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.

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.

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.

Level of Funding

A dropdown showing options for the level of funding or study. The choices are undergraduate, postgraduate, postgraduate NI and postgraduate SAAS.

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.

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.