student information service - attendance and fees ... - HEI Services
student information service - attendance and fees ... - HEI Services
student information service - attendance and fees ... - HEI Services
Create successful ePaper yourself
Turn your PDF publications into a flip-book with our unique Google optimized e-Paper software.
STUDENT INFORMATION SERVICE -<br />
ATTENDANCE AND FEES PROCESSING<br />
<strong>HEI</strong> SERVICES RELATIONSHIP MANAGER
Student Information Service<br />
Student Information Service (SIS) enables <strong>HEI</strong>s to:<br />
• View Student Information once application fully approved<br />
• Confirm Registration to release maintenance support to <strong>student</strong>s<br />
• Confirm Attendance to release tuition fee payments<br />
• Use Combined Worklist to confirm both Registration AND first<br />
Attendance Confirmation together<br />
• Submit Change of Circumstances to update <strong>information</strong><br />
• View Financial Reports to obtain fee forecast <strong>and</strong> balance reports
View Student Information
View Student Information<br />
• Information for all ‘approved’ AY12/13 applications from May 2012<br />
• Filters available to search by Student, Course or General filters<br />
– Identify <strong>student</strong>s with missing NINOs, bank details, incorrect <strong>fees</strong><br />
• Export facility to allow early import of files into <strong>HEI</strong> systems<br />
– a full data set<br />
– or set matching ‘Tuition Fee Position’ Report<br />
• View history of actions against the <strong>student</strong> for all interactions
View Student Information
View Detailed Student Information
View Student Information
Registration
Registration<br />
• New functionality in SIS for Student registrations (applicable to FT<br />
<strong>student</strong>s only)<br />
– replaces the current ELP site SSAR/SSAC process<br />
– required to release <strong>student</strong> maintenance support at start of term<br />
• Students will appear on a worklist 30 days before the course start date<br />
– New option to indicate ‘No’ - Not Registered<br />
– Can only submit “No” via the screens not the file import
Registration<br />
• <strong>HEI</strong>s must confirm registration via<br />
– the Registration Worklist screens<br />
– or by importing a file (in the same format as the current SSAC)<br />
– confirmation messages to show if successfully uploaded<br />
• Registration status will show on detailed <strong>student</strong> screen via ‘View<br />
Student Information’ <strong>and</strong> will be added to the <strong>student</strong> history<br />
– Registered<br />
– Awaiting registration confirmation<br />
– Registration not required<br />
– Not Registered
Registration
Create Manual Registration<br />
• <strong>HEI</strong>s can still add <strong>student</strong>s who are not yet showing on their systems<br />
provided they have AY <strong>and</strong> SSN<br />
– same as current “manual SSAC” process
View Manual Registration
Combined Registration
Combined Confirmations<br />
• Worklist to confirm both registration <strong>and</strong> the first <strong>attendance</strong><br />
confirmation only at the same time available 30 days before course<br />
start date<br />
• Will release maintenance AND the first instalment of the tuition ee loan<br />
& Fee Grant (Welsh)<br />
• Attendance will be confirmed as an ‘A’ for fee purposes<br />
– need to submit CoCs to amend incorrect courses / <strong>fees</strong> prior to the<br />
second liability date<br />
• Export <strong>and</strong> import will mirror current SSAR <strong>and</strong> SSAC file formats<br />
• Option to use the Combined Worklist or the separate Registration <strong>and</strong><br />
• Option to use the Combined Worklist or the separate Registration <strong>and</strong><br />
Attendance Worklists
Combined Registration
Attendance Confirmation
Attendance Confirmation<br />
• Students will appear on the Attendance Worklist for <strong>HEI</strong>s to confirm<br />
their <strong>attendance</strong> to release Tuition Fee payments.<br />
– confirmation required at 3 separate liability points in the AY<br />
– liability points correspond to the <strong>HEI</strong> Term Dates<br />
• <strong>HEI</strong>s will be paid Tuition Fees in 3 instalments – 25% ,25%, 50%<br />
Season (Academic<br />
Year Start)<br />
Payment 1 % Payment 2 % Payment 3 %<br />
AUT (Sep - Dec) 3rd Wed Oct 25% 1st Wed Feb 25% 1st Wed May 50%<br />
WIN (Jan - Mar) 1st Wed Feb 25% 1st Wed May 25% 3rd Wed Oct 50%<br />
SPR (Apr - Jun) 1st Wed May 25% 3rd Wed Oct 25% 1st Wed Feb 50%<br />
SUM (Jul - Aug) 3rd Wed July 25% 1 st Wed Feb 25% 1 st Wed May 50%
Attendance Confirmation<br />
• <strong>HEI</strong>s only entitled to receive the full Fee Loan / Fee Grant (Welsh)<br />
if the <strong>student</strong> is in <strong>attendance</strong> at each of these liability points<br />
• Student liability for the fee loan extends at each liability point<br />
– becoming liable for the full amount if in <strong>attendance</strong> at the last<br />
liability point<br />
– Interest starts to accrue when payment of the loan is made to<br />
the <strong>HEI</strong>
Attendance Confirmation Codes<br />
<strong>HEI</strong>s can select the relevant <strong>attendance</strong> code<br />
• code A : Payment will be released<br />
• code C : <strong>HEI</strong> is expected to raise a CoC<br />
• code F : <strong>HEI</strong> is expected to raise a CoCC<br />
• code L : Payment will be released<br />
• code N : <strong>HEI</strong> is expected to raise a CoCC<br />
• code X : <strong>HEI</strong> is expected to raise a CoC<br />
• code S : Payment will now be blocked & <strong>HEI</strong> to raise a CoCC
Attendance Confirmation<br />
• First <strong>attendance</strong> confirmation:<br />
– <strong>student</strong>s who require an <strong>attendance</strong> confirmation will appear on the<br />
worklist on the first day of term.<br />
• Second <strong>and</strong> third <strong>attendance</strong> confirmations:<br />
– <strong>student</strong>s will appear on the worklist on the first day of term unless<br />
they have withdrawn, suspended or transferred out since the<br />
previous <strong>attendance</strong> confirmation.<br />
• Confirmations will be required for all outst<strong>and</strong>ing periods<br />
– if more than one confirmation is required, the latest confirmation<br />
cannot tbe made before we receive all previous confirmations
Attendance Confirmations<br />
• <strong>HEI</strong>s must confirm <strong>attendance</strong> via<br />
– the worklist screens<br />
– or by importing a file (in the same format as the current <strong>attendance</strong><br />
process )<br />
• <strong>HEI</strong>s should aim to clear outst<strong>and</strong>ing confirmations before the next<br />
liability period<br />
– using liability date filters to extract data for each liability period<br />
• If a Change of Circumstances is submitted which affects the previous<br />
liability period, re-confirmation for that period will also be required
Attendance Confirmations
Financial Reports
Financial Reports<br />
• Tuition Fee Forecast Report : provides forecast by Academic Quarter<br />
<strong>and</strong> Liability Period<br />
• Tuition Fee Balance Report : provides institutions with a snapshot of<br />
their overall tuition fee position<br />
• Remittance Report : provides breakdown of payments at <strong>student</strong> level
Tuition Fee Forecast Report
Tuition Fee Balance Report
Remittance Report
Maximising Fee Payments – what are the issues<br />
• Student Applications<br />
– missing identity evidence<br />
– non return of declaration<br />
– invalid or missing National Insurance Numbers<br />
• Student t transfers in, in term 1<br />
• Temporary courses<br />
• Course/fee mismatches exist when confirming <strong>attendance</strong><br />
• Non timely submissions of <strong>attendance</strong> confirmations
Questions