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.uk please 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 CoC CategoryNo. CoCPercentage Withdrawal108715% Suspension4446% Resumption1071% Repeat6338% Transfer240332% Fee280938% Total7483100%

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send CoC (Task) to SFE SFE will reduce the tuition fee loan & recalculate any maintenance loan - Student to contact SFE Withdrawn student will fall under new fee regime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 - 1 st 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 - (1 st August – 12 th September) Add a Non Standard Fee Note & Amount in Student Notes in Student Records as invoicing has not started - SR03 Page 11 After 12 th September 2014 – (12 th 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 – D uring 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 Studies Tuition Fee Policy for Students Resuming their Studies in 2014/15 Period of suspension in 2013/14 Student suspends in study block/payment liability Period 1 - £8,750 x 25% = £2187.50 16 Sept – 05 Jan = 25% of Tuition Fee Student suspends in study block/payment liability Period 2 - £8,750 x 50% = £4375.00 06 Jan – 21 April = 50% of Tuition Fee Student suspends in consolidation & assessment period/payment liability Period 3 - £8,750 22 April – Last day of Term = 100% of Tuition Fee Please Note. For all Postgraduate Research students resuming their studies - please contact CoSforms. Resumption fee in 2014/15 £9,000 x 87.5% = £7,875 £9,000 x 75% = £6,750 £9,000 x 50% = £4,500

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 - (1 st August – 12 th 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 12 th September 2014 – (12 th 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 CoC CategoryCoC Sent Repeat1127 Transfer3220 Total4347

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