SITS Basic Training Academic Registry

Overview of Session Part 1 University Key Points University Systems Introduction to SITS SITS Codes Using SITS Part 2 e:Vision Using e-Vision SQL Reporting Services Using SQL

University Key Points: Students & Academic Year Students allocated a unique 8 digit number at application stage First two digits identify year of application e.g applied for academic year 09/10 Academic year runs 1 st August – July 31 st Semester 1 Aug– mid Jan Semester 2 mid Jan – May Semester 2 May-July Assessment periods : 4 weeks of assessment will commence after the Easter break During this period there will be continued learning in some subject areas and programmes which run over the summer period will be taught as they are now

University Key Points: Modules, Start Dates & CV Undergraduate (UG) students study modules which add up to 120 credits over the Academic year, Postgraduate (PG) students study 180 credits September main intake, however there are other intakes throughout the academic year: January, February, March (Health), June & July (English Language Centre) Students who don’t follow a standard academic year known as ‘Spanners’ They continue studying during the flip from one academic year to the next University runs courses at institutions abroad, known as Collaborative Ventures (CV)

University Systems

SITS SITS:Vision used 65% UK HE sector Strategic Information Technology Services Adopted by Northumbria in 2005 Manages student administrative processes from enquiry through to congregation Includes marks entry, academic programme and module data, exam timetabling & certificate printing Managed centrally by Academic Registry though Academic Schools are responsible for data relating to their students

Access to SITS Read only access to SITS Client Server is granted after Basic training session attendance Specific edit rights given once required training has been attended Cascade training prohibited SITS access methods Direct log on to SITS:Live (Client Server) Web log on to e:Vision (online version)

Username & Passwords To log into SITS Client Server members of staff use the same user name that they use to log into the university computers SITS Client Server and e:Vision allocated separate passwords SITS Client Server password expires after 60 days Access to basic student record searches via e:Vision can be given without the user having to attend Basic training Students use the e-Vision student interface to enrol, update their personal information & access their module marks

Locating SITS:Live Users access SITS:Live via CITRIX Program Neighbourhood During the training session you will log into SITS Vision Train SITS Vision Train is an exact replica of the live system Can be used to practice & test tasks

Key Points for SITS: SCJ SCJ code (Student Course Join) 8 digit student number followed by /digit Student starts at the university allocated /1 record e.g /1 However if a student changes their course, their record for that course will be /2 e.g /2

Key Points for SITS: Course Codes Family code : Group programme is attached to Route code: Identifies the specific programme Course Block (CBK): Reflects the stage they are on their course Course Block Occurrence (CBO): Reflects the start month & location of where the course is taught Student Occurrence : Reflects the student’s start month and place of study Mode of Attendance: Defines whether the student is full-time, part-time or on a sandwich course (see appendix for ‘SITS Terminology Explained’ & ‘Course Coding Strategy’)

Key Points for SITS: Blocks & Levels Within SITS students placed on Blocks according to their year of study on that particular course, i.e. first year on an UG course would be block 1, first year on a PG course will also be block 1 HESA defines students according to Levels: Level 3 = Foundation Year Level 4 = First Year UG Level 5 = Second Year UG Level 6 = Final Year UG Level 7 = PG Students who are on a placement year between their 2 nd and 3 rd (final year) will remain on Level 5.

HESA Higher Education Statistics Agency HE institutions return student information on a yearly basis Funding allocated dependant of quality of data provided Incorrect data has major implications on the amount of funds allocated to Schools

Getting Help SITS MANUALS SITS area of the Academic Registry web pages ASK A COLLEAGUEHELPLINE

Contacting Helpline The SITS Helpdesk links into the main IT Helpdesk Tel: 4242 (from outside the University dial ) Self Service: All helpdesk calls are logged in the system Important that the team is not contacted direct initially but are happy to ring staff members back