Student Records Office

Student Records

Student Records is responsible for the SITS student database records and delivering associated academic administration across the University and increasing interoperability and integration of student record systems with other systems such as, timetabling and assessment play a vital role in delivering effective academic and administrative services.

Main areas of responsibility 

  • Student administration
  • Student finance and fees
  • Advising students and staff concerning administrative issues
  • Student, programme and module database records management
  • Managing University student returns to certain regulatory and statutory bodies concerned with the HE sector. Specific areas include the HESA student return, the HEFCW HESES and EYM funding returns, RAE student return, qualifications upload, the SLC attendance and fee confirmation
  • Ensuring record keeping and reporting duties comply with University policy and United Kingdom laws concerning HE funding and tuition fees and study in the UK.
  • Developing administrative systems and coordinating University student administration. For example, the University's online records system, the SU intranet, provides access for students to their own records and for staff, access to University records, documents, forms and statistical and management information reports concerning academic quality, student numbers, full time equivalent figures (FTE), funding and planning .
  • Data validation for statistical reports, management information, quality & assessment and timetabling.
Student Enrolment 
Student Records is responsible for organising University enrolment comprising of induction, module selection and registration, and the content and distribution of enrolment instructions and forms to students and staff. As part of the preparations, enrolment arrangements are disseminated via meetings with administrative departments and Schools and details published on the web. Annually approximately 8000 enrolment and fee records and 25000 compulsory module selection records are set up by our office. During enrolment returns are processed for approx. 5000 students from the main enrolment event in September and other smaller events in January, April and July.
 

International change of circumstance notification

The University is obliged under immigration legislation to notify the UK Border Agency when a non-EU student does not enrol on a course, changes the duration of study, suspends or withdraws from the University. 

 
Module Selection
Student Records co-ordinates the use of an Intranet Facility for departments to record module selections directly. As a result of changes being made at the point a student informs a department module selection records are current and accurate. Student Records also provides exception reports and sets an agenda of return deadlines e.g. November for the HEFCW funding return which bases teaching funding to a large extent on module credits.
 
Module pre-selection is compulsory and there are two suggested methods for departments. Method 1 involves departments issuing module selection forms to students which are returned and input by departments using the Intranet's Change Module Selection facility. Method 2 involves students recording their module pre-selections online. After the exercise departments download and review module selections in a spreadsheet and where appropriate amend a student's module selection. This information is used to draft teaching timetables and enable departments to prepare resources based upon pre-selection data.
 
Personal Details are reviewed and amended by student enrolment forms or directly via the Intranet Student Profile which gives access to online student records.
 
Change of circumstances: Transfers, Suspension and Withdrawal 
We receive and process annually approximately 850 transfers, 425 suspensions, 750 withdrawals and 250 extensions.
 
Programme maintenance 
We are responsible for setting up new course records based on approved programme specifications. Working with the Quality Office and ISS developers an Intranet course catalogue and maintenance facility for students and staff is available. This ensures the latest course details are available on-line for Schools to review information used by the QAA, School audit, diploma supplement and other administrative functions.
 
Module Maintenance 
We are responsible for overseeing module information based on approved module pro-forma. Working with ISS developers an Intranet module catalogue and maintenance facility is available for departments to use in order to ensure the accuracy of information available online and in printed module catalogues. It also ensures other key items are complete, for example, the JACS coding used to determine the level of teaching funding per module and for national statistics. In addition, the facility provides the opportunity for departments to specify which modules are available, verify the assessment method and make other corrections online. This provides up to date information for staff and students.
 
Compulsory Modules are maintained by departments via the Intranet's course maintenance facility. An annual return is co-ordinated by the Student Records Office to enable pre-loading of compulsory modules in preparation for module pre-selection in May/June for returning students and in August/September for new students.

Student Finance, fees and funding

Tuition fees is the University's major income sources, the Student Finance section comprises three staff that are responsible for raising invoices and adjusting fees.

In brief, the section

  1. Sets up fee due records as approved by Finance Committee. 
  2. Is wholly responsible for managing student finance administration concerned with the Student Loans Company. 
  3. Determines individual student tuition fee liability. 
  4. Manages external sponsorship, University bursary and scholarship administration 
  5. Adjusts fees, for example, when a student withdraws they determine the refund amount. 

Paying fees

For ALL queries about how to make a payment contact income.tuition@swansea.ac.uk

Tuition fee charges & refunds

You can browse the undergraduate tuition fee or postgraduate tuition fee pages for advice.

If you need to speak or write to staff about:

  • Student finance UK and EU fees 
  • International student fees
  • Tuition fee bursaries
  • Evidence of external sponsorship
  • Fee adjustments and refunds

Contact studentfinance@swansea.ac.uk

UK Student financial support

Information about student financial support from the UK and local government for study and living in England, Wales, Northern Irelan and Scotland is available from the Student Loans Company (Student Finance England, Wales, Northern Irelan and Scotland)

Student Loans Company (SLC) returns: 

  • A daily upload of student loans/grants and attendance confirmation which triggers payment of loans and grants by the SLC to students.
  • Confirmation of student course details which the SLC uses to make fee payments to the University, it's major source of income
  • A Higher Education Institute return to a national database listing courses eligible to receive student finance, and used by Local Education Authorities and SLC.
  • Undergraduate Change of circumstance notification. Whenever a UK or EU student changes course, suspends or withdraws from their course we send a notification to the SLC web portal mandated by UK statutory requirements. 

Jargon buster!

Course | Degree | Degree Scheme | Pathway | Programme | Programme of study | Scheme of study

These are all terms you may hear used to refer to your course.

An undergraduate or postgraduate taught programme of study at university consists of a combination of modules taught by a department for an individual student to pass at a sufficient level and attain enough credits to progress through each level of the course and ultimately obtain a qualification. Normally a degree award, conferred by the university, signifying that the recipient has satisfactorily completed their studies.

A postgraduate research course at university consists of research undertaken by the student in a subject area supervised by a department for an individual to submit a thesis at a sufficient level to obtain a qualification. Normally an advanced degree award, conferred by the university, signifying that the recipient has satisfactorily completed their research.

Enrolment

Enrolment is an administrative event organised by Student Records comprising of four main elements.

  1. Enrolment on a programme (Student Enrolment) - During September students enrol on their course online in order to (i) provide accurate information required by the University (ii) confirm attendance (iii) agree to abide by the Rules and Regulations of the University and (iv) finalise arrangements for paying tuition fees. After successfully completing this step a student is formally enrolled on a programme of study (course) and recognised as a registered student at Swansea University. Note new international students cannot enrol online and must report to the University's central administration.
  2. Academic Induction - Students report to their home department to pick up forms, handouts and attend an introductory talk about study at Swansea, tutors, module selection and other events.
  3. Enrolment on modules (Module Selection) - This is a procedure for undergraduate and taught postgraduate students to confirm with departments the modules they will be pursuing. See below for an explanation of the term module.
  4. ID card - the University's ID and Library card may be used to borrow books and as a swipe card to gain access to secured buildings/rooms.

Enrolment Forms

  • New students collect their module selection forms when they attend induction in their department. 
  • New international students also collect their Student Enrolment Form R when they enrol in person at the central University enrolment venue.

Fresher

  • A fresher is a student in the first year of their course. Normally, an undergraduate new to higher education starting in September.

Fresher’s Fair

  • The Fresher’s Fair is organised by the Student and Athletic Unions where students can join the clubs and societies.

Fresher’s week

  • The last week in September when new students book into accommodation and welcomed to the University, report to their department for induction and to enrol on modules, join societies and attend various entertainment & events before teaching term begins in October.

Intranet

Students can access their records and enrol online by logging on to their University Intranet Student Profile.

Information available to browse includes: exam and teaching timetables, personal details, course & module results, enrolment and student finance details. 

You can also make corrections online, for example, it is important to keep your home email and contact details up to date as the University uses this information to send details about results, student finance and enrolment.

LA or LEA

Local Authorities, formerly referred to as Local Education Authorities, are councils in England and Wales who have the responsibility for assessing the eligibility of all applications from students whose home or full-time residence is in their local area. LAs inform the Student Loans Company Limited of their decision on each applicant and supply the relevant data to enable the SLC to make payments.

Module

A module is a discrete educational component of a programme of study, which has the following attributes (i) specific aims, (ii) a syllabus and a reading list, (iii) a teaching and learning pattern, (iv) an assessment method and (v) learning outcomes. Each module is allocated a credit weighting, and full-time students are expected to pursue 120 credit points in the academic year (part-time students 60 credits). In addition, each module

  1. is assigned a unique reference number;
  2. is assigned to a level of study which reflects the academic standard of a module and its learning outcomes;
  3. may have pre-requisites and/or co-requisites.

In some subject areas, for example English Language Training, a student studying one module may hear a department refer to both your programme of study and the module as your "course".

Module Selection

Module selection is one element of enrolment where students confirm to departments the modules they will be pursuing. 

  • To enrol on modules students pick up a module selection form when they report to their department, 
  • Complete the form and get it signed by each department teaching a selected module. 
  • After completing the form it is handed in to the home department to record your module selection.

Students can check module selections any time by logging in to the SU intranet to view their student record.  

Registration

  • Some members of staff use the term registration when referring to Enrolment.

SLC

  • The Student Loans Company administers student financial support to eligible students in higher education in the United Kingdom. It is wholly owned by the UK Government and operates within the policy set by the legislative framework.
  • Better known to students as Student Finance England, Student Finance Wales and Student Finance NI

UKBA

  • The UK Border Agency is responsible for enforcing immigration and customs regulations and considers applications for permission to study in the United Kingdom.
  • They are also the body which issues a Tier 4 Sponsor Licence to admit international students to study at Swansea University