COSFORMSACADEMIC REGISTRY

COSFORMS ARE

• Clare Goodwin• Tina Morse• Emma Watts

• 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

SLC - Student Loans Company

SFE - Student Finance England

SFC - Student Finance Centre

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

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.

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 Category No. CoC Percentage

Withdrawal 1087 15%Suspension 444 6%Resumption 107 1%

Repeat 633 8%Transfer 2403 32%

Fee 2809 38%Total 7483 100%

TOPICS TO BE COVERED

• Withdrawals

• Fee Amendments

• Suspensions & Resumptions

• Transfers

• Repeats

• Student Records

WITHDRAWALS

• Student Withdrawal

• Board of Examiners

• Not Returning From Previous Year or Suspension

• After On-line Registration

http://www.registryhub.port.ac.uk/withdrawals/

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

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 - 1st 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

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

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

FEE AMENDMENTSBefore Academic Year Starts - (1st August – 12th

September)

• Add a Non Standard Fee Note & Amount in Student Notes in Student Records as invoicing has not started - SR03 Page 11

After 12th September 2014 – (12th 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

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?

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.

Suspension – During 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.

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

TRANSFERS

• Mid Year • Transfer Between Years

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

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

REPEATSBefore Academic Year Starts - (1st August – 12th 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 12th September 2014 – (12th 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

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 Category CoC Sent

Repeat 1127

Transfer 3220

Total 4347

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

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

Full Year Suspension (with Head of School Approval)

Mid Year Study Break Mode of Study Transfer

Mid Year Transfer Transfer Between Years

Any Other Questions?

Thank You For Attending