Collaborative Programmes Student Records Administration Handbook

Collaborative Programmes 

Student Records Administration Handbook 


Quality Management Division 

Academic Registry 

September 2010

Document title 

Collaborative Programmes Student Records Administration Handbook 

Document author and department 

Responsible person and department 

Clare Privett 



EITHER 

For public access online (internet)? 

(tick as appropriate) 

Rebecca Broome 



OR 

For staff access only (intranet)? 


Yes 

 

Yes 

For public access on request copy to be 

mailed 


Password protected 


Yes 

No Yes No 

 

Edition no. 1

Contents 

Introduction ............................................................................................................................... 5 

1. Programme Funding Type ...................................................................................................... 5 

2. Admissions Process ................................................................................................................ 6 

3. Registration Paperwork ......................................................................................................... 6 

3.1 Registration Coversheet and Registration List ..................................................................... 7 

3.2. Progression Coversheet and Progression List ..................................................................... 7 

4. Registration of Applicants ...................................................................................................... 7 

5. Class List ................................................................................................................................. 8 

6. Confirmation of Registration Email ........................................................................................ 8 

7. Letter of Registration ............................................................................................................. 8 

8. Amendments .......................................................................................................................... 9 

9. Study Break ............................................................................................................................ 9 

10. Transfer ................................................................................................................................ 9 

11. Withdrawal......................................................................................................................... 10 

12. Unit Registration ................................................................................................................ 10 

13. Unit Assessment Board ...................................................................................................... 10 

14. Board of Examiners ............................................................................................................ 10 

15. Conferment List (UP6)........................................................................................................ 10 

16. Inputting of Assessment Results ........................................................................................ 11 

17. Name Checking Report ...................................................................................................... 11 

18. Parchment .......................................................................................................................... 11 

19. Transcript ........................................................................................................................... 12 

20. Collaborative Text on Parchment/Transcript .................................................................... 12 

21. Notarisation and or Legalisation of a Parchment and or Transcript ................................. 13 

22. Contact Details ................................................................................................................... 13 

Annex A Registration Coversheet 15 

Annex B Registration List 17 

Annex C Registration List Guidance Notes 19 

Annex D Progression Coversheet 23 

Annex E Progression List 25 

Annex F Withdrawal/Study Break/Transfer/Amendment Form (WSTA Form) 27 

Annex G Class List 29 

Annex H Confirmation of Registration Email 31 

Annex I Collaborative Programmes Student Card Application Form 33 

Annex J Letter of Registration 35 

Annex K University Computer Account and Student Card Information Paper 37 

Annex L Conferment List (UP6) 39 

Annex M Name Checking Report 41 

Annex N UP12 Form 43

Introduction 

The purpose of this Handbook is to inform University of Portsmouth (University) and Partner 

institution staff of the Student Records administration processes for Registered‐only (Rcoded) 

collaborative programmes, from initial registration on our Student Records System 

right through to completion and printing of the student’s parchment. This Handbook does 

not apply to the administration processes for C‐coded collaborative programmes, which 

follow the University’s administrative processes for home programmes. 

1. Programme Funding Type 

It is helpful to start with an explanation of the University’s programme code system. All 

University programmes have a unique code which has a prefix of either C or R followed by 

xxxx numbers. All programmes delivered on campus at Portsmouth start with a C i.e. C0123. 

Collaborative programmes can start with either a C or an R depending on the funding 

arrangement of the programme. This is detailed in the table below: 

Funding Type Explanation C or R Programme Code 

HEFCE Indirectly Funded This is where the University 

receives HEFCE funding for 

the programme. The 

University allocates each 

year a percentage of the 

funding to the partner 

institution. This means the 

partner is indirectly funded 

through HEFCE to deliver the 

programme. This can only 

apply to programmes being 

delivered through a partner 

located in the UK. 

Collaborative programmes 

with this type of funding 

have a programme code 

starting with a C i.e. C0123. 

HEFCE Directly Funded 

This is where the UK‐based 

Partner Institution receives 

HEFCE funding for the 

programme directly. The 

University does not receive 

any HEFCE funding and 

therefore, the University 

supports the collaborative 

programme on a Full Cost 

financial business case. 




starting with an R i.e. R0345. 

Page 5 of 44

Full Cost 

This is where neither the 

University nor the Partner 

receives any HEFCE funding 

for the programme. The 

University supports the 

collaborative programme on 

a Full Cost financial business 

case. This applies to some 

UK‐based partnerships and 

ALL overseas partnerships. 




starting with an R i.e. R0345. 

For a current list of R‐coded and C‐coded collaborative programmes please contact the 

Collaborative Programmes Office (CPO) either via email cpo@port.ac.uk or telephone 

+44 (0) 23 9284 3502. 

2. Admissions Process 

The purpose of the admissions process is to ensure that all applicants who wish to study on 

a collaborative programme satisfy the minimum entry requirements. 

Authority to grant admission decisions is determined through the formal collaborative 

programme approval process. Some Partner institutions may be given delegated authority 

to grant admission against standard entry criteria. 

Partner institutions that have no delegated authority must submit each applicant’s entry 

qualifications to the University before the programme commences, exactly when this 

happens will be established with the Partner institution after the programme has been 

approved. The specific admissions arrangement, including any delegated authority, will be 

detailed in the Collaborative Operational Handbook. 

3. Registration Paperwork 

The registration paperwork is the means by which the Partner institution can list and submit 

to CPO those applicants who have been approved entry through the admissions process. 

The paperwork will be sent electronically by CPO to the Partner Institution where possible 

one month prior to the commencement of the intake. Once the completed paperwork has 

been received by CPO applicants will be registered onto the University’s Student Records 

System. 

The registration paperwork comprises of: 

• Registration Coversheet (Annex A) 

• Registration List (Annex B) 

• Registration List Guidance Notes (Annex C) 

• Progression Coversheet, if applicable (Annex D) 

• Progression List, if applicable (Annex E) 

• Withdrawal/Study Break/Transfer/Amendment Form (Annex F) 

Page 6 of 44

3.1 Registration Coversheet and Registration List 

The Registration Coversheet (Annex A) is the means by which the Partner institution 

confirms to CPO that they have made applicants aware of, and agree to abide by, the 

declaration statements set out within it. It is a form that the Partner institution is required 

to sign and return along with the completed Registration List. 

The Registration List (Annex B) is the means by which the Partner institution can list and 

submit to CPO those applicants who have been approved entry through the admissions 

process. It is a spreadsheet that the Partner institution must complete and return along 

with the signed Registration Coversheet. 

The Registration Coversheet and Registration List are sent electronically by CPO to the 

Partner institution one month prior to the commencement of the intake. 

Failure to return the Registration Coversheet and Registration List by the return date stated 

on the Coversheet could result in applicants not being registered onto the University’s 

Student Records System. 

3.2. Progression Coversheet and Progression List 

The Progression Coversheet (Annex D) and Progression List (Annex E) are the means by 

which the Partner institution confirms and notifies CPO of the progression status of each 

student once the student has been presented to a Board of Examiners (BoE). 

The Progression Coversheet is a form that the Partner institution is required to sign and 

return along with the completed Progression List. Once signed it is confirmation that the 

Partner institution has supplied accurate and complete information on the Progression List 

for each student. 

The Progression List is a spreadsheet that the Partner institution must complete and return 

along with the signed Progression Coversheet. 

The Progression Coversheet and Progression List are sent electronically by CPO to the 

Partner institution one month prior to the commencement of the intake. 

Failure to return the Progression Coversheet and Progression List by the return date stated 

on the Coversheet could result in students’ records not being updated and their access to 

University services being affected. 

For some Level 3, Top‐up programmes CPO has delegated responsibility for carrying out the 

progression process to the relevant University Department. For a list of programmes this 

applies to, contact CPO. 

4. Registration of Applicants 

Within two weeks of CPO receiving the completed Registration Paperwork from the Partner 

institution, applicants will be newly registered or progressed to the next Level on the 

University’s Student Records System. Once registered it is at this point that applicants 

become University students. The University does not retrospectively register students. 

Page 7 of 44

5. Class List 

Once students have been registered and or progressed, CPO will produce a Class List (Annex 

G) identifying all students registered on the programme for the current year. 

The Class List will be sent to the: 

• Partner institution 

• University Academic Contact 

• University Administrative Contact 

• Faculty Registrar 

6. Confirmation of Registration Email 

Once registered, CPO will send students an email (Annex H) which will confirm their 

registration with the University and: 

• Student Registration Number 

• Programme Code 

• Name 

• Programme Start Date 

• Expected to Complete Date 

• Mode of Study 

• Instructions on how a student can obtain a computer account username and 

password 

• Instructions on how to obtain a University Student Card (the Collaborative 

Programmes Student Card Application Form (Annex I) will be attached to the email) 

• Information on online services and resources at the University 

• Instructions on how to obtain a formal Letter of Registration (Annex J) 

7. Letter of Registration 

Some Partner institutions may request to have a formal Letter of Registration (Annex J) 

printed for students rather than the Confirmation of Registration email sent. Students can 

also request to have a formal Letter of Registration printed as detailed in the Confirmation 

of Registration email. 

The letter will confirm that the student is registered with the University and: 

• Student Registration Number 

• Programme Code 

• Name 

• Programme Start Date 

• Expected to Complete Date 


Page 8 of 44

Accompanying the letter will be a Paper (Annex K) that has: 

• Instructions on how a student can obtain a computer account username and 

password 

• Instructions on how to obtain a University Student Card (the Collaborative 

Programmes Student Card Application Form (Annex I) will accompany the letter) 

• Information on online services and resources at the University 

8. Amendments 

If amendments are required to a student’s personal details such as their name, address or 

email etc. then a Withdrawal/Study Break/Transfer/Amendment Form (WSTA Form) (Annex 

F) must be completed by the Partner institution and returned to CPO, within seven working 

days of the student notifying the Partner institution. 

Once CPO has taken receipt of the WSTA Form the student’s record will be updated 

accordingly. 

9. Study Break 

If a student wishes to apply for a study break then a WSTA Form (Annex F) must be 

completed by the Partner institution and returned to CPO, prior to the student going on the 

study break. 

Once CPO has taken receipt of the completed WSTA Form, approval will be sought from the 

relevant University Academic Contact. If the study break is approved CPO will update the 

student’s record accordingly and inform the Partner institution. The Partner institution 

should then inform the student that the study break has been approved. 

If the study break is not approved the University Academic Contact will notify the Partner 

institution accordingly. 

CPO will automatically reinstate a student once their expected to return date has been 

reached. If, however, a student wishes to extend their study break then the Partner 

institution must complete another WSTA Form and submit it to CPO for approval. Likewise, 

if a student returns early then a WSTA Form must be completed and returned to CPO so the 

student’s record can be updated accordingly. 

10. Transfer 

If a student wishes to transfer to another collaborative programme then a WSTA Form 

(Annex F) must be completed by the Partner institution and returned to CPO, within seven 

working days of the student notifying the Partner institution. 

Once CPO has taken receipt of the completed WSTA Form, approval will be sought from the 

relevant University Academic Contact. If the transfer is approved CPO will update the 

student’s record accordingly and inform the Partner institution. The Partner institution 

should then inform the student that the transfer has been approved. If the transfer is not 

approved the University Academic Contact will notify the Partner institution accordingly. 

Page 9 of 44

11. Withdrawal 

If a student wishes to withdraw from a programme then a WSTA Form (Annex F) must be 

completed by the Partner institution and returned to CPO, within seven working days of the 

student notifying the Partner institution. 

Once CPO has taken receipt of the completed WSTA Form the student will be withdrawn 

from the University’s Student Records System and notification sent to the relevant 

University Administrative Contact. 

12. Unit Registration 

Registration of students on specific units is conducted and managed directly through the 

relevant University Academic Department and the Partner institution. 

13. Unit Assessment Board 

A Unit Assessment Board (UAB) is the “first tier” in a “two tier” assessment board system 

adopted by the University. The “second tier” is a Board of Examiners (BoE). 

A UAB confirms the marks awarded to each individual student attempting assessment in 

that unit during the previous semester or year (as appropriate). It is the responsibility of the 

relevant University Academic Department to arrange a UAB and record the marks. 

For further information on a UAB please refer to the University’s Exam and Assessment 

Regulations document. 

14. Board of Examiners 

The primary purpose of a Board of Examiners (BoE) is to decide on matters of student 

progression and the recommendation of awards (i.e. degrees, diplomas, certificates etc). 

It is the responsibility of the relevant University Academic Department to arrange the BoE 

and record the decisions. 

For further information on a BoE please refer to the University’s Exam and Assessment 


15. Conferment List (UP6) 

It is the responsibility of the relevant University Academic Department to produce the 

Conferment List (UP6) (Annex L) and take it to the BoE for decisions to be made. Decisions 

from the BoE are marked on the UP6 accordingly. A photocopy of the completed UP6 is 

kept by the University Academic Department for their own records while the original UP6 is 

sent to CPO within one week of the BoE being held, unless otherwise previously agreed. 

Once CPO has taken receipt of the completed UP6 the data will be checked against the 

Parchment Print Report for accuracy. If errors are found then the Faculty Advisor for 

Collaborative Programmes will liaise with the relevant University Academic Department. 

Page 10 of 44

If a decision is made after the BoE has convened a Chair’s Action Memo is produced by the 

relevant University Academic Department. A photocopy of the completed Chair’s Action 

Memo is kept by the Department for their own records while the original Chair’s Action 

Memo is sent to CPO. 

For further information on a UP6 please refer to the University’s Exam and Assessment 


16. Inputting of Assessment Results 

It is the responsibility of the relevant University Academic Department to input the 

assessment results against each student’s record in the University’s Student Records 

System. This must be done within one week of the BoE convening, unless otherwise 

previously agreed. 

17. Name Checking Report 

Upon receipt of a UP6 a Name Checking Report (Annex M) will be produced by CPO and sent 

to the Partner institution to check the accuracy of the names of the students for whom a 

parchment will be printed. If, once the Name Checking Report has been returned, there are 

errors then these will be amended on the University’s Student Records System by CPO 

before parchments and transcripts are printed. 

Not all Partner institutions will receive a Name Checking Report it will depend on what was 

previously agreed between the Partner institution and CPO. For a list of which Partner 

institutions receive a Name Checking Report please contact CPO. 

18. Parchment 

Parchments are produced within eight weeks of CPO taking receipt of a correctly input UP6 

(Annex L) or Chair’s Action Memo from the University Academic Department, and after 

receiving the Name Checking Report (Annex M) from the Partner institution, if applicable. 

Once parchments have been printed they are sent to either the relevant University 

Academic Department, Partner institution or directly to the student depending on what has 

been agreed between the Partner institution and CPO. 

Parchments that are sent to the Partner institution are accompanied by a Delivery Receipt. 

The Partner institution must sign, date and return the Delivery Receipt to CPO to confirm 

that all parchments were received and are correct. It is then the responsibility of the 

Partner institution to make sure each student receives their parchment. 

The request for a replacement or duplicate parchment is made through CPO. A UP12 Form 

(Annex N) must be completed and returned to CPO by the graduate. Once CPO has taken 

receipt of the completed UP12 Form the replacement or duplicate parchment will be 

produced as soon as possible. 

There will be a fee for producing a replacement or duplicate parchment. For information on 

what the fee is please contact CPO. 

Page 11 of 44

19. Transcript 

A transcript is an official document that is produced by the relevant University Academic 

Department and details all the credit that has been awarded to a student. The production 

of transcripts must not be delegated to the Partner institution, unless this has been officially 

approved and stated in the contractual Agreement. 

The request for a replacement or duplicate transcript is made through the relevant 

University Academic Department and could incur a fee. For information on what the fee is 

please contact the relevant University Academic Department. 

20. Collaborative Text on Parchment/Transcript 

In 2004 the QAA reviewed their Code of Practice and published revised guidance notes. 

Section 2 of the notes relates to all collaborative agreements and it specifies that 

collaborative text stating the name and location of the Partner institution should appear on 

either the parchment or transcript for example 

Parchment text: 

A transcript of studies has been issued to accompany this parchment. 

Then 

Transcript text: 

delivered under a collaborative arrangement with ,. 

OR 



Here, collaborative transcript text is not required and does not need to be printed on the 

transcript. 

CPO wrote to all Partner institutions to ask them to choose their preference which was then 

acted upon accordingly. 

In 2007 the Senior Registrar, Quality Management Division decided that all new 

collaborative arrangements approved from 2007 onwards would, by default, have the 

collaborative text printed on the parchment for example 



Page 12 of 44

To find out which Partner institutions automatically have the collaborative text printed on 

the parchment, University Academic Departments can run the following Discoverer report 

'Parchment and Transcript Text (1194)' found within 'REP_SR.STUD Collaborative Text'. 

Partner institutions can contact CPO to establish where the collaborative text will be 

printed. 

21. Notarisation and or Legalisation of a Parchment and or Transcript 

Some graduates may require their parchment and or transcript (documents) to be notarised 

and legalised. 

Notarisation is carried out by a Notary Public (Solicitor) who verifies the documents are 

authentic and the award of the University of Portsmouth. 

Legalisation is carried out by the Legalisation Office of the Foreign and Commonwealth 

Office. It is the official confirmation that a signature, seal or stamp on a UK document is 

genuine. Legalisation is usually required by foreign authorities before they will allow a UK 

document to be used for official purposes in their country. 

There are costs involved when requesting documents to be notarised and or legalised. 

These costs are set by the Notary Public and the Foreign and Commonwealth Office and are 

liable to change annually. Graduates should contact CPO in the first instance if they wish to 

have their documents notarised and or legalised for information on what the costs are. 

To have documents notarised and legalised can take several weeks to be processed by the 

relevant offices. 

22. Contact Details 

If you would like further information about Collaborative Student Records administration 

processes, please contact CPO either via email cpo@port.ac.uk or telephone 

+44 (0) 23 9284 3502. 

Page 13 of 44

Page 14 of 44

Annex A 


Registration Coversheet 

This form MUST be completed by the authorised Partner institution Administrative Contact 

Registration Coversheet and List to be returned by: 

Partner Institution 

Programme 

Level Start Date End Date 

Declaration 

• I confirm that all the applicants listed on the Registration List are qualified to study on the above programme/level. 

• I confirm that all details given for each applicant are accurate and complete. 

• I confirm that all applicants have been made aware that the data given on the Registration List will be retained by 

the University of Portsmouth and used for the purpose of registration and may be used for reporting purposes, 

both internally and externally in accordance with the provisions of the Data Protection Act 1998. 

• I confirm that all applicants have been made aware of the Data Protection Act 1998. 

• I confirm that all applicants have been made aware of and agree to abide by the regulations determined by the 

University of Portsmouth. 

• I understand that failure to return the Registration Coversheet and List by the return date stated above could result 

in applicants not being registered and I understand that the University of Portsmouth does not retrospectively 

register applicants. 

• I confirm that any future amendments to students’ personal details will be reported to the University of 

Portsmouth’s Collaborative Programmes Administrator (Registrations and Invoicing) by completion of a WSTA 

Form, within 7 working days of the student notifying us of the amendment. 

• I confirm that any amendments required to incorrect student personal details could be subject to an administration 

fee as laid out in the signed Fee Schedule. 

Signature: 

Date: 

Printed Name: 

Please return the Registration Form and Registration List to: 

Administrator (Registrations and Invoicing), Collaborative Programmes, Quality Management Division, Academic Registry, 

University of Portsmouth, University House, Winston Churchill Avenue, Portsmouth, Hampshire PO1 2UP 

Email: Tel: Fax: 

Page 15 of 44

Page 16 of 44

Annex B 


Registration List 

The Partner institution will receive the Registration List in a spreadsheet format. All columns on the 

spreadsheet must be completed and returned together with the Registration Coversheet to the 

Collaborative Programmes Office. Failure to do so could result in applicants not being registered. 

The information required on the Registration List is: 

• Programme 


• Partner Institution Student Registration Number 

• Title 

• Surname/Family Name 

• Forename(s) 

• Preferred Name 

• Parchment/Certificate Name 

• Gender 

• Date of Birth 

• Home/Permanent Address 

• Correspondence Address 

• Telephone Number 

• Mobile Number 

• Email Address 

• Nationality 

• Country of Birth 

• Area of Permanent Residence 

• Ethnic Origin 

• Disability/Special Needs 

• Entry Qualifications 

• Admissions Information 

• Where were the Qualifications obtained 

• IELTS Score Information 

• TOEFL Score Information 

• Cambridge Test Information 

• Other English Language Qualification 

• If an applicant is planning on taking an English language test please give details of what test is to be 

taken and the date 

• Has the applicant been educated in English Yes or No (if Yes please state number of years) 

• Criminal Convictions 

• Passport Number 

• Does the applicant require a Visa for entry to the UK 

Page 17 of 44

Page 18 of 44


Registration List Guidance Notes 

Annex C 

Programme 

The title of the programme the student is studying i.e. BSc (Hons) Computing. 

Mode of Study 

Full‐time or part‐time. 

Partner Institution Student Registration Number 

If your institution assigns a registration number to a student you can type it here and it will be shown on the 

Class List that is printed once registration has occurred. You might find this helpful in identifying the student 

on your own records. 

Name 

Please enter the student’s surname/family name and forename(s) exactly as they appear on official 

documents such as examination certificates, passport or driving licence. It is essential that you inform the 

University of Portsmouth’s Administrator (Registrations and Invoicing) Collaborative Programmes should a 

student’s name change by completing a WSTA Form within 7 days of the student notifying you of the change. 

Any amendments made to incorrect student personal details after completion of the registration process 

could be subject to an administration fee. 

Preferred Name 

If a student has a different name they would rather be known by, please enter it here. For example, if a 

student is called Andrew they might want to be known as Andy. 

Parchment/Certificate Name 

Please enter the student’s full name as they wish it to appear on their University of Portsmouth 

Parchment/Certificate. If the parchment/certificate is printed and the name is incorrect then the partner 

institution could be subject to an administration fee and a reprint parchment fee. 

Address 

A student’s home/permanent address is the address where the student usually lives. If a student prefers 

correspondence to be sent to a different address, please complete the ‘Correspondence Address’ column. It 

is essential that you inform the University of Portsmouth’s Administrator (Registrations and Invoicing), 

Collaborative Programmes if the student’s Home/Permanent Address or Correspondence Address changes by 

completing a WSTA Form within 7 days of the student notifying you of the change. 

Nationality 

Please enter the student’s nationality as stated in their passport. If a student has dual nationality, please 

enter both. 

Page 19 of 44

Area of Permanent Residence 

If the student’s permanent home is in the UK please enter the metropolitan area, borough or county. If the 

student lives outside the UK please enter the country. 

Ethnic Origin 

The University is required to release this information to the Higher Statistics Agency to whom all UK 

universities are legally obliged to report data: 

10 White 

21 Black or Black British – Caribbean 

22 Black or Black British – African 

29 Other Black background 

31 Asian or Asian British – India 

32 Asian or Asian British – Pakistani 

33 Asian or Asian British – Bangladeshi 

34 Chinese 

39 Other Asian background 

41 Mixed – White and Black Caribbean 

42 Mixed – White and Black African 

43 Mixed – White and Asian 

49 Other Mixed background 

80 Other Ethnic background 

98 Information refused 

Disability/Special Needs 

If a student has a disability, special needs (including dyslexia or another specific learning difficulty) or a 

medical condition, please select the most appropriate code from the list below: 

A 

B 

C 

D 

E 

F 

G 

H 

I 

J 

Student has no disability 

Student has social/communication impairment such as Asperger’s syndrome/other autistic spectrum 

disorder. 

Student is blind or has a serious visual impairment uncorrected by glasses. 

Student is deaf or has a serious hearing impairment. 

Student has a long standing illness or health condition such as cancer, HIV, diabetes, chronic heart 

disease, or epilepsy. 

Student has a mental health condition, such as depression, schizophrenia or anxiety disorder. 

Student has a specific learning difficulty such as dyslexia, dyspraxia or AD(H)D. 

Student has a physical impairment or mobility issues, such as difficulty using their arms or using a 

wheelchair or crutches. 

Student has a disability, impairment or medical condition that is not listed above. 

Student has two or more impairments and/or disabling medical conditions. 

Admissions Information 

Choose a code from the following list: 

01 Standard admission qualification 

02 Non‐standard admission qualification 

03 Progression from a formal Articulation arrangement 

English Language Proficiency 

If English is not the applicant’s first language, please tell us about any English language qualifications the 

applicant holds. 

Page 20 of 44

Criminal Convictions 

To help us ensure that the interests and safety of all members of the University community are safeguarded, 

we must know about any relevant criminal convictions that an applicant may have. If an applicant has a 

relevant criminal conviction, please put ‘Yes’. The information that you provide will not affect the academic 

assessment of the applicant’s application. However, the University may want to consider the application 

further or ask for more information before making a decision. 

Relevant criminal convictions are only those convictions for offences against the person, whether of a violent 

or sexual nature, and convictions for offences involving unlawfully supplying controlled drugs of substances 

where the conviction concerns commercial drug dealing or trafficking. Convictions that are spent (as defined 

by the Rehabilitation of Offenders Act 1974) are not considered to be relevant and need not be disclosed 

except in the circumstances set out below. 

You must put ‘Yes’ if any of the following statements applies to an applicant: 

• An applicant has a relevant criminal conviction that is not spent. 

• An applicant is serving a prison sentence for a relevant criminal conviction. 

You should make applicants aware that for courses in teaching, health, social work or courses involving work 

with children or vulnerable adults, any criminal convictions, cautions (including verbal cautions), reprimands, 

final warnings and bind‐over orders are exempt from the Rehabilitation of Offenders Act 1974. If an applicant 

is applying for these courses, the University will ask the applicant to agree to have a criminal record check. 

The applicant may also need an ‘enhanced disclosure document’ from the Criminal Records Bureau or the 

Scottish Criminal Record Office Disclosure Service. This means that if the criminal record check identifies that 

an applicant has had a conviction, caution, reprimand, final warning or bind‐over this information will be 

made available to the University. The University will send the applicant the appropriate documents to 

complete. 

If an applicant is convicted of a relevant criminal offence after they have been registered, you must tell us. Do 

not send details of the offence simply tell us that the student has a relevant criminal conviction. The 

University will then ask the applicant for more details. 

Page 21 of 44

Page 22 of 44

Annex D 


Progression Coversheet 

This form MUST be completed by the authorised Partner institution Administrative Contact 

Progression Coversheet and List to be returned by: 


Programme 

Level Start Date End Date 

Declaration 

• I confirm that all the students listed on the Progression List have been presented to the relevant Board and are 

eligible to progress to the next level of study. 

• I understand that failure to return the Progression Coversheet and List by the return date stated above could result 

in students not having their records maintained correctly, which in turn could affect a student’s ability to access 

their University of Portsmouth computer account, library and other online resources. 

• I confirm that all students have been made aware that the data given on the Progression List will be retained by the 

University of Portsmouth and may be used for reporting purposes, both internally and externally in accordance 

with the provisions of the Data Protection Act 1998. 

• I confirm that all students have been made aware of the Data Protection Act 1998. 

• I confirm that all students have been made aware of and agree to abide by the regulations determined by the 

University of Portsmouth. 

• I confirm that any future amendments to students’ personal details will be reported to the University of 

Portsmouth’s Collaborative Programmes Administrator (Registrations and Invoicing) by completion of a WSTA 

Form, within 7 working days of the student notifying us of the amendment. 

• I confirm that any amendments required to incorrect student personal details could be subject to an administration 

fee as laid out in the signed Fee Schedule. 

Signature: 

Date: 

Printed Name: 

Please return the Progression Coversheet and List to: 

Administrator (Registrations and Invoicing), Collaborative Programmes Office, Quality Management Division, Academic 

Registry, University of Portsmouth, University House, Winston Churchill Avenue, Portsmouth, Hampshire PO1 2UP 

Email: Tel: Fax: 

Page 23 of 44

Page 24 of 44

Annex E 

Collaborative Programmes Progression Class List: R0000F – 09SEPPN3 


BSc (Hons) Example Programme 

September 2009 Intake / Full‐time / Year 3 

Total Number of Students: 7 

Withdrawn Study 

Break 

Repeat 

Unit(s) 

Repeat 

Year 2 

UoP ID Surname, Forenames Gender DoB Home Address Progress to 

Year 3 

X 

111111 DOE, Jon M 03‐Feb‐71 University House 

Winston Churchill Avenue 

Portsmouth 

PO1 2UP 

X 

Comments 

111112 SMITH, Sam M 11‐Jun‐79 University House 


Portsmouth 

PO1 2UP 

111113 BLACK, Katie F 06‐Nov‐79 University House 


Portsmouth 

PO1 2UP 

X 

X 

111114 BROWN, Derek M 21‐Jan‐63 University House 


Portsmouth 

PO1 2UP 

Repeat 

Unit TTT3 

X X 

111115 BAT, Paul M 20‐Mar‐72 University House 


Portsmouth 

PO1 2UP 

111116 TOWN, Mary F 18‐Sep‐77 University House 


Portsmouth 

PO1 2UP 

X 

X 

111117 PILLOW, Troy M 08‐Apr‐70 University House 


Portsmouth 

PO1 2UP 

Page 25 of 44

Page 26 of 44

Annex F 


WSTA Form 

This form MUST be completed by the authorised partner institution administrative contact 

UoP Student Registration Number 

Student Name 

Programme 

Please complete relevant box: 

Withdrawal 

Date of withdrawal: 

Reason for withdrawing: 

Study Break 

Last date of attendance: 

Expected to return date: 

Reason for study break: 

Transfer 

Transfer date: 

Transferring to: 

Amendment (please state nature of amendment here) 

Signature: 

Date: 

For UoP use only 

Date of Input: 

Input By: 

Page 27 of 44

Page 28 of 44

Annex G 

Collaborative Programmes Class List: R0000F – 09SEPPN3 


BSc (Hons) Example Programme 

September 2009 Intake / Full‐time / Year 3 

Total Number of Students: 7 

Status Cat Home Address Email Address Partner ID 

UoP ID Surname, Forenames Gender DoB Start Date Expected 

End Date 

cpo@port.ac.uk DOE01 

111111 DOE, Jon M 03‐Feb‐71 01/09/2009 30/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk SMI02 

111112 SMITH, Sam M 11‐Jun‐79 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk BLA03 

111113 BLACK, Katie F 06‐Nov‐79 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk BRO04 

111114 BROWN, Derek M 21‐Jan‐63 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk BAT05 

111115 BAT, Paul M 20‐Mar‐72 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk TOW06 

111116 TOWN, Mary F 18‐Sep‐77 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

cpo@port.ac.uk PIL07 

111117 PILLOW, Troy M 08‐Apr‐70 01/09/2009 31/06/2010 R University House 


Portsmouth 

PO1 2UP 

Page 29 of 44

Page 30 of 44

Annex H 


Confirmation of Registration Email 

The following text will be sent to each student via their personal email address to confirm their 

registration with the University of Portsmouth. This email will be sent from the Collaborative 

Programmes Administrator (Registrations and Invoicing): 

Dear [insert student’s name] 

1. WELCOME 

I should like to welcome you as a new student of the University of Portsmouth (University). 

You have been registered on the [insert month/year] intake of the [insert programme]. This is a [insert 

mode of study] programme delivered under a collaborative arrangement with [insert partner 

institution’s name]. You are expected to complete the programme in [insert month/year]. 

2. UNIVERSITY STUDENT REGISTRATION NUMBER AND PROGRAMME CODE 

Your unique University student registration number is [insert number]. This number must be quoted on 

all correspondence you have with the University – this number is very important please keep safely. 

Your University programme code is [insert code]. 

3. UNIVERSITY COMPUTER ACCOUNT 

As a collaborative student you are entitled to access the University network, and for this you will need a 

computer account username and password. To obtain your username and password please visit 

www.port.ac.uk/studentaccount and follow the instructions. This will give you access to our online 

services and resources including Google Mail, and Students’ Union, for further information on these and 

the other services and resources you are entitled to please view the services and resources leaflet. 

4. UNIVERSITY STUDENT CARD 

You are also entitled to a University student card. The student card provides you with another means to 

demonstrate to others that you are a student of the University. If you wish to apply for a student card 

please complete the attached Collaborative Programmes Student Card Application form and return it 

together with a passport sized photograph to your programme representative at the institution where 

you are studying. Once the representative has verified your application form it will be submitted to the 

University’s Campus Card Office for action. Once your student card has been produced it will be posted 

to the representative at the institution where you are studying. 

Page 31 of 44 Page 1 of 2

5. LETTER OF REGISTRATION 

If required, a formal letter of registration from the University can be printed and posted to you. To request 

a letter please contact me. 

Finally, I should like to take this opportunity to wish you good luck with your studies. 

Kind regards 

Administrator (Registrations and Invoicing) 




University of Portsmouth 

University House 


Portsmouth 

Hampshire 

PO1 2UP 

T: +44 (0) 23 9284 3285 

F: +44 (0) 23 9284 3197 

W: www.port.ac.uk 

Page 32 of 44

Annex I 


Student Card Application Form 

Please use BLOCK CAPITALS when completing this form. Once completed you MUST return it 

together with a passport sized photograph to your programme representative at the institution 

where you are studying. The institution will verify the application and will submit it to the University 

of Portsmouth’s Campus Card Office for action. 

1. Your University of Portsmouth Student Registration Number 

2. Your University of Portsmouth Course Code 

Please stick a good 

quality passport 

photograph here. 

No pins, staples, 

sellotape or paper 

clips please 

Write your name on 

the back of the 

photograph 

3. Your First Name(s)/Forename(s) 

4. Your Surname(s)/Family Name(s) 

5. Agreement 

I certify that the information given is correct. I understand the card is not transferable and that it remains the property of the 

University of Portsmouth. This Form is subject to regulation by the Data Protection Act 1998. I give my permission for the 

data provided on this Form to be used for the purposes of administering my Student Card. 

Signed: ……………………………………………………………………………………………….. Dated: ……………………………………. 

This section is to be complete by the authorised partner institution administrative contact 

I verify that the photograph accompanying this Form is that of the student applying for a Student Card 

Signed: ……………………………………………………………………………………………….. Dated: ……………………………………. 

Printed Name: ………………………………………….................................... 

Partner Institution’s 

Official Stamp 

Page 33 of 44

Page 34 of 44

Annex J 

Academic 

Registry 




Portsmouth PO1 2UP 

Our ref: [Programme Code] / [Student Registration No.] 

[Date] 

LETTER OF REGISTRATION 

Student Registration Number: 

Programme Code: 

Name: 

Programme Start Date: 

Expected to Complete Date: 

Mode of Study: 

This is to certify that the above student has been registered on a programme of study 

leading to the award of [programme] delivered under a collaborative arrangement with 

[partner institution]. 

Senior Registrar 


Page 35 of 44

Page 36 of 44

Annex K 


University Computer Account and 

Student Card Information 

UNIVERSITY COMPUTER ACCOUNT 

As a collaborative student you are entitled to access the University network, and for this you will need a 

computer account username and password. To obtain your username and password please visit 

www.port.ac.uk/studentaccount and follow the instructions. This will give you access to our online 

services and resources including Google Mail, Victory and the Students’ Union, for further information 

on these and the other services and resources you are entitled to please visit 

www.port.ac.uk/accesstoinformation/policies/collaborativeprovision/filetodownload,106841,en.pdf 

UNIVERSITY STUDENT CARD 

You are also entitled to a University student card. The student card provides you with another means to 

demonstrate to others that you are a student of the University. If you wish to apply for a student card 

please complete the attached application form and return it together with a passport sized photograph 

to your programme representative at the institution where you are studying. Once the representative 

has verified the application form it will be submitted to the University’s Campus Card Office for action. 

Once your student card has been produced it will be posted to the representative at the institution 

where you are studying. 

Page 37 of 44

Page 38 of 44

Annex L 

Dept: CPO 

Faculty: CPO 

UNIVERSITY of PORTSMOUTH 

Form UP6 ‐ Conferment list 

R0000F BSC (HONS) EXAMPLE PROGRAMME (PARTNER INSTITUTION) 09SEPPN3 

Date Printed: 06‐JUL‐2010 Time: 11:05 

Date of Meeting: 06 July 2010 

External Examiner 

Fred Blogs 

______________________________ 

______________________________ 

COMPULSORY: Signature or Letter 

Reference: Examination and Assessment Regulations 14.4 

______________________________ 

______________________________ 

______________________________ 

I certify that I attended the above Board of Examiners’ meeting and that the 

following number of students has been manually added to this Conferment List 

I certify that the Board of Examiners has fulfilled its responsibilities in accordance with the 

current version of the Examinations and Assessment Regulations and makes the following 

recommendations to Academic Council: 

Signed: ______________________________ Chair, Board of Examiners. 

Print Name: 

______________________________ 

For Academic Registry Use Only 

I certify that the recommendations contained herein in respect of ______ students are 

accepted by Academic Council and the awards recommended are conferred. 

Signed: ______________________________ Academic Registrar. 

Results must be input and original form sent to Academic Registry within 24 hours of the 

meeting. 

Page 39 of 44

R0000F 

BSC (HONS) EXAMPLE PROGRAMME 

(PARTNER INSTITUTION) 

09SEPPN3 Students: 7 

To be completed in ink and correction fluid must not be used. 

Date Printed: 06‐JUL‐2010 Time: 11:05 

DEBT 

No Id Surname,Forename Result Lib Fin Comments Grade Named 

Award 

Hold 

Parchment 

1 111111 Jon Doe 2:2 R0000 

2 

111112 Sam Smith 1 R0000 

3 

111113 Katie Black O 

Eligible for 

O Def 

R0000 

U 

4 111114 Derek Brown Repeat X R0000 

5 

111115 Paul Bat 3 R0000 

6 111116 Mary Town Exclude X R0000 

7 111117 Troy Pillow O 

Eligible for 

O Ref/Def 

R0000 

U 

I have input these results and the data has been checked and confirmed. 

Signature: ______________________________ Date: ____________________ 

Print Name: 

______________________________ 

Page 40 of 44

Annex M 


BoE date Instance Student ID Name in students record Certificate name Grade Revised decision since BoE? 

R0000F BSc (Hons) Example Programme 

06/07/2010 07JULPN3 111111 Jon Doe John Doe Pass BSc (Hons) Example 

Programme 

06/07/2010 07JULPN3 111112 Sam Smith Sam Smith Pass BSc (Hons) Example 

Programme 

06/07/2010 07JULPN3 111115 Paul Bat Paul Mack Bat Pass BSc (Hons) Example 

Programme 

Page 41 of 44

Page 42 of 44

Annex N 

Form UP12 

Please return to: 

Collaborative Programmes Office 



University House 


Portsmouth 

PO1 2UP 

Fax: +44 (0) 23 9284 3197 

APPLICATION FOR THE ISSUE OF A DUPLICATE AWARD PARCHMENT 

A duplicate / replacement award parchment costs £35.00 sterling. Any additional parchments ordered at 

the same time will be charged at £10.00 each. 

Please use one form per Named Award. 

I request a duplicate certificate and 

additional copies. 

Signature………………………………………………………… 

Date…………………………………………... 

DETAILS OF AWARD: 

Full Name (on original award)………………………………………………………………………….…………... 

Title of Course…………………………………………………………………………………………….………….. 

Date of Award………………………………………………………………………………………………………… 

Classification…………………………………………………………………………………………………………. 

YOUR DETAILS: 

Full Name…………………………………………………………………………………………………………….. 

Full Postal Address………………………………………………………………………………………………….. 

…………………………………………………………………………………………………………………………. 

……….……………………………………………………Post Code………………………………………………. 

Telephone No.……………………………………….. 

Page 43 of 44

PAYMENT DETAILS: 

Please return this form with: 

i) A cheque made payable to “University of Portsmouth” for: 

Duplicate certificate £35 £ 

Additional Copies £10 each £ 

Contribution to Student Hardship Fund Voluntary £ 

Total Payable £ 

OR 

ii) 

Please debit my VISA/MASTERCARD/ACCESS/DELTA/SWITCH card as follows: 

Duplicate certificate £35 £ 

Additional Copies £10 each £ 

Contribution to Student Hardship Fund Voluntary £ 

Total Payable £ 

Card Number 

Card Issue Number 

(For Switch cards this is an 18 digit number) 

(Switch Only) 

Expiry Date Start Date Security Code* 

Cardholder’s Signature 

(Last 3 numbers on 

Cardholders signature 

strip) 

Date_______________________ 

Card holders name & address, if different from overleaf 

___________________________________ 

___________________________________ 

___________________________________ 

___________________________________ * Post Code __________ 

*Please ensure that security code and postcode are completed. Payment will not be processed 

without this information 

Page 44 of 44

Collaborative Programmes Student Records Administration Handbook

Create successful ePaper yourself

Delete template?

Save as template?