guide to online enrolment and tuition fee payment · guide to online enrolment and tuition fee...
TRANSCRIPT
Guide to Online Enrolment and Tuition Fee Payment Introduction
• Activating your Network Account (first-time users only) • Welcome to Online Enrolment
Stage 1
• Consent and Permissions • Your Personal Details • Name Format for your Award Certificate • Your Addresses and Contact Details • Emergency Contact Details • Giving your Consent to Share Data • Statutory and Equal Opportunities Data Collection • Additional Qualifications • Study Support Programme
Stage 2
• Calculating your Tuition Fees • Payment Options
Enrolment Completed
• Confirmation of Enrolment • Collect your Identity Card (first year students only)
Activating Your Network Account
Logging-on for the First Time
1. Log in to the university network for the first time via the password self-service portal.
2. Click ‘Register for forgotten password reset'. Your username is your 7-digit student number preceded by an 's' (e.g. s1234567) and your initial password is your date of birth ( ddmmyyyy).
3. Change your password and register for password recovery. After changing your password, complete the registration process for forgotten password recovery and then close your web browser to ensure that the password reset process completes correctly.
IMPORTANT: Once you have finished setting-up your account you need to close all web-browsers (internet windows) so that your new password is activated.
4. You should now be able to access Student Records Online so that you can enrol for your course.
Welcome to Online Enrolment Online Enrolment is a simple process completed annually by each student.
To access the facility log on to Student Records Online where you should see a screen similar to this with a Status prompt of ‘Please Enrol’:
Students who are required to select modules before enrolling will be prompted to do so – click the link indicated – note the module selections instructions:
Tip:- you will not see this 'Welcome' screen if:
• You have not provided all information requested when you applied to your course, for example copies of previous certificates, completed medical clearance documents etc. Contact [email protected] for advice;
• You have an outstanding debt. Contact [email protected] to clear the debt; • You are an overseas student who is required to have your documents checked. See our International Student pages for
detail.
There are two 'stages' to Online Enrolment:
- At 'Stage 1' you check and confirm your personal details and information about your course. - At 'Stage 2' you confirm and arrange to pay your tuition fees.
In order to be enrolled with the University you must complete both Stage 1 and Stage 2.
Click Personal Details Check under the ‘Stage 1’ column to begin.
Stage 1: Confirming Your Personal Details Consent and Permissions The first screen you will see at ‘Stage 1’ will be a series of consent notices and 'opt-outs':
To enrol with the University of Gloucestershire you must confirm that you have read, understood and accept our current Student Contract and Data Processing Consent Notice.
Text Messaging: The University uses text messaging to communicate with students including notification of cancelled lectures due to poor weather conditions or to remind students about important module-related matters. Students have found this facility to be useful in the past and we recommend that you opt-in.
References: If you apply for a job or further study you may put the University down as a referee or indicate that you have studied at the University and achieved an award. By allowing the University to give academic references and confirm your awards to potential employers without seeking further permission from you, you will allow us to respond to reference requests more quickly.
Personal Details
As you move through Enrolment a number of screens will display summarizing your Personal Details, including your name (please check it is spelt correctly), your date of birth, your course etc.
If any of the details shown are wrong you should correct them where you can. If you are unable to change the information or you have a query please contact [email protected] for advice.
Name Format for your Award Certificate: You have the chance to change the format of your name on your final award certificate by selecting from the options displayed in the drop-down menu.
We have made this option available because:
• In the past students have said that they do not want their middle names appearing on their certificates
• In some cultures it is more usual for the surname/family name to be printed first.
Think carefully before deciding to amend the format of your name on your award certificate. If you subsequently change your mind we will charge you for a replacement certificate. You may only select one of the formats offered. No other option is available.
Addresses and Contact Details: The University will usually contact you via your University email account - it is important that you check this regularly.
Tip:- It is possible to forward your University emails to a private account if you wish to.
Additionally, we record two addresses for you:
1) Your ‘Home Address’ is your permanent address and should reflect where you can be contacted when you are no longer studying. This maybe your parent’s address or, if you are an international student, your address in your home country.
Tip:- It is this address that we use to send formal documents (such as your final Award Certificate) so it is important that you keep this up-to-date.
2) Your ‘Term-Time Address’ is where you will be living during term. We are required by the UK Government to collect this information although when we pass it on it will be anonymous, unless we are required to reveal it by law. We are also required to collect the Type of Accommodation in which you live whilst studying.
If you are living in the UK please enter your Postcode and click 'Get Address'. This provides more accurate information about your address and reduces the chances of a typing error. Once you have made your amendments for each address click ‘Continue’. For non-UK addresses enter a zipcode or city/region code but do not click ‘Get Address’. You will need to manually complete all the fields.
Emergency Contact Details: Please provide the details of someone we may contact in an emergency, for example if you were taken ill. It is important that you give us accurate details and that this person remains contactable. Details can be updated via Student Records Online.
Consent to Share: In line with our Data Consent Notice and in order to protect your privacy, the University will not discuss financial, academic or personal matters with anyone other than you without first seeking your consent. However, it is often helpful to provide consent for us to discuss matters with someone other than you in advance of the need arising. In this section you have an opportunity to nominate a named individual (whether family member, friend or employer) with whom we can discuss personal matters.
Statutory and Equal Opportunities Data Collection: The University is required to collect and report data on its student population and return it Higher Education Statistics Agency (HESA). The questions in this section are part of this return. Additionally, under its obligations to the Equality Act 2010 and in order to fulfil its reporting duties to HESA, the University is required to collect some personal information from you.
The answers to the questions on physical disabilities and learning difficulties are made available to the University’s Disabilities Team in order to offer support for students. None of the other information collected is associated with identifiable individuals in any internal or external reporting.
Whilst you cannot complete enrolment without answering these questions, it is possible to select an ‘Information Refused’ (or similar) option to each question if you do not wish to provide the data.
Qualifications: It is important that the university has a record of all the qualifications you have passed.
The qualifications that we already have recorded will be displayed to you in this section. If there are any qualifications missing or none displayed then please take the time to add the qualifications and upload scanned copies of certificates.
Click the ‘Add New Qualifications’ button to tell us about other qualifications or ‘Continue’ to skip:
Follow this process to add a qualification to your record:
• Click the ‘Add Qualification’ button:
• Type of Qualification: select from the drop-down list:
• Examination Subject: click the ‘List’ button adjacent to the ‘Subject’ field and find the closest match. Clicking the ‘Full name’ header sorts the subjects into alphabetical order and you can scroll through using the page buttons, or you can use the ‘Search’ field to find your subject. Once you have found the closest match, click ‘Select’:
• Use the drop-down list to select the year you obtained your award and enter the mark or grade achieved, then click ‘Store’ and the ‘Next’:
• If you have a scanned image of your certificate you can upload this by clicking the ‘Upload Certificate’ button. If a certificate is not available now then please forward a scanned copy to [email protected]:
• Click ‘Add New Document’:
• From the ‘Document Type’ dropdown click ‘Enrolment Qualification Document’ and then ‘Upload File’:
• Click ‘Browse’ to locate the scanned image of your certificate held on your computer and then click ‘Upload File’:
• Repeat this process for each qualification and when you have added all your additional qualifications and uploaded your certificates click ‘Next’:
Study Support Programme
Some students will be offered an opportunity to take part in a programme of activities that might include support from a mentor, study skills sessions or opportunities to join short courses that might be of interest. There is no extra charge for these events.
If you are offered the opportunity and would like to take-part then ‘tick’ the box to the right to register your interest with your Personal Tutor, who will discuss arrangements when your studies begin:
Personal Detail Check – Completed
You will be prompted to ‘Finish’ the Personal Details part of enrolment and when you do so you will return to the Enrolment Welcome page. Here you will see that the ‘Stage 1’ task is indicated as ‘Complete’:
Click the Stage 2 ‘Fee Confirmation and Payment’ link to check your outstanding tuition fee balance and arrange to pay any fees due.
Stage 2: Fee Payment Calculating your Tuition Fees: on clicking ‘Fee Payment and Confirmation’, and if you are in receipt of funding from the Student Loan Company (SLC) you will be shown a screen similar to this:
In the case of those students paying fees directly to the University you will see a screen similar to this:
This screen shows you what the total fee is for your course, and how much the university has received in the form of deposits and pre-payments. It then shows a final sum (balance) to be paid in order that this year's account can be settled.
The total fee varies depending on the course. Our Fees Policy defines the current charges.
If you think that there is an error in your fee calculation then contact [email protected] and click 'Exit' to leave the process. You can come back later when the issue has been resolved.
Payment Options: If there is an outstanding balance to pay, you should select how you wish to pay that balance from one of the payment options listed:
Your outstanding balance is made up of your course fee which is defined by the course you are studying or number of modules you have selected, less any deposits, payments on account or sponsorship.
If you disagree with your course fee then please email [email protected] with your query.
If you are an International Student and have paid a deposit or made a payment on account via Bank Transfer and this has not yet been reflected on your account then please ensure you have uploaded evidence of your transferred funds via Student Records Online before contacting [email protected] with your query.
If your Sponsorship (other than the Student Loans Company) is not reflected on your account then please ensure you have followed the Guidance for Sponsored Students and obtained an authorised Sponsorship Form from your Sponsor and this has been uploaded via Student Records Online before contacting fees.
When you are content that your fees are correct and you have chosen the correct payment method to pay the balance, click 'Confirm'.
IMPORTANT: Even if the fee balance due is 0 (zero) you should click 'Confirm'.
Undergraduates: If you are expecting your fees to be paid by the Student Loans Company (SLC) but the University has not received confirmation that this is happening, you should tick the payment option ‘I am expecting to receive funding from SLC or SAAS’. Should confirmation not be received from the SLC you will be invoiced for outstanding fees.
Postgraduates: If you have applied, or are planning to apply, for a Postgraduate Loan from the Student Loan Company we will still require your bank details in order to set up a direct debit for payment of your tuition fees. Your instalments will then be applied as per the 2016-17 tuition fee instalments, i.e. 3 instalments over one year for full time students or 6 instalments over 2 years for part time students.
Please refer to the Fees Policy for confirmation of instalment dates.
Depending on your outstanding balance and the payment options chosen, you may be taken to a secure payment-site, or returned to the enrolment 'Welcome' page.
To pay your fees by credit/debit card, first you will see a summary of the outstanding balance:
To pay 50% now and the remainder by direct debit you will see a screen similar to this:
Click ‘Arrange Payment’ to be taken to our payment provider’s secure website to make a payment or set up a Direct Debit instruction:
Confirmation of Enrolment
As you complete Stages 1 and 2 your 'status' will change on the Enrolment Welcome screen. If you are studying on more than one course you will need to complete Stage 1 and Stage 2 for each course.
When both Stage 1 and 2 are completed and you are enrolled on the course concerned, an Enrolment Confirmation Letter will be generated - click the link to get the letter. If you are collecting your University Identity Card from a Library you will need this Enrolment Confirmation Letter.
You will be able to access your Enrolment Confirmation Letter throughout the year via Student Records Online. Organisations external to the University may accept this letter as confirmation that you are a current student with the University.
University Identity Card (first year students only):
Your ID card will be available for collection from your 'home' campus library. To collect your ID card you will need to produce your Certificate of Enrolment.
Your University ID card gives you access to university facilities, discounted use of the local bus service and allows you to borrow and reserve books from the library and pay for photocopying and printing. It is also required for access to exams. If you haven’t done so you can apply for your ID card before or after you enroll, but be sure to apply at least 2 weeks before your course start-date so it's ready for when you arrive.
You will be asked to upload a digital photograph of yourself (in JPEG format). The photograph should be a recent photograph, be of passport quality, taken against a light, plain background and be a close-up of your head and shoulders facing the camera - a head and shoulders selfie is fine.