will automatically fill in the course details. Select Next to move on.

  5. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  6. This will take you to the CoC Summary page. Review the CoC details and select Submit.

External resit

If a student’s graduation date changes, you need to follow this process to tell us the correct date. You will use a Fee CoC in SIS to do this.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Fee from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. You will not be changing the Tuition Fee Amount, Course Tuition Fee Liability or Course Year, so you should enter the same details that we already hold for the student.

  10. Give us the information about the external resit in the Further Explanation If Required field. You should use this format:

Reason: Resitting Externally

Expected date of completion: MM/DD/YYYY

  1. When you have entered all the details for the CoC, select Next to continue.

  2. This will take you to the Course Details page. For a Fee CoC, the system will automatically fill in the course details. Select Next to move on.

  3. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  4. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Withdrawal CoC

You should use a Withdrawal CoC when a student withdraws from their course after you have confirmed their registration.

A withdrawal means the point at which a student’s scheduled learning, teaching and assessment activities and other active and ongoing engagement end in agreement with you. It also means the student does not intend to return. They will have no further obligation to pay fees to you.

This terminates a student’s period of student finance eligibility. We will recalculate their maintenance and tuition fee support.

If a student tells us that they intend to withdraw from a course, we will suspend their maintenance payments. You must discuss the withdrawal with the student.

When you submit a Withdrawal CoC, it is important that you do this swiftly and accurately. This is to ensure our payments to the student and to you are correct and on time.

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.

Alternatively we can process Withdrawal CoCs through the automated service if they match the criteria for this. The processing time for an automated CoC is 48 hours. To maximise the likelihood of your CoCs being automatically processed, please follow the steps in this guide when you submit them.

You can create a CoC manually from the Create CoC page, or in bulk using xml or csv file upload.

If you would like the technical specification with information on the bulk upload process, please email hep_services@slc.co.uk.

This guide will tell you how to use the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Withdrawal from the Change of Circumstance category dropdown. 

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. Once you have found the student, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. Enter the Date of Last Attendance. We use this to process the student’s funding entitlement.

    Attendance on a course means active and ongoing engagement with the activities and learning opportunities you make available. These include, but are not limited to, scheduled learning and teaching activities.

    If the student attended for the full first day of the applicable term, you should submit the last date of attendance as the second day of that term.

  10. Enter the Date Student Left the Course. This should match the Date of Last Attendance.

  11. The system will automatically fill in the Tuition Fee Charged to Student field.

    You should leave this as the full year amount. We will calculate how much the student will be charged based on their attendance confirmations and withdrawal date. This will be 25%, 50% or 100% of the total fee. For example, if a student begins their course in September and has a withdrawal effective date of 1 December, they will be charged 25% of their tuition fee amount.

    You cannot charge more than:
    • 25% of the full year’s tuition fee for students who withdraw in term 1
    • 50% for those who withdraw in the term 2

However, you can charge 100% for students who withdraw in term 3.

Alternatively, you can enter the value that is 25% of the full tuition fee loan. Our system will then charge the student this value. The system limits the amount the student can be charged but does not prorate the value you enter in this field. For example, if the student has a total tuition fee loan of £9,250 and they left in term 1, you can enter £2312.50 and this is the value the student will be charged.

  1. Select a reason from the Reason for Withdrawal dropdown. The options are:
    • academic
    • deceased
    • disciplinary
    • health
    • other
  1. Enter the Course Tuition Fee Liability. This field should match the Tuition Fee Charged to Student field to ensure automated processing.

  2. The system will automatically fill in the Course Year field.

  3. If you need to, you can include additional notes in the Further Explanation If Required field.

    Including notes is one of the reasons we cannot process the CoC automatically and will process it within the 20 or 30 working day service level. It is important that you only add notes when you need to tell us something that is not covered by a field on the CoC page.
  1. When you have entered all the details for the CoC, select Next to continue.

  2. This will take you to the Course Details page. For a Withdrawal CoC, the system will automatically fill in the course details. Select Next to move on.

  3. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  4. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Withdrawal – reducing the tuition fee charged

When a student withdraws, our system will limit the amount you can charge them to 25%, 50% or 100% of their full tuition fee. This amount depends on the effective date of the withdrawal.

In some cases you may want to charge the student less than the full amount they owe for their time in study. To do this, enter the value that you want to charge in the Tuition Fee Charged to Student field. Our system will then charge that exact amount.

You should also include a note with the CoC to say you are knowingly charging a lower fee. This will  ensure our processing teams can understand your request.

Example 1

A student has been marked in attendance for term 1. They have only attended 4 weeks of term 1 but now want to withdraw. Their full academic year tuition fee is £9,250.

You can receive 25% of the full year’s tuition fee for this student, but you only want to charge the student £1000, since they have not attended the whole term.

If you enter the full academic year tuition fee in the Tuition Fee Charged to Student and Course Tuition Fee Liability fields, the system will automatically charge the student 25% of this fee (£2,312.50). However, if you enter £1000 in these fields, the system will only charge the student £1000.

Example 2

A student has attended most of the academic year but withdraws before the end of the year. 

The student has attended some of term 3, so you can receive the full year's tuition fee for them. However, you only want to charge them 80% of this.  

You should enter £7400 (80% of the full fee of £9250) in the Tuition Fee Charged to Student and Course Tuition Fee Liability fields. Since the student has attended the 3 terms, our system will charge the full value in these fields.   

Withdrawal – correcting a registration made in error

If you have confirmed a student’s registration in error and they have never been in attendance, you will need to submit a Withdrawal CoC.

You should follow the steps in the Withdrawal CoC chapter to do this.

Use the day before the course start date as the Date of Last Attendance and the Date Student Left the Course.

Enter 0 in both the Tuition Fee Charged to Student and Course Tuition Fee Liability fields. This ensures that the student is not charged a fee.

Withdrawal – after suspension

Sometimes a student is suspended from study when the withdrawal decision is made. When this happens, you must not withdraw the student from the date when they began their suspension period. The effective date of the withdrawal should be the date you agreed on the student withdrawing from study.

For example, let’s look at a student who was suspended on 1 December. You submitted a Suspension CoC. The student continued to be suspended over the Christmas break. On 2 February they told you that they wanted to withdraw from their course.

You should use 2 February as the Date Student Left the Course and the Date of Last Attendance.

You confirmed the student's term 1 attendance before the suspension. We will therefore not claw back the 25% tuition fee payment for term 1. However, you should not claim funding for term 2 as the student was not in study for this period. 

Withdrawal – undergraduate student not returning

You should not submit a Withdrawal CoC for undergraduate students who complete one academic year but do not return for the next. This is because undergraduate students must apply for each academic year they want to attend. If the student does not want to attend the next academic year, they will not apply for funding for that year.

For example, a student completes the 2020/21 academic year. They do not return for the 2021/22 academic year. The student's application will not roll over into the next academic year. Therefore, you do not need to submit a Withdrawal CoC for 2020/21. 

If the student does apply for the new academic year but does not return, you will need to submit a D attendance code. This will let us know that the student never registered. See Confirming ongoing attendance for more detail.

Withdrawal – postgraduate student not returning

When a postgraduate student does not return for a new academic year, you should submit a Withdrawal CoC. This should be in the previous academic year, with the last day of the previous academic year as the effective date.

For example, a student was in attendance for the whole of academic year 2020/21. They do not return for academic year 2021/22. You should submit a Withdrawal CoC for 2020/21. The effective date will be 31 August 2021, as that is the last day of the academic year for this course.

You should not submit an N registration code for a non-returning postgraduate student, as this will cancel their application for every academic year.

Suspension CoC

You should use a Suspension CoC when a student takes an agreed leave of absence and plans to return in the future.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Suspension from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. Enter the Date of Last Attendance. This is the last date when the student attended their course. We use this to process the student’s funding entitlement.

  10. Enter the Date Student Left the Course. A Suspension CoC cannot be future dated. Both the date of last attendance and the date the student left the course must be today or earlier.

  11. Enter the Tuition Fee Charged to Student. The system will automatically fill in this field with the student’s tuition fee amount. If the suspension will change this, you should enter the amount you will charge the student.

  12. Under Did the Academic Authority agree to this absence, select the Yes radio button. This means that you have approved the suspension reason.

  13. Select a reason from the Reason for Suspension The options are:
    • academic
    • disciplinary
    • health
    • other

If you select Health the student’s support will automatically extend for 60 days. It is thus vital that you have evidence from the student. If the student’s suspension period is longer than 60 days, they must contact their award authority and send further evidence to support this.

  1. Enter the Original Duration of Course.

  2. Enter the Current Year of Study. The system will automatically fill in this field but you can change it if you need to.

  3. Enter the Agreed Date of Return. We capture this for information only and do not use it for assessment. If the student returns within the same academic year as the suspension took place you must submit a Resumption CoC.

  4. Enter the Course Tuition Fee Liability. This should be the liability due at the relevant point in the academic year (25%, 50%, 75% or 100%) or less. This field should match the Tuition Fee Charged to Student field unless the student is paying a proportion of the fees themselves.

  5. If you need to, you can include additional notes in the Further Explanation If Required field.

  6. When you have entered all the details for the CoC, select Next to continue.

  7. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  8. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Resumption CoC

You should use a Resumption CoC when a student returns after a period of suspended study in the same academic year.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Resumption from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. Enter the Year of Course the Student is Entering. This is upon the student’s return.

  10. Enter the Date Student is Resuming Study. A Resumption CoC cannot be future dated, so this date must be today or earlier.

  11. Enter the Course End Date. You should update this if the course end date is now later than the original graduation date.

  12. If the student has a placement in the year of resumption, enter the details of this in the text box.

  13. Select an option for Details of any conditions the student needs to fulfil before returning. There are 3 options:
    • examination
    • medical certificate
    • other
  1. Enter the Tuition Fee Amount. This is the amount of tuition fee due at the relevant point in the academic year (25%, 50%, 75% or 100%) or less.

  2. Enter the Course Tuition Fee Liability. This is the amount of the tuition fee the student is liable for at the relevant point in the academic year. This field should match the Tuition Fee Amount field unless the student is paying a proportion of the fees themselves.

  3. When you have entered all the details for the CoC, select Next to continue.

  4. This will take you to the Course Details page. For a Resumption CoC, the system will automatically fill in the course details. Select Next to move on.

  5. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  6. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Repetition CoC

You should use a Repetition CoC if a student fails to progress to the next course year and you let them repeat a period of study.

This guide covers how to submit an undergraduate CoC. If you need information on how to process postgraduate students, see Postgraduate repeated study.

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Repetition from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

  9. Enter the Revised Course End Date. This is the month and year when the student will complete their full course.

  10. Enter the Period of Course to Be Repeated.

  11. Enter the date the Student Is Repeating Study from. This is when the student will begin the period of repeated study.

  12. Enter the date the Student Is Repeating Study to. This is when the student will end the period of repeated study.

  13. Enter the Main reasons the student is repeating part of their study.

  14. Enter any other relevant information in the Further Explanation If Required field.

  15. Enter the Tuition Fee Amount. This should be the full 100% fee for the period of repetition.

  16. Enter the Course Tuition Fee Liability. This is the amount of the tuition fee the student is liable for. This field should match the Tuition Fee Amount field unless the student is paying a proportion of the fees themselves.

  17. Enter the Course Year. This will be the year the student is repeating.

  18. When you have entered all the details for the CoC, select Next to continue.

  19. This will take you to the Course Details page. For a Resumption CoC, the system will automatically fill in the course details. Select Next to move on.

  20. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  21. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Repeating study after a foundation year

Let's say you have a student on a course that began with a foundation year. They then transfer to a new course which also has a foundation year and need to repeat a year of study. In this case, you should first submit a Transfer CoC and then a Repetition CoC.

The student will receive funding for the full length of their second course, since they will take advantage of their 'gift year'.

Example

A student is on course A, which has a foundation year and 3 further years of study. They complete their foundation year and one more year of study.

They then move to course B, which also has a foundation year and 3 further years of study. The student will bypass the foundation year of course B, but will need to repeat year 1 after the move.

They will still receive funding for all years of study in course B, since they will use their 'gift year' along with 2 further years of funding.

Credit CoC

You should only use the Credit CoC for Student Finance England  and Student Finance Wales Part-Time Maintenance Loan students.

We use credits to calculate their funding entitlement depending on their intensity of study.

When you confirm registration, you will also need to confirm the credits these students will be studying in each academic year. You can use the Credit CoC to tell us about changes to these credit values. You can do this either:

  • before you confirm registration
  • during the year following registration confirmation

You can create a CoC from the CoC worklist, the Detailed Student Information page, the Create CoC page or in bulk by uploading an xml file. This guide will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Undergraduate from the Level of Funding dropdown.

  5. Select Credit from the Change of Circumstance category dropdown.

  6. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  7. Select Next.

  8. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.An image of the student details page for Credit Change of circumstance in SIS.
  9. When you have entered the student’s details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.The image shows where the zero value in the Credits field should be overwritten, highlihted with a red box.
  10. The system will automatically enter 0 in the Credits field. Overtype this to enter the correct credits. This should be the number of credits the student will study at your university or college in that academic year.

  11. You can include additional notes in the Further Explanation If Required field. However, this should not be necessary as we do not need to know why the credit value has changed.

  12. When you have entered the correct credit value, select Next to continue.

    If you have removed the 0 from the Credits field but have not entered a new value, you will get an error message when you try to move on. If this happens, enter the correct value in the Credits field and select Next.

  13. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  14. This will take you to the CoC Summary page. Review the CoC details and select Submit.

CoC csv import

The previous chapters explained how to submit Change of Circumstance notifications (CoCs) manually on the HE Gateway. This works well for individual students and smaller groups. If you have a large number of students who need CoCs, you may want to submit these in bulk instead.

You can do this by uploading a csv file into SIS. A CoC file import will let you submit CoCs for:

  • suspension
  • resumption
  • withdrawal
  • transfer
  • repetition
  • credit
  • fee revision

You must first create a csv file with the relevant CoC information. You can find instructions on how to create the file in the CoC CSV Bulk Upload Technical Specification. If you need a copy of this please email us at hep_services@slc.co.uk.

The records of your csv file should be ~ separated for each data item. A file submitted through the CoC Import page must contain a minimum of 1 and a maximum of 1,000 CoCs. There is no limit to the number of files that you can submit.

The headers in the file will differ depending on the CoC type you want to import. For example, a file uploading a list of Withdrawal CoCs will need to include the following headers:

  • CoC type
  • HEI code
  • academic year
  • SSN/CRN
  • SLC course code
  • UCAS course code
  • actual course year
  • other course year
  • tuition fee charged
  • tuition fee liability
  • date of last attendance
  • withdrawal reason
  • further explanation

For the exact header names, formats and further information please see the CoC CSV Bulk Upload Technical Specification.

  1. Once you have the csv file ready, go to the SIS Home page and select CoC Home.

  2. Select Import CoC.A screenshot of the CoC menu open at import CoC.
  3. Select Browse to find the file you want to upload.

  4. Use the radio buttons to select your username from the list.

  5. Select Submit to import the file.

View CoC import results

After you have uploaded the CoC file and SIS has processed it, it will appear on the CoC CSV Import Results page. You can open this page from the CoC Home menu.

The results page will show the success and failure counts for the records in the file. Any files that have failed to upload properly will have '1' in the Failed Count column.

A screenshot of the CoC csv import results option in the CoC Home menu in SIS.


CoC csv import – validation

Initial validation

When you upload your CoC file, our system will perform multiple checks. If a CoC record fails any of these validations, the system will not import it.

There are 2 messages that can appear on the Import CoC page. If you see either of these, you should review the file you are trying to upload.

This file has already been submitted. Please select another file.

You will get this message if the same file has been uploaded in the last 28 days.

The Student Information Service element does not meet the specified format. Please update the file and resubmit.

You will get this message if the headers are not in the correct format.

Secondary validation

If the file passes the first round of validation, SIS will import it and run the second round of validation.

If a CoC record fails any of these validations, the system will not save it. The results of this check will appear on the Import Results Summary page.

There are 5 reasons that a file can fail validation at this stage.

The selected file includes forbidden characters (< # \). Please update the file and re-submit.

You will get this error message if the file includes a forbidden character.

Cannot create the COCs for HEI <<HEI CODE>> using bulk CSV upload. Please review.

You will get this error message if your university or college does not have permission to create CoCs using the bulk csv process.

This record has exceeded the maximum allowable rows for CoC bulk submission. Please review.

You will get this error message if the file holds more than 50 records.

Invalid CoC Types in File. Please review.

You will get this error message if the CoCs in the file are invalid.

Maximum Number of Records Exceeded, Invalid CoC Types in File. Please review.

You will get this error message if all the records in the file have an invalid CoC type and there are more than 50 records.

Postgraduate change of circumstances

Most of the Change of Circumstance notifications (CoCs) and status confirmations work the same way for undergraduate and postgraduate students. The main difference is whether you need to pick Undergraduate or Postgraduate from the Level of Funding dropdown when you create the notification.

However, the process is different for some postgraduate CoCs. The information in this chapter will take you through these exceptions.

Postgraduate Provider Transfer CoC

You can create a postgraduate CoC from the Detailed Student Information page or the Create CoC page. Here we will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Postgraduate from the Level of Funding dropdown.

  5. Select Provider Transfer from the Change of Circumstance category dropdown.

  6. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  7. Select Next.

  8. The system will now ask you to enter the details of the student this CoC applies to. You can enter the SSN (student support number). However, as the student is not attending your university or college yet, you must also manually enter their details.

    The system will check that the student has an application but is not currently attending your university or college. If this is not true, it will not let you proceed.

  9. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  10. When you have added all student details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.A screenshot of the change of circumstance details page in SIS.
  1. Enter the Transfer Effective Date. This should be the date when the student transferred to the new course at your university or college.

  2. Select the correct year from the Course year the student will enter dropdown.

  3. When you have entered all the details for the CoC, select Next to continue.

  4. This will take you to the Course Details page where you can search to find the correct course.

    The only courses the system will show are valid postgraduate master’s or doctoral courses. These come from the Courses Management Service (CMS). Whether you will see master's or doctoral courses will depend on the student's level of funding.

    The results include the course start date and qualification to make it easier to find the correct course.

    When you have chosen the correct course details, select Next.

    A cropped screenshot of the course details table in SIS.
  1. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  2. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Postgraduate Cross Academic Year Transfer CoC

You can use this CoC for postgraduate Student Finance England and Student Finance Wales students. It will let you transfer the student to a course in another year of study. The submission process is very similar to a normal Transfer CoC, except for the addition of the starting academic year.

You should only use this CoC when a student is changing their academic year. You should not use it for a standard course transfer. For these, you should use the Internal Transfer CoC instead.

You can create a postgraduate CoC from the Detailed Student Information page or the Create CoC page. Here we will tell you how to do it from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Cross AY Transfer from the Change of Circumstance category dropdown.

  5. Select the academic year you want to apply this CoC to from the Academic Year dropdown.

  6. Select Next.

  7. The system will now ask you to enter the details of the student this CoC applies to. You can search for the SSN (student support number) to find the student’s details.

  8. You can add up to 20 students to this CoC by selecting the green + icon. Keep in mind that you will be submitting this CoC for all students you add to the list, so you should ensure the change details apply to them all.

  9. Select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.
    The image shows that the new CoC can be found in the change of circumstance category dropdown
  1. Enter the Transfer Effective Date. This is the day, month and year when the student transferred to the new course.

  2. Select the Course Year the Student Will Enter from the dropdown.

  3. You can enter further information in the Further Explanation If Required field if you need to. Please leave this blank unless you need to tell us something that the CoC fields do not cover.

  4. Select Next. This will take you to the Course Details page.

    The image shows the Change of Circumstance window for a Cross AY Transfer CoC
  1. Enter the SLC course code, course name or UCAS code to search for the student’s course and select Search.

  2. Select the radio button for the course that matches the one the student is transferring to. When you have chosen the correct course, select Next.

  3. You must now select a contact for the CoC. This will be a registered person at your university or college whom we can contact about this CoC. Use the radio buttons to select the contact, then select Next.

  4. This will take you to the CoC Summary page. Review the CoC details and select Submit.

Once you have submitted the CoC and we have processed it, the student’s profile on SIS will update to reflect the new information. Since the student has now transferred to a different academic year, they will appear on your registration worklist again. You will need to confirm their registration on the new course to begin payments for this course.

Let's say that you have a student who wants to transfer to a course starting in the next academic year. You can only do this once the new academic year’s course becomes available. This will happen when you have rolled over or newly submitted the new course on CMS. This normally happens in March or April for postgraduate courses.

If you are trying to transfer a student to the next academic year before this point, you will not be able to see the dropdown option for the new year. In this case, you will need to submit a Suspension CoC until the new course is available. Once it becomes available, you will need to submit a Resumption CoC, then submit the Cross Academic Year Transfer CoC.

Postgraduate repeated study

Postgraduate students who are repeating learning are not eligible for funding. This chapter will tell you how to avoid payment to students for a period of repeated study.


What is repeated study?

A repeat in learning is when a student needs to repeat part or all course. This could be because they have failed modules.

A repeat in learning can also apply if a student switches courses. For example, let's say that they complete the first 2 terms of their first year but then switch to another course. They will need to begin their first year again. This means the student will be repeating learning for the first 2 terms of the new course.


Suspending payments while not in study

Students may be eligible for financial assistance while they are engaging in learning. However, it is important that they do not receive payments while they are not progressing with learning.

To ensure that a student is not paid during a period of repeat learning you will need to use the Suspension CoC. This will block the student's payments and will let you use a Resumption CoC later. The Resumption CoC will allow payments to begin after the student has completed the repeat learning.

There are different scenarios where a student can be in repeat study. You will need to understand and handle each of these in the correct way.


Progressing while repeating learning

Sometimes, a student needs to repeat some learning but can do so without interrupting their original learning programme.

For example, let's say that a student has failed a module and needs to take a few extra classes. They can fit these in alongside their original timetable. While they are repeating some study, they are also undertaking new learning at the same time. They can therefore continue to receive funding as planned.

You will not need to submit a Suspension CoC as the student is eligible to receive payment while engaged in new learning.


Learning not progressing

Let’s look at a student who must repeat a module but cannot do it alongside any new learning. They have already received funding for this module. This means they are not eligible for further funding while repeating it.

You should submit a Suspension CoC to stop the payments over this period of repeat learning. The effective date should be the point when the repeat in learning started.

Once the student finishes the repeat learning or begins new learning again, you should submit a Resumption CoC.


Transferring to a new course with a repeat in learning

Students may need to repeat some study after transferring course or provider. They will not be eligible for funding during this period of repeat study.

If this happens, you must submit a Transfer CoC as normal and wait for us to process this. When we have processed the Transfer CoC, you must submit a Suspension CoC for the student from the date that the period of repetition began. This will ensure the student does not receive funding for the repeat study. Once the period of repetition is over you can submit a Resumption CoC.


Welsh Grant funding

There is an exception in place for students who are receiving Welsh Grant funding.

If these students are repeating learning that they've already received funding for, you should use the Suspension CoC as normal.

However, when you submit the Resumption CoC for these students, you should use the suspension date as the effective date.

This will ensure that they do not miss out on grant funding. Any funding they've missed will be paid to them after we process the Resumption CoC.

This is not normal practice for a Resumption CoC and you should only use it for Welsh Grant funded students.


Doctoral repeat in learning

For doctoral courses, it is less clear when repetition of learning is taking place. For example, the student may need to perform a similar test or survey more than once. This would not be classed as a repeat in learning.

You will need to assess doctoral students at an individual level to see if they are repeating learning.


Payments after resumption

After we have processed a Resumption CoC, the student will be eligible for payments again.

For master’s students, we will reschedule their outstanding student loan across the remaining payment dates. If the course has finished, we will make all missed payments to the student on the next payment date.

For doctoral students, we will make all missed payments to the student on the next payment date.

Doctoral Thesis Submission CoC

You must submit an accurate and timely notification when a doctoral student has changed their thesis submission date.

This chapter will tell you how to submit a Thesis Submission CoC. It will also explain how a change to a thesis submission date may alter the student’s funding.

You can create this CoC manually from the Create CoC page.

  1. Go to the SIS Home page and select CoC Home.

  2. This will open the CoC Home menu showing the CoC subareas you can see with your access level.

  3. Select Create CoC.

  4. Select Postgraduate from the Level of Funding dropdown.

  5. Select Thesis Submission from the Change of Circumstance category dropdown. Image shows the Change of Circumstance page in SIS and Thesis Submission on the dropdown menu.
  1. Select the academic year you want to apply this CoC to from the Academic Year dropdown. This CoC is only available from the 2019/20 academic year onward.

  2. Select Next.

  3. The system will now ask you to enter the details of the student this CoC applies to. You can enter the SSN (student support number) to search for the student’s details.

  4. When you have added the student details, select Next. This will open the Change of Circumstance Details page where you can enter the specific details of the change.

    Image shows the Change of Circumstance details page for Thesis submission in SIS
  1. The system will show the student’s details and the course details.

  2. Enter the Thesis Submission Date. This is the date you are going to change the student’s thesis submission to. Once you have entered the date, select Next.

    If you submit a date that is not eligible for the thesis submission to be changed to, you will get an error message when you select Next.

    The system will not let you enter a date that is after the course end date. You will need to submit a Transfer CoC to move the student onto a course that finishes later instead.
  1. If you need to, you can add notes in the Further explanation if required field. Please leave this blank unless you need to tell us something that the CoC fields do not cover.

  2. Select Next.

  3. The system will ask you to select which user at your organisation is submitting this CoC. Use the radio buttons to select your details.

  4. Select Next.

    Image shows the coc summary page for thesis submission.
  1. The last page will give you an overview of the information that you have entered. Make sure this is correct and select Submit.

Thesis submission date under 3 years or over 8

When you change a student’s thesis submission date (TSD), it is important that you talk to them about how this can affect their funding.

A change to the end date can change the amount a student receives in each payment instalment. After we process the CoC, our system will recalculate the amount paid out to the student. It will equally distribute the leftover payment across the remaining payment dates.

If you move the TSD out, we will pay the student across a longer period. This means that they could receive a smaller amount in each payment. The opposite is true if you move the TSD in.

To be eligible for doctoral funding, the student's course must be between 3 and 8 academic years in length. A change to their TSD can affect this eligibility.

If a student agrees to change the TSD so that the course duration is less than 3 academic years, you should include the decision date in the Further explanation if required field. This is the date when you and the student decided that they are going to submit a thesis in less than 3 years. This will also be the date when funding should stop. Any funding paid to the student after this point will be an overpayment.

If a student is on an 8-year course and wants more time to submit their thesis, you can change their TSD to the course end date. You cannot enter a date later than the course end date. You will also not be able to transfer them to another course, as our system will not let you create a doctoral course longer than 8 academic years.  


Thesis submission after course end date

If a student wants to submit their thesis after their course end date, you will need to transfer them to a longer course. The new course must begin in the same academic year as their current course. 

Example

A student is on a 4-year course beginning in September of academic year 2020/21. Their thesis is due on 31 April 2024.

They now want to submit their thesis on 1 May 2025. This is beyond their course end date.

You will need to transfer the student onto a course that started in September of academic year 2020/21 but ends after 1 May 2025.

You may need to create a new course to transfer the student onto. See our Courses Management Service user guide to find out more about how to do this.

Financial reporting

Financial reporting

You can view financial reports in SIS to see payments made to your university or college and payments scheduled to be made, as well as other financial information.

All the financial reports are in read-only format. You will need SIS Reports Advisor access to view them.

To see the reports, go to the SIS Home page and select Financial Reports from the menu.

A screenshot of the financial reports menu in SIS.

Tuition fee balance report

You will need SIS Reports Advisor access to view this report.

  1. Go to the SIS Home page and select Financial Reports.

  2. From the Financial Reports submenu, select Tuition Fee Balance Report.

The data in this report includes students whose:

  • attendance has been confirmed
  • tuition fee payment has been scheduled, paid or is waiting to be paid

Our customer accounting system will create the data on a weekly basis, on a Wednesday night. Once it has created the data, it will send it to SIS.

The report gives a graphical representation of your tuition fee breakdown, summary and overpayments for a specific academic year. A colour key is included under the pie chart. The report also shows the same information as a table.

An image of the tuition fee balance report in SIS, financial reporting. The section headers: Tuition fee summary, tuition fee breakdown and overpayments are highlighted with red boxes.


The report will cover the current academic year if there have been any tuition fees for that period.

If data is not available for the academic year, you will get a message saying, ‘No tuition fee details are available for the selected academic year’.

You can view the report for a different academic year, or for specific students only. The filter options appear above the report:

  • academic year
  • mode of study
  • course level

Tuition Fee Summary

The Tuition Fee Summary table shows:

  • the total value of tuition fees we expect to pay you for the selected academic year
  • the total number of expected students
  • the total number of students associated with temporary courses for the latest report date

Tuition Fee Breakdown

The Tuition Fee Breakdown table shows the breakdown of Total Value of Fees Expected to be Paid. It includes several categories with calculated values and percentages:

  • student attendance not confirmed
  • student attendance confirmed (payments scheduled)
  • students awaiting reassessment
  • blocked fee payments
  • fees paid

The totals of these amounts are shown at the bottom of the table.


Overpayments

The Overpayments table includes a row for each academic year when we have made an overpayment to you. It also includes the value of the overpayment.

The footer of the table will include the message, ‘Overpayment of £X will be deducted from the payment amount scheduled above’. Here, ‘X’ is the sum of your recovery amounts for all academic years.

Tuition fee forecast report

You will need SIS Report Advisor access to view this report.

  1. Go to the SIS Home page and select Financial Reports.

  2. From the Financial Reports submenu, select Tuition Fee Forecast Report.

  3. Select the Academic Year.

  4. Select the Mode of Study to filter on FT (full time) or PT (part time). You can also leave this as All to see the report for all students.

  5. Select Display to view the report.

The report is populated 40 days before the start of term. It shows details of tuition fee payments which are scheduled to be paid to you from academic year 2012/13 onward. The report is for information only and you cannot export it.

The data in the report is derived at the point when:

  • you have confirmed your students’ attendance in SIS
  • we have scheduled the tuition fee payments

Our customer accounting system will create the data in this report on a weekly basis, on a Sunday night. Once it has created the data, it will send it to SIS.

An image of the tuition fee forecast report with details of tuition fee payments which are scheduled to be paid to you from academic year 2012/13 onwards.


Payment Forecast Summary

This section of the report shows the number of students and corresponding tuition fee amounts for each instalment of each academic year quarter.

It will also show the total amount of tuition fees to be paid to you for the academic year you have selected.

Students you’ve confirmed Not Registered are included in the Number of Students Unconfirmed and Value of Students Unconfirmed sections of the report.

If student fees are blocked, for example due to invalid or missing National Insurance numbers or bank details, payments are excluded from the report until they are resolved and become unblocked.

Tuition fee remittance report

You will need SIS Report Advisor access to view this report.

  1. Go to the SIS Home page and select Financial Reports.

  2. From the Financial Reports submenu, select Remittance Report.

  3. Select the Month Created and Year Created.

  4. Select the Academic Year. The report defaults to the current academic year, but you can go as far back as the academic year 2006/07.

  5. Select Display.

  6. This will open the Remittance Report List that shows all reports that match your filter criteria.

An image of the remittance reports menu option under financial reports.


The list splits each report by:

  • report date
  • support type (full-time or part-time)
  • payment type (Tuition Fee Loan or Tuition Fee Grant)

An image of the list of remittance reports available to you in financial reporting.


The report date acts as a link that will take you to the relevant remittance report.

An image of a remittance report in SIS.


The remittance report is split into a summary block and a student table.

The summary block at the top of the page shows:

  • the number of tuition fee payments
  • payment date
  • payment type
  • total fee amount for the reporting period

The student table lists all the student details that make up the tuition fee payment total for the report. You can sort the columns of the report in ascending or descending order by selecting the column header.

On the Remittance Report page, select Back to return to the Remittance Report List page.


Column headers

Course Start Period       

When the course started: autumn, winter, spring or summer.

SSN      

The Student Support Number. This is also a link to the Detailed Student Information page.

Student Surname/Forename    

The student’s last and first name.

DoB      

The student’s date of birth.

Student UCAS Number 

The unique identifier UCAS gives to the student.

Course Code     

The SLC course code.

Course Name   

The name of the course.

Year of Course 

The year of the course that the student is studying.

Fee Amount     

The amount of tuition fees which have been paid to your college or university.

Revision Indicator         

This indicator shows whether the payment relates to a revision of tuition fee amounts.


Exporting the remittance report

You can export the remittance report if you need to. It will have a header row and then a detail record for each student in the report.

  1. On the Remittance Report page, select Export.

  2. The system will ask if you want to Cancel, Save or Open the file.

  3. Select Open to view the file without saving it first. Select Save to save the file to your own computer or network drive.

The default filename will be:

<heiCode>_<AY>_<supportType>_<paymentType>_<processingDate> 
_remittance.dat

You can overtype this with something else if you want. There is no restriction on the number of exports you can make.

Blocked maintenance payments report

You will need SIS Report Advisor access to view this report. It shows:

  • details of students whose maintenance loan or grant payments are blocked from AY 2012/13 onward
  • the reason why the payments have been blocked

This report is for information only and you cannot export it. The data comes from blocked payments in our internal customer accounting system. It is created on a weekly basis, on a Sunday night.

You can use this information to contact students and ask them to provide the missing details.

We will not make any payments until the student provides the missing information and you update the student’s record on SIS.

  1. Go to the SIS Home page and select Financial Reports.

  2. From the Financial Reports submenu, select Students with Blocked Maintenance Payments.

  3. Select the Academic Year. You can go as far back as the academic year 2012/13.

  4. Select Display Results to see the list of students with blocked payments. Select Clear Filter and Results if you want to clear your search.

An image of the blocked maintainance payment report in SIS, financial reporting.


The Maintenance Non Payment Summary section will show the number of students who have a positive registration confirmation, but whose maintenance payments have not been made for the following reasons:

  • invalid or missing National Insurance number
  • invalid or missing bank details
  • other blocked payments (for example, the customer is deceased, the account has been flagged as suspect or an emergency stop payment notification has been actioned)
  • other failed payments (for example, an account blocked for fraud)

The page also includes a Details of Non Payment Reason section. When you select a non-payment reason hyperlink, the system will list all the students who fall into that category. You will see the following fields:

  • SSN (Student Support Number)
  • Full Name
  • Date Registration Confirmed

If we do not have any data for the academic year you select, you will get a message saying, 'No maintenance payments are blocked for the selected academic year'.

Outstanding online declaration report

This report lists students who have applied online for student finance but have yet to return a signed declaration form. The report is available for each academic year, but only from academic year 2012/13 onward.

Our application and assessment system continuously updates the data and sends it to SIS. Applications are added to and removed from the report as their status changes to and from Application Approved Awaiting Signature.

Those at parent higher education providers will be able to view details of any associated child providers, but not vice versa.

  1. Go to the SIS Home page and select Financial Reports.

  2. From the Financial Reports submenu, select Outstanding Online Declaration Report.

  3. Select the Academic Year. You can go as far back as academic year 2012/13.

  4. Select Display to see the list of students with outstanding online declarations.

An image showing the outstanding online declaration report in SIS, financial reporting.

The report details the student’s:

  • SSN
  • full name
  • course name
  • SLC code
  • course year

Select Export Report to export the data.

You can use the file export to contact students from your own systems and encourage them to return their signed declaration form. If they do not return this, you cannot confirm their attendance and we will not be able to make maintenance or tuition fee payments.