student information service - attendance and fees ... - HEI Services

STUDENT INFORMATION SERVICE -
ATTENDANCE AND FEES PROCESSING
HEI SERVICES RELATIONSHIP MANAGER

Student Information Service
Student Information Service (SIS) enables HEIs to:
• View Student Information once application fully approved
• Confirm Registration to release maintenance support to students
• Confirm Attendance to release tuition fee payments
• Use Combined Worklist to confirm both Registration AND first
Attendance Confirmation together
• Submit Change of Circumstances to update information
• View Financial Reports to obtain fee forecast and balance reports

View Student Information

View Student Information
• Information for all ‘approved’ AY12/13 applications from May 2012
• Filters available to search by Student, Course or General filters
– Identify students with missing NINOs, bank details, incorrect fees
• Export facility to allow early import of files into HEI systems
– a full data set
– or set matching ‘Tuition Fee Position’ Report
• View history of actions against the student for all interactions

View Student Information

View Detailed Student Information

View Student Information

Registration

Registration
• New functionality in SIS for Student registrations (applicable to FT
students only)
– replaces the current ELP site SSAR/SSAC process
– required to release student maintenance support at start of term
• Students will appear on a worklist 30 days before the course start date
– New option to indicate ‘No’ - Not Registered
– Can only submit “No” via the screens not the file import

Registration
• HEIs must confirm registration via
– the Registration Worklist screens
– or by importing a file (in the same format as the current SSAC)
– confirmation messages to show if successfully uploaded
• Registration status will show on detailed student screen via ‘View
Student Information’ and will be added to the student history
– Registered
– Awaiting registration confirmation
– Registration not required
– Not Registered

Registration

Create Manual Registration
• HEIs can still add students who are not yet showing on their systems
provided they have AY and SSN
– same as current “manual SSAC” process

View Manual Registration

Combined Registration

Combined Confirmations
• Worklist to confirm both registration and the first attendance
confirmation only at the same time available 30 days before course
start date
• Will release maintenance AND the first instalment of the tuition ee loan
& Fee Grant (Welsh)
• Attendance will be confirmed as an ‘A’ for fee purposes
– need to submit CoCs to amend incorrect courses / fees prior to the
second liability date
• Export and import will mirror current SSAR and SSAC file formats
• Option to use the Combined Worklist or the separate Registration and
• Option to use the Combined Worklist or the separate Registration and
Attendance Worklists

Combined Registration

Attendance Confirmation

Attendance Confirmation
• Students will appear on the Attendance Worklist for HEIs to confirm
their attendance to release Tuition Fee payments.
– confirmation required at 3 separate liability points in the AY
– liability points correspond to the HEI Term Dates
• HEIs will be paid Tuition Fees in 3 instalments – 25% ,25%, 50%
Season (Academic
Year Start)
Payment 1 % Payment 2 % Payment 3 %
AUT (Sep - Dec) 3rd Wed Oct 25% 1st Wed Feb 25% 1st Wed May 50%
WIN (Jan - Mar) 1st Wed Feb 25% 1st Wed May 25% 3rd Wed Oct 50%
SPR (Apr - Jun) 1st Wed May 25% 3rd Wed Oct 25% 1st Wed Feb 50%
SUM (Jul - Aug) 3rd Wed July 25% 1 st Wed Feb 25% 1 st Wed May 50%

Attendance Confirmation
• HEIs only entitled to receive the full Fee Loan / Fee Grant (Welsh)
if the student is in attendance at each of these liability points
• Student liability for the fee loan extends at each liability point
– becoming liable for the full amount if in attendance at the last
liability point
– Interest starts to accrue when payment of the loan is made to
the HEI

Attendance Confirmation Codes
HEIs can select the relevant attendance code
• code A : Payment will be released
• code C : HEI is expected to raise a CoC
• code F : HEI is expected to raise a CoCC
• code L : Payment will be released
• code N : HEI is expected to raise a CoCC
• code X : HEI is expected to raise a CoC
• code S : Payment will now be blocked & HEI to raise a CoCC

Attendance Confirmation
• First attendance confirmation:
– students who require an attendance confirmation will appear on the
worklist on the first day of term.
• Second and third attendance confirmations:
– students will appear on the worklist on the first day of term unless
they have withdrawn, suspended or transferred out since the
previous attendance confirmation.
• Confirmations will be required for all outstanding periods
– if more than one confirmation is required, the latest confirmation
cannot tbe made before we receive all previous confirmations

Attendance Confirmations
• HEIs must confirm attendance via
– the worklist screens
– or by importing a file (in the same format as the current attendance
process )
• HEIs should aim to clear outstanding confirmations before the next
liability period
– using liability date filters to extract data for each liability period
• If a Change of Circumstances is submitted which affects the previous
liability period, re-confirmation for that period will also be required

Attendance Confirmations

Financial Reports

Financial Reports
• Tuition Fee Forecast Report : provides forecast by Academic Quarter
and Liability Period
• Tuition Fee Balance Report : provides institutions with a snapshot of
their overall tuition fee position
• Remittance Report : provides breakdown of payments at student level

Tuition Fee Forecast Report

Tuition Fee Balance Report

Remittance Report

Maximising Fee Payments – what are the issues
• Student Applications
– missing identity evidence
– non return of declaration
– invalid or missing National Insurance Numbers
• Student t transfers in, in term 1
• Temporary courses
• Course/fee mismatches exist when confirming attendance
• Non timely submissions of attendance confirmations

Questions