Student Records

Student Records entrance

Student Records and Student Finance provide University administration services based in Singleton Abbey

Reception opening times

Term time Open Monday to Friday, 9am-5pm
July - August Open Mon to Fri, 9am-1pm & 2pm-4pm

About us

Contacts

Statement of Service

Student Records
T 441792 602100

Student Finance
T 441792 602700

Statistics
T 441792 295707

University Directory
Contact us

Statistics & Management Information

Based in the Library Information Centre providing official University statistics and returns.

Information for undergraduates, postgraduates and staff

Forms & guidelines

Changing your course

Enrolment and Module Selection

Programme Transfer - Research

Programme Transfer - Taught Postgraduate

Programme Transfer - Undergraduate

Application to repeat failed modules

Module selection authorisation slip for students changing electives

Late enrolment form for students 

Suspending/deferring your studies

Leaving your course or the University

Suspension of studies - Research 

Suspension of studies - Taught Postgraduate 

Suspension of studies - Undergraduate

Before leaving discuss your decision with your College and make an appointment with Academic Registry

Student Finance

Staff & Research Assistant Bursary guidelines

Confirmation of Sponsorship for external sponsors

Direct Debit for Postgradaute tuition fees

Direct Debit for Undergraduate tuition fees

Research Assistant Bursary 

Staff Bursary

Undergraduate

Your University record

View records online by logging in to the SU intranet from any PC connected to the web. Information available includes exam and teaching timetables, personal details, progress & module results, course and enrolment details and a finance statement. 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. To browse the University's policy concerning use of personal data see records management

For letters, degree certificates, transcripts and references contact Academic Registry


Enrolment

Students are expected to enrol annually. Before Enrolment Undergraduates receive their instructions by post. In September returning students enrol on-line by logging on the Intranet and Freshers are asked to enrol on campus Further information about enrolment is also available on the University's web pages


Module selection

  • Current students are contacted annually by their department to select next year's modules in May/June - commonly known as Module Pre-selection. Students should return next year's Module selections to their home department before the Summer vacation.

  • Freshers receive a Module Selection form when they enrol which they complete and return to their Home Department. 

Changing your module selection

You are allowed to change your modules for a limited period at the start of each module by completing and returning a Module Selection Authorisation Slip. For example, before the end of the second week of a one semester 10 credit module and before the end of the fourth week of a two semester 20 credit modules. You should also return a Late transfer of Modules form stating you are fully aware of the implications of late module changes.


Changing your course (Transfers)

Before proceeding discuss the academic consequences and check if changing your course will affect your Tuition Fees for advice contact Student Finance. Please note you must change your course BEFORE you start the second year of your current course as follows:

  1. Return a completed Transfer Form to Student Records 
  2. Student Records will process the form, notify you and the change of circumstance to the SLC and adjust your tuition fee as necessary.
  3. Inform Student Finance online and get advice about future financial support, see below

Suspending your study (Suspension)

Before proceeding discuss the academic consequences with someone in your Home department and/or Academic Registry or if you have personal or financial problems contact Student Services as they are there to help. If your Home Department agrees you can suspend and it is within the University's rules then follow these steps:

  1. Return a completed Suspension of Studies form
  2. Student Records will process the form, notify you and the change of circumstance to the SLC and if necessary adjust your tuition fee.
  3. Inform Student Finance online and get advice about future financial support, see below. Health Science students should inform their sponsor, normally, a NHS Trust manager

Leaving your course or changing your university (Withdrawal)

Before withdrawing from the University you should always discuss it first with Academic Registry. If you are withdrawing because of personal or financial problems contact  Student Services as they are there to help you. If you have decided to withdraw then you must follow these steps:

  1.  Make an appointment with Academic Registry
  2. Return a Withdrawal form 
  3. Student Records will process the form, notify you and the change of circumstance to the SLC and set your tuition fee refund for Finance to make a re-payment.
  4. If you are transferring to another University inform Student Finance and get advice about future financial support, see below. Health Science students should inform their sponsor, normally, a NHS Trust manager.

 


Student Finance from the Student Loans Company (SLC) 

Note if you are applying for financial support, and, for whatever reason, you are doing any of the following:

  • changing your course
  • changing your university/college
  • leaving your course
  • suspending your study

Then you must inform Student Finance (SLC) by following these steps:

1. Complete a change of circumstance notification online at the customer support sites below

2. After re-assessment the SLC will note your change of circumstance

Student financial support

Information about student financial support from the UK and local government is available from the Student Loans Company customer support sites below:

Student Awards Agency for Scotland (SAAS) www.saas.gov.uk
Student Finance Direct for England (SLC) www.studentsupportdirect.co.uk
Student Finance Northern Ireland (SLC) www.studentfinanceni.co.uk
Student Finance Wales (SLC) www.studentfinancewales.co.uk
Student Finance for the European Union (SLC) www.slc.co.uk

Student Money - scholarships, bursaries and awards http://www.studentmoney.org/


Welsh students can also contact Local Authorities for advice about financial support from the government:

Swansea, City and County of
Neath Port Talbot County Borough Council
Carmarthenshire County Council
Rhondda Cynon Taf Council
Bridgend County Borough Council
Cardiff Council
Caerphilly County Borough Council
Vale of Glamorgan Council 

 


Postgraduate

Your University record

Students can access their records or enrol online by logging on to the SU intranet from any PC connected to the web. Check your personal details, academic progress & results and finance statement and other information. You can 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. To browse the University's policy concerning use of personal data see records management

For letters, degree certificates, transcripts and references contact Academic Registry


Enrolment

All students are expected to enrol annually, your home department will contact you when you are due to enrol. Postgraduates who progress to the next year can enrol and pay fees online. If you are re-sitting Taught Masters exams in August you will receive Enrolment instructions after your results have been confirmed.

Detailed January, April, July and September instructions are available to browse.

Module Selection for Taught Masters

During enrolment you will receive a Module Selection form which you should check and complete. You are allowed to change your modules for a limited period at the start of each module by completing and returning a Module Selection Authorisation Slip (PG)

Results and Course changes

Your results are available on the Intranet and sent by letter. For further queries regarding your progress contact your supervisor or the Academic Registry. If you are a research postgraduate your Academic Board will recommend whether or not you can transfer your research e.g. Change from an M.Phil to a Ph.D. If you are a Taught Postgraduate you should return a Transfer Form (Taught Masters).

Submission and Extensions

To submit or apply for an extension please contact your main supervisor and the Research Faculty Office or the Taught Programmes Office for advice.

Suspending your study (Suspension)

You can suspend if your department/supervisor agrees and complies with University rules and regulations. Please discuss the academic and financial consequences with your supervisor and/or Academic Registry before returning a completed Suspension of Studies (Taught Masters) form. You may also be eligible for a refund from the University for details contact Student Finance (Student Records).

Leaving your course or changing your university (Withdrawal)

Before withdrawing from the University you should always discuss it first with your Main Supervisor and Academic Registry. If you are transferring to another University please contact your sponsor for advice about financial support. Please return a completed withdrawal form. You may also be eligible for a refund from the University for details contact Student Finance (Student Records).

 

STAFF

Statistics and Reports

In the first instance please check the Intranet for an appropriate report under links Academic Records OR Documnets and information. If you can't find what your looking for and need further advice re statistical, management & planning or academic quality contact Statistics and Management Information staff


Enrolment

The main enrolment event occurs annually at the end of September when 90% of students start their courses. There are also smaller enrolment events in January, March, April and July. Please click on the appropriate link below to see Enrolment Guidelines and Instructions for each event.

Main Enrolment in September


Module Selection

Departments have an Intranet facility to record students module selections throughout the year. When students pick up Enrolment Packs they include a Module Selection Form which the student completes and returns to the Home department to confirm the choices are appropriate before recording the modules selected..

Students are allowed to change modules for a limited period at the start of each module by completing and returning a Module Selection Authorisation Slip i.e. Before the end of the second week of a module finishing in December/January and before the end of the fourth week for modules finishing later in the Academic year, normally in May/June.

Please note, six weeks after a module starts it cannot be dropped unless the Dean authorises the change. Late module changes should be sent to Student Records to process as it may involve charging a fee for additional modules.


 

Module Pre-Selection

Module pre-selection is compulsory and the exercise should be completed by 1st July. Please note Compulsory Modules and Module availability information should be complete before students are asked to pre-select next years modules. Compulsory Modules are pre-loaded in May by Student Records before the exercise begins.

There are two suggested methods for departments as follows. 

Method 1 involves departments issuing their own forms to students asking them to indicate the  modules they want to pursue next academic year. Selection forms are returned and input by departments using the Intranet's Change Module Selection facility.

Method 2 Departments ask students to log on to their Intranet Student Profile and record their Module pre-selections on line (option is highlighted in red). 

Please note the Home Departments, listed below, do not allow their students to pre-select modules on-line and therefore student access to this Intranet facility has been blocked. (APLS, ASSD, CYMR, EGSC, ENGL, EYST, HSPC, GEOG, MDST, SHLS, STSC)

After students complete their selection departments can download next year's Module Selections into a spreadsheet to review and where appropriate amend student's module selections before the deadline of 1st July.  This information will then be used to draft the University's Teaching Timetable and enable Academic departments to plan ahead and prepare teaching materials based on expected class size. 


 

Module Maintenance

Annually administrators in Academic departments are asked to review existing module details,  make amendments and ensure the list of available modules is updated for next year using the Intranet. Please note the status of all modules being taught next year must be set to "Available" before students can pre-select the module. The deadline for completing amendments to other information, such as the Description, Learning Outcomes, Reading Lists, etc. is 1st JUNE so that details can be extracted and sent to the printers for the Module Catalogue hard copy in July. Please note all NEW Modules should be approved by a Faculty Quality Committee by April/May


 

Course/Programme Maintenance

The Intranet Course Maintenance and Programme Creation facility may be used by departments to record compulsory modules and submit programme specifications for approval. Approved programme specifications are later used to create new programme and course records.

Please note compulsory module information is used for Module Pre-selection and for pre-loading Compulsory Modules in May for returning students and in August for new students. The information is also used for the Teaching Timetable. Therefore compulsory modules must be available and specified as compulsory by MAY

Term Dates for Undergraduates

The University reserves the right to change term dates up until the start of each session.

Academic yearEnrolmentMichaelmas TermLent TermSummer Term

 2014/15

15/09/14 - 21/09/14

 22/09/14 - 12/12/14

 05/01/15 - 27/03/15

 20/04/15 - 12/06/15

 2015/16

14/09/15 - 20/09/15

21/09/15 - 11/12/15

04/01/16 - 18/03/16

 11/04/16 - 10/06/16

 2016/17

12/09/16 - 18/09/16

19/09/16 - 09/12/16

02/01/17 - 07/04/17

01/05/17 - 09/06/17

 2017/18

18/09/17 - 24/09/17

25/09/17 - 15/12/17

08/01/18 - 30/03/18

23/04/18 - 15/06/18

 2018/19

17/09/18 - 23/09/18

24/09/18 - 14/12/18

07/01/19 - 12/04/19

06/05/19 - 14/06/19

Health Science and Medicine Programmes

Undergraduates on health or medicine programmes may have extended session dates for all or part of the programme. These vary according to the individual programme being pursued, details will be available from the College.

Semester Dates

The University reserves the right to change semester dates up until the start of each session.

Academic
Year
EnrolmentSEMESTER 1SEMESTER 2

2014/15

15/09/14 - 21/09/14

22/09/14 - 23/01/15

26/01/15 - 12/06/15

2015/16

14/09/15 - 20/09/15

21/09/15 - 22/01/16

25/01/16 - 10/06/16

Note 2013/14 Supplementary assessment dates 13/08/14 - 23/08/14

Session Dates for Postgraduate Taught Programmes

The University reserves the right to change session dates up until the start of each session.

Academic YearFull Time ProgrammeProgramme Session DatesEnd Academic Year

2013/14

PG Certificate
PG Diploma

23/09/13 - 13/06/14

2013/14

2013/14

PG Taught Masters 
One Year

23/09/13 - 30/09/14

2014/15

2013/14

PG Taught Masters 
18 Months

23/09/13 - 15/12/14

2014/15

2013/14

PG Taught Masters 
Two Year

23/09/13 - 30/09/15 *

2015/16

* The session end date for postgraduate students in the College of Arts and Humanities can vary according to individual patterns of study. You are advised to check your end date with the College.