COSFORMS ACADEMIC REGISTRY

1. COSFORMS ACADEMIC REGISTRY COSFORMS ARE • Clare Goodwin • Tina Morse • Emma Watts

2. We are responsible for all changes to a student’s status, as well as updating external bodies & partners • Our email address is Cosforms@port.ac.ukplease use this for all correspondence SR03 Manual - Version 2, November 2012 http://ithelp.port.ac.uk/questions/84/Student+Records+manuals

3. SLC -Student Loans Company SFE - Student Finance England SFC - Student Finance Centre

4. Change of Status Forms • Suspensions, Transfers, Fee Amendments & Withdrawals both online or hard copies • For the majority of students, a change in status will result in their fee liability being amended • CoSforms process the forms & initiate the tuition fee refunds • Tuition fee refunds are processed weekly • Amendments to fees, directly relate to the correct dates being supplied on the forms • Please make sure the information is communicated in a accurate & timely fashion

5. Reduction of Fees – 2013/2014 Liability Period 1 - (16/09/13 – 05/01/14) • 25% Fees - Tuition fee loan reduced Liability Period 2 - (06/01/14 – 21/04/14) • 50% Fees - Tuition fee loan reduced Liability Period 3 - (22/04/14 – 15/09/14) • 100% Fees - Tuition fee loan will not be reduced • Please be aware, that students who either withdraw or interrupt in the first 2 weeks of the course start date, will have a nil fee.

6. Student Funding • Tuition Fee Loans from SFE account for 90% of undergraduate funding • We send an electronic notification to SFE for every amendment 2012/13

7. TOPICS TO BE COVERED • Withdrawals • Fee Amendments • Suspensions & Resumptions • Transfers • Repeats • Student Records

8. WITHDRAWALS • Student Withdrawal • Board of Examiners • Not Returning From Previous Year or Suspension • After On-line Registration http://www.registryhub.port.ac.uk/withdrawals/

9. Withdrawals – Student Withdraws • Student should complete online withdrawal form • Staff should complete if written confirmation is received • Staff complete admin page - NO BACKDATING • Staff update Student Records - SR03 Page 15 • The ‘Date of Last Attendance’must match the ‘End Date’ & ‘Exit Date’ fields in Student Records - SR03 Page 17 • Interruption date becomes the withdrawal date • CoSforms pro-rata the tuition fee & send CoC (Task) to SFE • SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE • Withdrawn student will fall under new fee regime

10. Withdrawals –Withdrawn by Board of Examiners • Staff update Student Records - SR03 Page 18 • Start & end date remain & exit date becomes the date of the BoE • Staff complete online withdrawal form – select BoE from dropdown • CoSforms process withdrawals after appeal period - 1st Sept • If appeal is successful, CoSforms must be notified, so the withdrawal can be rejected • If appeal is unsuccessful, the withdrawal will be processed • CoSforms do not amend fee liability - (100% of Tuition Fee) • Withdrawn student will fall under new fee regime

11. Withdrawals - Withdrawn after Not Returning from Previous Year or Suspension • Current year record cancelled if not registered - SR03 Page 18 • Previous year record withdrawn from last date of attendance • Withdrawal date is the date of interruption IF the student interrupted in a previous year • The ‘Date of Last Attendance’ must match the ‘End Date’ & ‘Exit Date’ fields in Student Records • CoSforms will check for any finance credits and refund accordingly • Where applicable - current year loan is cancelled by SFE • Withdrawn student will fall under new fee regime

12. Withdrawals - Withdrawn after online registration as non attendance • Students who have registered online & have never attended – Page 15 Online Registration Manual Version 4.0 September 2013/14 (No Shows- after Online Registration ref points 86 to 88) http://www.registry.port.ac.uk/onlinereg.html • Current year registered record withdrawn from start date • The ‘Date of Last Attendance’ must match the ‘End Date’ & ‘Exit Date’ fields in Student Records • CoSforms will nil the student’s fee liability • Where applicable - current year loan is cancelled by SFE • Withdrawn student will fall under new fee regime

13. FEE AMENDMENTS Before Academic Year Starts - (1st August – 12th September) • Add a Non Standard Fee Note & Amount in Student Notes in Student Records as invoicing has not started - SR03 Page 11 After 12th September 2014 – (12th September – End of academic year) • Process an online Fee Amendment Form http://www.registry.port.ac.uk/withdrawals_admin/department_index.php? • Add Non Standard Fee Note & Amount in Student Notes in Student Records • CoSforms process the fee amendment – May result in either a reduction or increase in the tuition fee liability

14. SUSPENSIONS • Whole Year Study Break • Mid Year Study Break • Resumption of Studies • Online Fee Amendment Form http://www.registry.port.ac.uk/withdrawals_admin/department_index.php?

15. Suspension – Whole Year • New students can not suspend within first 2 weeks of the academic year – need to be withdrawn and told to re-apply • Student suspends for whole year & completes suspension form • Status - Interrupted, Category - Study break • Start & end date not amended • Add notes in student notes -SR03 Page 28 • Department completes form & sends to CoSforms • CoSforms will nil the current year’s fee liability • SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE • On resumption, department creates a new record & completes an Online Fee Amendment form.

16. Suspension – During the Year • Student completes suspension form • End date is last date of attendance - No backdating by more than two calendar weeks without HoD/HoS permission • Status – Interrupted, add notes in student notes - SR03 Page 30 • Department completes form & sends to CoSforms • CoSforms reduces fee as per the liability period • Sponsors are automatically refunded &any balance paid by the student will be carried forward to next registration period (unless student requests a refund in writing) • SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE • On resumption, department creates a new record & completes an Online Fee Amendment form.

17. Resumption of StudiesTuition Fee Policy for Students Resuming their Studies in 2014/15 Please Note. For all Postgraduate Research students resuming their studies - please contact CoSforms.

18. TRANSFERS • Mid Year • Transfer Between Years

19. TRANSFERS - Mid Year • Occurs all year round • Originating department produces the form & confirms the last date of attendance • Status – Transfer - SR03 Page 24 • Receiving department processes the remainder of the form & creates new record & adds all relevant student notes • End date of old course must be the same as the start date on the new course SR03 Page 25 • Sends the form to CoSforms – we nil fee on transfer course and add new fee to registered course • Mode of study changes i.e. Part Time to Full Time, must always be reported by a Transfer Form

20. TRANSFERS – Between Years • Happens during the summer break - Undergraduates only • Originating department produces the form & confirms the last date of attendance - SR03 Page 22 • Status – Transfer-Between-Years (T-B-Y) - SR03 Page 22 • Receiving department processes the remainder of the form & creates new record, adds all relevant student notes and sends form to CoSforms - SR03 Page 22 • CoSforms send Bulk Upload Report to SFE of T-B-Y Daily • Whole course or instance changes can be processed in bulk Please send 1 ‘fully completed’ Transfer Form, a covering notification & a full Class List to CoSforms Over 3000 Transfer Forms processed in September 2013

21. REPEATS Before Academic Year Starts - (1st August – 12th September) • Staff select repeat category on student records • Staff add non standard fee amount & reason – this should include the amount of credits being repeated • Repeat fees - confirmed by emailing tuition.fees@port.ac.uk After 12th September 2014 – (12th September – End of Term) • Process a online Fee Amendment Form http://www.registry.port.ac.uk/withdrawals_admin/department_index.php? • Add Non Standard Fee Note & Amount in Student Notes in Student Records • CoSforms amend fee & where applicable will send a Bulk Upload Report to SFE of repeats daily Over 1000 Repeat Notifications processed Sept - Nov 2013

22. SLC - Student Loans Company • Repeat & Transfer Between Year notifications are uploaded in a BULK report to the SFE, but outstanding forms have to be sent manually 2013/14

23. COMMON ISSUES ON STUDENT RECORDS • Non Standard Fee Notes - SR03 Page 11 • End & Exit dates must reflect the information on the relevant form • You must update Student Records once you have completed the online withdrawal form or any other Change of Status Forms • Refer to your SR03 Manual

24. Any Other Questions? Scenarios Split into groups (around 5 people in each) 1 CoS scenario per group Fill in the form with the relevant information and dates applicable to the scenario Answers to follow

25. Full Year Suspension (with Head of School Approval)     

26. Mid Year Study Break Mode of Study Transfer      

27. Mid Year Transfer Transfer Between Years    

28. Any Other Questions? Thank You For Attending 