Administrative Diary

 

MONTHEVENT
1st August
  • Official start of Academic year 15/16
14-25 September
  • 15/16 Enrolment and Induction
  • Freshers
September
  • HESA student records commit and validation
October
  • Email late enrolment reminders
  • 19 October set not enrolled students to "withdrawal pending". Require late enrolment approval
  • End of academic year
  • 15/16 teaching term begins
31 October
  • 14/15 HESA student records return final submission 
2 November
  • Students withdrawn for non enrolment
  • Notify students, departments, Schools, student sponsors, SLC and UKVI of withdrawals
November
  • Information deadline for business planning process (FTE load report) / HEFCW student funding return (HESES)
  • Main tuition fee import of student and sponsor invoices 
  • Swansea Council Electoral roll return
December
  • Module selection reminder for students to check January exam time table
  • SLC attendance report to secure payment of fees to the University
  • Quarter 2 research rollover, set fee due & email enrolment instructions
January
  • College admin/L&T confirm syllabus rules, approve new modules and amend existing module pro forma 
  • HESA student validation checks
  • Quarter 2 enrolment reminders
  • Syllabus rules deadline for Courses A-Z
February
  • HEI course database return to the SLC and 1st SLC payment allocation
  • Quarter 2 withdrawal and reporting for non-enrolment 
March
  • Health Science March Cohort (Rollover and On-line Enrolment)
  • Quarter 3 research rollover, set fee due & email enrolment instructions
  • Module pre selection exercise earliest start
April
  • Quarter 3  Enrolment
  • Module pre selection exercise
  • Module information deadline for Estates Teaching timetable
May
  • Quarter 3 withdrawal and reporting for non-enrolment 
  • 2nd SLC payment allocation
June
  • Quarter 4 enrolment preparation for May-Jun-Jul
1st July
  • 15/16 Module pre-selection deadline 1st July
9-17 July
  • Undergraduate and postgraduate rollover and transfers
July
  • Quarter 4 enrolment
  • Graduation and awards
Early August
  • Quarter 4 withdrawal and reporting for non-enrolment 
  • HEFCW End of year student return (EYM)
Mid August
  • Admissions transfer applicant details to student records 
  • Generate tuition fees
  • KIS HESA course return deadline
Late August
  • Email enrolment instructions to students
  • Rollover 15/16 modules and syllabus rules to 16/17
September
  • Supplementary rollover and transfers
  • Generate tuition fees
  • 2nd Email enrolment instructions to students
Daily
  • Resolve queries relating to student, courses, modules and fees
  • Process extensions, suspensions, withdrawal and change of course
  • Send change of circumstance notifications
  • Amend student details e.g. fee adjustments, home address, etc.
  • Correct data validation reported errors to a default or calculated value
Weekly
  • Student change of circumstance notification internally and externally 
  • Review student-course-module error log
  • Prepare and import into the finance system (QL) tuition fee invoices and credit notes
  • Allocate sponsorship to tuition fees
  • Regenerate qualification records
  • Team meetings
Monthly
  • Record in absentia awards
  • Complete creation of new courses based on programme specifications 
Annual
  • Staff PDR
  • Generate new fee setup and publish information 
  • SLC payment allocation
  • HESA returns sign off

 

2014/15 Academic Year for Taught Programmes

AUTUMN
Sep-Oct-Nov
WINTER
Dec-Jan-Feb
SPRING
Mar-Apr-May
SUMMER
Jun-Jul-Aug
Enrolment
15/09/14 - 21/09/14

Arrivals Weekend
19/09/14 - 21/09/14
Week 11

01/12/14 - 05/12/14

Teaching & Learning
Week 24

02/03/15 - 06/03/15

Teaching & Learning
Week 37

01/06/15 - 05/06/15

Assessment & Marking
Week 1

22/09/14 - 26/09/14

Welcome Week & 
Induction
Week 12

08/12/14 - 12/12/14

Teaching & Learning
Week 25

09/03/15 - 13/03/15

Teaching & Learning
Week 38

08/06/15 - 12/06/15

Assessment & Marking
Week 2

29/09/14 - 03/10/14

Teaching & Learning
Weeks 13, 14, 15 

15/12/14 - 02/01/15

Christmas Recess 
Revision
Week 26

16/03/15 - 20/03/15

Teaching & Learning
Week 39

15/06/15 - 19/06/15

Results Processing & 
College Boards
Week 3

06/10/14 - 10/10/14

Teaching & Learning
Week 16

05/01/15 - 09/01/15

Revision Week
Week 27

23/03/15 - 27/03/15

Teaching & Learning
Week 40

22/06/15 - 26/06/15

Results Processing & 
Award Boards
Week 4

13/10/14 - 17/10/14

Teaching & Learning
Week 17

12/01/15 - 16/01/15

Assessment
Weeks 28, 29, 30 

30/03/15 - 17/04/15 

Easter Recess 
Independent Learning
Week 41

29/06/15 - 03/07/15

Results Processing
Week 5

20/10/14 - 24/10/14

Teaching & Learning
Week 18

19/01/15 - 23/01/15

Assessment
Week 31

20/04/15 - 24/04/15

Teaching & Learning
Week 42

06/07/15 - 10/07/15

Programme Boards
Week 6

27/10/14 - 31/10/14

Teaching & Learning
Week 19

26/01/15 - 30/01/15

Marking & Feedback
Employability 
Graduation
 Week 32

27/04/15 - 01/05/15

Teaching & Learning
Week 43

13/07/15 - 17/07/15

Programme Results
Week 7

03/11/14 - 07/11/14

Teaching & Learning
Week 20

02/02/15 - 06/02/15

Teaching & Learning
Week 33

04/05/15 - 08/05/14

Teaching & Learning
Week 44

20/07/15 - 24/07/15

Graduation Ceremonies
Week 8

10/11/14 - 14/11/14

Teaching & Learning
Week 21

09/02/15 - 13/02/15

Teaching & Learning
Week 34

11/05/15 - 15/05/15

Revision Week
Weeks 45, 46

27/07/15 - 11/08/15

Supplementary Revision
 Week 9

17/11/14 - 21/11/14

Teaching & Learning
Week 22

16/02/15 - 20/02/15

Teaching  & Learning
Week 35

18/05/15 - 22/05/15

Assessment & Marking
Weeks 47, 48

Wednesday to Saturday
12/08/15 to 22/08/15

Supplementary Assessment 
& Marking
Week 10

24/11/14 - 28/11/14

Teaching & Learning 
Week 23

23/02/15 - 27/02/15

Teaching & Learning
Week 36

25/05/15- 29/05/15

Assessment & Marking
Weeks 49, 50, 51

24/08/15 - 11/09/15

Marking & 
Supplementary Boards