HEI Services Guidance Note - Student Loans Company

HEI Services Guidance NoteCombined Registration and First Attendance ConfirmationIn order to minimise the extra workload required a facility will be provided where SLCwill release payment of the first instalment only of the tuition fee loan on thepayment date if we receive a positive registration confirmation from HEIs.To facilitate this, registration confirmations, which release loans and grants to thestudent, will move from the ELP site to SIS. HEIs will be provided with a newCombined Worklist and will be able to confirm students‟ registration using the worklistscreens and/or the export / import facility. The export will be in the current SSAR fileformat and the import will be in the current SSAC file format.When HEIs provide registration confirmations through the combined worklist onlythen SLC will apply an “A” code to all those students and schedule payment of thefirst instalment. After the busiest period of registration has passed, HEIs will beexpected to submit Change of Circumstances (CoCs) to correct any incorrectinformation on the students record (fee, course etc) prior to the second liability date.If HEIs confirm registration and attendance using the Combined worklist, students willbe removed from the separate Attendance and Registration Worklists. If HEIs use theseparate Attendance and Registration worklist to confirm attendance and registrationthen this will remove the student from the Combined Worklist.There are some HEIs who may still prefer to work on the registration and attendanceconfirmations separately and if this is the case then HEIs can use the separateAttendance and Registration Worklists to do so. If an HEI chooses to use theRegistration Worklist instead of the combined then they will be able to confirmstudents‟ registration using the worklist screens and/or the export / import facility. Theexport will be in the current SSAR file format and the import will be in the currentSSAC file format.Change of CircumstanceFor full time students, the process of submitting Change of Circumstances (CoCs)will remain largely as is. SLC are planning system changes to ensure that wherepossible, the following CoC categories will be automatically reassessed and passedback through to SIS:Fee changesWithdrawalsCourse changes within an institution before the start of the first termAny CoCs submitted with notes will have to be viewed by an assessor and will falloutwith the automated process. These will be worked within the current target of 20working days maximum (this applies to SFE students only).Please note that the automated process will only apply to students assessed by SFE.The automated process is not available for students assessed by Education andLibrary Boards in NI or Welsh Local Authorities. CoCs submitted to these bodies willbe worked as is the current process.Page 4 of 7