Finding Student Related Information - Academic...

Introduction to SITS Finding Student Related Information

Student Information, Programme, Modules

University of Exeter

SITS Project Team

OVERVIEW OF THE SITS SOFTWARE

13/05/09 INTROTOSITSV4.0.DOC 2

INTRODUCTION................................................................................................................................................. 3

SITS PROJECT WEB SITE ...................................................................................................................................... 3 1. OVERVIEW OF THE SITS SOFTWARE..................................................................................................... 3

2. ACCESSING THE SOFTWARE .................................................................................................................... 4 2.1 ACCESS TO SITS FROM YOUR OWN PC, USERNAMES AND PASSWORDS ................................................. 4

3. DIFFERENT INSTANCES OF THE SITS SOFTWARE............................................................................. 6

4. STUDENT INFORMATION IN MORE DETAIL ........................................................................................ 6

5. MOVING AROUND IN SITS.......................................................................................................................... 7 5.1 ACCESSING A SPECIFIC MENU/SCREEN: ACRONYMS............................................................................... 7 5.2 THE MENU/SCREEN STRUCTURE ............................................................................................................ 8 5.1 ACCESSING A SPECIFIC MENU/SCREEN: THE OTHER MENU................................................................... 10 5.3 MOVING AROUND IN THE MENU/SCREEN ............................................................................................. 10 5.4 THE PANEL.......................................................................................................................................... 11

6. HOW DO I FIND INFORMATION?............................................................................................................ 12

7. KEY STUDENT SCREENS AND FIELDS.................................................................................................. 14 7.1 STU [FULL STUDENT DETAILS] .......................................................................................................... 14 7.2 SCJ [STUDENT COURSE JOIN] ............................................................................................................. 17 7.3 SCE [STUDENT COURSE ENROLMENT]................................................................................................ 17 7.4 SPR [STUDENT PROGRAMME ROUTE]................................................................................................. 18

8. HOW DO I FIND INFORMATION: COMPLEX RETRIEVE PROFILES ............................................ 21 8.1 FINDING INFORMATION ON A GROUP OF STUDENTS.............................................................................. 21 8.2 WILD CARDS AND BOOLEAN OPERATORS ............................................................................................ 23

9. PRINTING FROM SITS ................................................................................................................................ 24

10. RUNNING A REPORT, SAVING IT TO AN EXCEL FILE OR PRINTING IT.................................. 25

EXPORTING DATA FROM A SITS TABLE ................................................................................................. 27

APPENDIX 1: COMMANDS TABLE AND FUNCTION KEYS .................................................................. 29

APPENDIX 2: AVAILABLE REPORTS IN THE SYSTEM ......................................................................... 30

APPENDIX 3: STATUS AND MODE OF ATTENDANCE CODES ............................................................ 32

APPENDIX 4 – PROGRAMME CODE STRUCTURE.................................................................................. 34

APPENDIX 4: STUDENT INFORMATION STRUCTURE........... ERROR! BOOKMARK NOT DEFINED.



Introduction This essential course provides a foundation for the SITS training programme and is preparatory to a number of other training sessions provided for the new administration software. The objectives of this training session are: • To understand the general structure of SITS • To be able to access SITS and change your password • To understand the concept of different instances of SITS • To familiarise yourself with the key student records in SITS • To know how to move around in SITS • To be able to use key functions in SITS (retrieve, detail, clear screen) • To be aware of the significance of key information within the key student records screens • To be able to print information from SITS • To be able to print reports • To be able to export information to Excel

SITS project web site http://www.ex.ac.uk/admin/sits/studentrecords/index.shtml

1. Overview of the SITS Software

MENSYS overarches all three systems. A simplistic view of MENSYS is that it provides access to the other three and controls who has access to the SITS software and what can be done in them. It controls the central facilities for example printing, help and menu bars etc. The other three systems are concerned with the administration of students, from enquiry through to receipt of a student award. The functions of MAS and SRS include processing enquiries, applicants, making offers, enrolling students, fees, reports to LEAs and HESA. CAMS deals with the academic progress of students from recording detailed assessment information right through to calculating student awards.



2. Accessing the software

2.1 Access to SITS from your own PC, usernames and passwords On your own PC, there will be a number of levels of access before arriving at the screen below, these are: • Netware4 username and password which allows you access to Midas, the Novell

server. • SITS account and password which will give you access to an area of the main computer system where SITS “lives”.

Figure: SITS login screen

You will need to enter your SITS username and password in the above screen. This will be given to you after you have completed the registration form. (registration forms can be obtained from the website) Your password is set to have a "lifespan" of 90 days to ensure that it is regularly updated. So, you will need to change your password every three months. A warning message will be given when your password is due to expire. From the moment of warning, you will have a period of 7 days within which you can change your password. If you were unable to change your password within those 7 days (e.g. you were on annual leave), your password will have expired the next time you log in. However, the system will grant you two more "grace" logins with your old password, before it locks you out. We strongly advise that you change your password as soon as the initial message appears. You can change your password through the PWD [Change Password] option.

• type PWD in the Select menu option box and press Enter (don’t forget it is the Enter button on your numeric keypad). The following screen will appear:



• type in your current password and click on the OK button. • you will then be asked to type in a new password. Type in your new password and

click on the OK button. Your password must be between 6 to 8 characters long, and we advise you to include at least one number in your password.

• finally the system will verify your new password, by asking you to retype your new password. Retype your new password and click on the OK button.



3. Different instances of the SITS Software The database you will be working with “for real” on your office PC is called the Live Instance. This contains all the University of Exeter information relating to students, programmes, exams marks, etc. The database itself is held on the Amber server, which is a networked server. Any changes you will make to the data on your office PC are made on the central database, so care should be taken whilst changing data. In the Live database, data entry boxes will be green. Access to the Live Instance will not be granted until users have attended at least one level 1 training session (see website). In addition we strongly recommend you attend subject specific training (e.g. admissions, exams, etc.) when available in your subject area. The database you will be able to practise with and try things out on is called the General Test Instance or XSITE. This is a copy of the Oracle Amber Live Instance and gets updated on a regular basis. In the Oracle Amber Test Instance data entry boxes are red. During the training program, we make use of the Training Instance, which is a networked training database, installed in the Admin training room. This database will contain a specific set of data, relating to the University of Exeter set-up. In the training database, data entry boxes will be blue.

4. Student information in more detail When a person registers with the University, they will get a student detail record. Students who start their programme from the academic year 2001/2 onwards will only ever have one student details record (and hence only one student ID number.) As a consequence the student ID number will not necessarily relate to the start of the student’s current programme any more, as was the case in the previous system (SBS). When a student has for example obtained a BA, and returns to the University to study an MA programme, the same Student detail record will be used. For students who studied two programmes before 2001/2 there will be more than one STU record. After having registered with the University, the student will join a programme and can join more than one programme at a time. (e.g. a student joins an undergraduate programme and an NVQ programme) When they join a course a student course join record is created. The student only joins the programme when starting it, there is no need to re-join every year. A student may have two student join records when s/he changes course. The number on the Student course join record consists of the student ID number, followed by a slash and a number which represents whether it is the first programme they have joined (1), whether they have changed programme (2), or whether they have rejoined the university to follow another programme (2 or 3, etc.). Having joined a programme the student will then enrol and a student course enrolment record is created. A student needs to enrol for every year of the programme. So, typically a student who studies on a 3 year programme will have three student enrolment records. Students who have to resit a year will have 4 student enrolment records.



The student programme route record is part of CAMS and fulfils a similar function to the student course join record in SRS. Each time a student joins a programme a new student programme route record is created. This record keeps track of which year the student is on and when s/he is expected to graduate. A new student module taking record is created for each module a student decides to take. The system distinguishes between optional and compulsory modules.

5. Moving around in SITS

5.1 Accessing a specific menu/screen: acronyms The data you will want to edit or input, or the processes, reports and standard letters you would like to generate will be located in a specific menu screen. Initially, it will not seem an easy task to locate which screens you will need access to. Further training sessions will focus on specific areas of activity and their related menus and screens. You can select a menu option/screen as follows: • type the menu option acronym in the Select menu Option box and press Enter

!!NOTE!!: unless otherwise stated Enter will refer to the enter button on your numeric keypad. The enter button on your main keypad will only be used for editing purposes and will not trigger any actions.

You will soon become familiar with the acronyms of the screens you use most often.



5.2 The menu/screen structure • general identification line which gives the name of the application that Windows is

accessing, in this case it is “SITS:Vision Menus 8.1.0” • menu bar which may vary according to table • the menu/screen name • displays your user identification code, the database name, and today’s date • the following details are important particularly to the Help Desk staff:

• left side: the component of the product you are using e.g.MEN01 • middle: the full title of the table as defined in the menu system, and in brackets

the acronym used to select it e.g. Main Menu (MM) • right side: the program name e.g. CAM_SPR

• the occurrence line (1 of 0), this changes according to the number of records retrieved • entry screen area: part of the screen where the data is entered when you single click in the data entry boxes, one of two things will happen:

1. The data entry box will be highlighted: data can be entered or edited 2. The data entry box will not be highlighted: data can’t be entered or edited NOTE: Highlighted data entry boxes will be displayed in green on the live database: in red on the test database and blue on the training database.

• message line where the system displays “relevant” warnings, confirmations, requests. You can see more than one message by clicking on the message line. Common messages are “busy”, “Processing 26 records of 75”, “See Message Frame”

• scroll bars will help you to move through a large number of retrieved records. Many of

the screens are long, and extend beyond what you can see.



Screen Name

• User ID • Institution’s Name • Today’s Date

Component (CAMS, SRS, or MAS)

Occurrence Line (changes depending on the number of records that have been retrieved)

Message Line

Menu Bar which will vary according to table

Name of the application Windows is using

Title of the table and acronym

Programme Name

Entry Screen area. *Highlighted fields where data can be entered * Non highlighted: non editable

Panel

CAM 1.2/SRS1.1: FINDING STUDENT RELATED INFORMATION WWW.EX.AC.UK/ADMIN/SITS

INTROTOSITSV4.0.DOC UPDATED 12 JANUARY 2007 10

In the training notes and user manuals, references to menus/screens in SITS will be written as follows:

5.1 Accessing a specific menu/screen: the Other menu You can also access a number of screens/menus from the Other menu. From the STU [Student Details] screen, you can for example access the SCJ [Student Course Join] screen (option Course Join), the SNK [Student Next of Kin] (option Next of Kin), the SSP [Student Sponsorship] (option Sponsor details), etc. Accessing menus/screens using the Other menu, will only find the information for the student initially displayed. For example if you find the student details for John Smith, accessing the SNK [Student Next of Kin] screen via the Other menu, will only find John Smith’s next of kin details, nobody else’s. This is also the reason why the options in the Other menu will be greyed out until you have retrieved a student.

5.3 Moving around in the menu/screen To move from one data input box (which will be called fields in the training notes) to another field to the right, you can use the tab button. To move to the field on the left, use the Shift Tab combination. You can also use your mouse by simply clicking (single click) in the field. Often you will find several records matching the selection you have input. For example: you will be looking for a student, whose surname is Smith and you will find 800 students matching the selection. The first record will appear on the screen. In order to access the next student, you can use the Page Up and Page Down keys.



5.4 The Panel The button panel can be turned on or off by using the Edit Menu bar “Panel” option or by using <Gold> X. The Panel defaults to the top, therefore matching common Windows applications and the ‘Icon buttons’ have been designed to be more ‘Windows standard’ and to provide more useful functions. The panel’s ‘Icon buttons’ are shown below:

The toolbar icons are broken into three groups as follows, plus a help button.

Group Icon Function Purpose Alternative Key(s)

Clear screen Clears the current screen. Any

unsaved changes may be lost. F12

Retrieve Retrieves records based on the

selection criteria entered. F5 Control-R

Store / Save Stores a new or modified

record. F6 Control-S

Print Prints the current screen. F11

Control-P

Global / Form level actions

Message Buffer

Access to the message buffer. F9 Control-M

Add Record Used to add a new record,

which once defined needs to be stored.

Control-N

First Record Go to the first record in the

retrieved list. Control-Page Up

Previous Record

Go to the previous record in the retrieved list.

Page Down

Next Record

Go to the next record in the retrieved list.

Page Up

Record level actions

Last Record Go to the last record in the

retrieved list. Control-Page Down

Cut Cuts the selected piece of text

to the paste buffer. Control-X

Copy Copies the selected piece of

text. Control-C

Paste Pastes a piece of text into the

field. Control-V

Clear Field Clears the current field. F7

Field level actions

Zoom Zooms into a field. Must un-

zoom using “Accept” before record can be stored.

Control-Z

Help Help Access the help. F1

Control-H



6. How do I find information? To find information in SITS, you will need to follow below steps:

• Access the screen/menu which will contain the information, by typing the acronym in the select menu option box and pressing the Enter (or Tab) key

• Complete the screen with the selection criteria of the students you are looking for. All letters are defaulted to capital letters. This selection criteria is called a retrieve profile in SITS.

• Retrieve the records

NOTE: Quit: word written in bold refers to a command, which can be triggered by pressing a function key or by clicking on the command button in the Panel at the bottom of the screen. Appendix gives an overview of the commands and how they can be triggered. Initially some commands will not be discussed.

When you want to find another record, you need to Clear Screen (F12 or Clear Screen on the Panel) first, before entering the next retrieve profile. Example: A simple example is shown below: Aim: I want to find all students whose surname is Adams Method:

• Go to STU [Student Details] by typing STU in the select menu option box and pressing the Enter (or Tab) key:

• Complete the Surname field with ADAMS (which will be defaulted to capital letters):



• Retrieve (F5 or the Retrieve button on the panel)

• Clear Screen before entering the next retrieve profile.



7. Key student screens and fields

7.1 STU [Full Student Details]

A number of fields on this (and other) screens, have a limited number of possible values. The fee status field for example, only has 15 possible values. To find out what these values are, follow the steps outlined below:

• Clear Screen • put your cursor on the field (e.g. Fee status) • Detail (Press F2):



• this will give you a list of all possible values • double-clicking on a specific value, will enter the value in the field

Apart from the Home Address and Contact Address buttons, which you can click on to obtain the student’s address details, the Report fields button contains useful information:



Other information can be found via the Other menu:

Absences records information about periods of interruption Addresses contains address details Application form contains the student’s application details (if s/he applied in 2001/2 or after) CAM SPR details takes you to the student’s SPR [Student Programme Route] details Course Join takes you to the student’s SCJ [Student Course Join] details Next of Kin contains the student’s next of kin details Quals & Experience contains all the student’s A-level results Sponsor details contains detailed sponsor information



7.2 SCJ [Student Course Join] The SCJ [Student Course Join] screen mainly contains administrative information used for the HESA and HESES return:

7.3 SCE [Student Course Enrolment] The SCE [Student Course Enrolment] screen is the most useful screen for finding out information about current students. The SCE screen contains information relating to the registration status, Mode of Attendance and programme in any one specific academic year. When you Detail on the Enrolment status and Mode of Attendance, you will find that there is a whole list of different enrolment statuses and Mode of Attendance codes. The most important enrolment statuses are RPR (for students who have not yet submitted their blue registration form) and RCE for students who have fully registered. The most common mode of attendance codes are F for full-time study and P for part-time study. A number of other mode of attendance codes exist in order to deal with different registration modes, for example INT for interrupted students, DLL for students registered with the Department of Lifelong Learning, etc. NOTE: Postgraduate Research students can have more than one SCE record for a year. If they have Interrupt during a year, another SCE is created showing the mode of attendance as Interrupted. If they then return within the year, another SCE will be created showing their new mode of attendance.



7.4 SPR [Student Programme Route] The SPR [Student Programme Route] screen is the screen which is central to the academic information collected in SITS on a student:



Other information can be found via the Other menu:

e.g. Module->Taking lists all the modules the student has taken since 2001/2 Module->Results lists all the module results a student has obtained on the programme Module->Assessments & Re-Assessments

lists initial and re-assessment component inofrmation (We do not use the Electives, Selections and Retakes screens at Exeter) The Module screen looks as follows:

The Results screen:



8. How do I find information: complex retrieve profiles

8.1 Finding information on a group of students

1. If you want to find information on many students, you first need to think whether there is one characteristic common to all students (e.g. all students have been excluded, all students study a BSc in Computer Science, all students are part-time, or it could be a combination of all etc.). This characteristic will be used to select the students you want the information on and is called a retrieve profile.

2. The second step is to decide what type of information you need. If you need student numbers, then you will use the STU screen, if on the other hand you want to find the programme a student is registered on, you will need to use SPR or SCE.

3. The third step is to access the screen by typing the screen acronym in the select menu option box and pressing Enter.

4. And finally, enter the retrieve profile on the screen and retrieve. Example: Aim: to find all of this year’s part-time students in the school of Biology Method:

• as I am looking for this year’s information, I will need to use SCE:

• I am looking for this year’s (Acad year = 2004/5), part-time (Mode of Attendance = P·*)

students in the School of Biology (School = BIO):



• Retrieve:



8.2 Wild cards and Boolean operators A very useful feature of the system is being able to define retrieve profiles using special characters known as wildcards and Boolean operators. Wildcards and Boolean operators are entered by :- EITHER pressing the Gold key followed by the required character. The Gold key is

• On PC’s the plus key above the Enter key on your numeric keypad. • On laptops the Ctrl key (or sometimes the Esc key)

OR Right clicking, selecting ‘Insert Wildcard’, selecting from list These wildcards and Boolean operators are shown on the screen as a bullet followed by the character (for example “·*”). Wildcards: ·* the asterisk means search for any type and however many characters. Examples: type F·* in the Mode of attendance field on SCE will select all full-time students (whether April starters, Abroad studying, Abroad Working, etc.) type C·* in the Mode of attendance field on SCE will select all writing up students (whether previously part-time or full-time)

·? the question mark is used if the records you require have a field of a specific length.

Boolean Operators:



9. Printing from SITS You can print by choosing Print Screen from the Misc menu, or by choosing Print from the File menu. You will then see the following print dialog screen:

• At the top of the print dialog screen it tells you from what screen you will be printing. • Form/All/Current Field - this allows you to define how much information you would like to

print.

Form this is the default which prints the current screen or record. This may be more than can be seen on the screen. The Screen) option performs the same print.

All this is used to print all the retrieved records. Current Field this mode will allow you to print off only the field your cursor is in at

the moment of printing • The printer attributes model field which displays the default printer model to be used.

This field will contain P1 and L1, and will by default print to your Windows printer. P1 prints portrait pages, whilst L1 prints landscape pages.

• The Print Preview and Print button. Print Preview is handy when you want to look at the

information on the screen first. This is particularly useful if you want to check the content before committing large volumes of paper.



10. Running a report, saving it to an Excel file or printing it • go to the screen from where you want to save the Excel file (e.g. DS1, STU, SCE etc.) or Print

the report • retrieve the applicants/students, for whom you want the data saved/printed • from the All menu, choose Gen + Print Letters • in the Standard Letter Selection window, complete the Letter Code field with the report

name and press the run button if the report will be saved to an Excel file or Print if the report is to be printed (depending on the number of records you have retrieved this could take a while)

• if you pressed the print button, the report should now be printed • if you pressed the run button, the following window will pop up:

• click on the OK button

You have now completed all the actions on the SITS software. The following steps explain how to open the file you have just created into Excel. It is

important that you follow this method of opening your file.

• Step 1: Open Excel • Step 2: from the File menu, select Open, the following window will appear:

• Step 3: click on the Open button • Step 4: because the file you have created in SITS is not an Excel file, you will need to

convert the file into an excel format. In order to help you do that, a wizard will pop up:



• Step 5: click on the next button, the following window will pop up:

• Step 6: click on the Next button. The final window will appear:

[NOTE: it is important to go through this step so that leading zero’s are not cut off.]

• Step 7: Click on the Finish button. Your screen should look something like this:



• Step 8: Before you start reformatting your Excel spreadsheet, it is important to save this file as an Excel file! (From the File menu, select Save as – give your file a name and make sure the Save as type box is set to Microsoft Excel Workbook)

Exporting data from a SITS table From any screen in SITS, you can use File->Export to dump data out to a CSV file that can be opened with Excel:-

Select where to save and what to call the file:-



Select which fields you wish to export (The default is to export all fields) using the Invert button, then selecting each field by clicking in the box

You can also select fields from other linked tables, by clicking on the Add button and selecting from the pull down list, then click Apply:-

When you have selected all required fields, click on OK. Go to Excel and open the CSV file.



Appendix 1: Commands table and Function keys Main key chart:

Panel

To use the Panel displayed at the bottom of your screen, simple use the mouse and click on the button. If the panel is not displayed, from the Edit menu, choose Panel on/off.



Appendix 2: Available reports in the system See http://www.ex.ac.uk/admin/sits/studentrecords/training/reports.shtml Code Type Content Selection Sort Screens where can be run from EXHOMEADD Label (A42X7) Student’s home address - - CAPS, IOI, DS1, VAS

SCE, SCJ, SPR, SMO EXHONOADD Label (A42X7) Student’s home address and ID

number CAPS, IOI, DS1, VAS

UGADMHOLAB Label (A42X&) Student ID number, Student UCAS number, MAS Course code, Decision code, Student home address details

- - CAPS, IOI, DS1, VAS

EXCONTADD Label (A42X7) Student’s term-time address - - SCE, SCJ, SPR, SMO EXADMLISTADD Print-out report Student ID number, Applicant

Sort name, MAS Course code, School, Decision code, Home address details

- - CAPS, IOI, DS1, VAS

EX-STUDMODLS Excel export Student ID, title, forename, surname, module credit, E1 (used by some schools to record tutorial tutors) and module code

- - SMO

EX-PRGLSTCON Excel report Year of study, programme code, title, forename, surname, contact address, enrolment status, mode of attendance code

- - SCE

EX-PSTUDMODL Print-out report Student ID, title, forename, surname, module credit, E1 (used by some schools to record tutorial tutors) and module code

- 1. per module code (starts new page for each new module)

2. per student surname

SMO

EX-PPRGLST Print-out report Year of study, programme code, title, forename, surname, contact address, enrolment status, mode of attendance code (?)

1. by programme (starts new page for each new programme)

2. by year of study (leaves three blank lines between each year of study)

3. by student’s surname

SCE

EX-PQUALLST Print-out report Student details and list of qualifications on entry

- 1. by programme (starts new page for each new programme)

2. by year of study (leaves three

SCE



blank lines between each year of study)

3. by student’s surname EX-PMATURLST Print-out report Student details for mature

students only Selects students born before 01/10/1979, i.e. students over the age of 21 at date of entry (NB: the date is hard-coded and will need amending for 2002/3)




SCE

EX-MATURELST Excel Report Student name, address and Date of Birth for mature students only

Prompts the users to enter the Date of birth which will select the mature students and defaults to the DoB for the academic year 2001/2 for SRS based screens and 2002/3 for MAS based screens. Also prompts the user for a department code.

VAS, DS1, DS2, DS3, CAPS

EX-PDISABLST Print-out report Student details for students with a disability only

Selects students who have a disability




SCE

MIR-SL Excel report Level (UG/PG), Fee status, CoD, Nationality, Email, Surname, First name, Official name, Student ID, School, Programme, Study Year, Start date, MoA, Status, End date, Reason for leaving, Fee var, Sponsor

SCE



Appendix 3: Status and Mode of Attendance codes Enrolment code Description RCE Currently Enrolled RDB Debtor RPR Provisionally Enrolled (between Progression and Registration - Aug-Oct) RCC Currently conditionally enrolled (Physics enrolment Status only) RCD Conditional (between Progression and Registration - Aug-Oct) RCA Completed awaiting Award/Exam Board RCO Normal Completion W Withdrawn RHL_I Reg Held (Interrupted does not need to supply a medical certificate) RHL_M Reg Held (Interrupted but needs to supply a medical certificate) RHL_P Reg Held (PGR students whose annual monitoring forms are incomplete) RHL_R Reg Held (Ref/Def results pending) RLE Left AFTER Registering RLF Left WITHOUT Registering RSAS Currently Enrolled SAS RTC Transfer Course S Suspended RNR Not Registered RIN Currently Enrolled (INTO Students) RIP Provisionally Enrolled (between Progression and Registration - Aug-Oct – INTO Students)RCI Normal Completion (INTO Students) RLL LifeLong Learning RLL_D DLL Dormant RPD_D CPD Dormant RPA Partnership Student RPD CPD (Continued Professional Development) RTR SBS Transfer (old student records system)

Mode of attendance code Mode of Attendance Description CFA (Prev FT, No Fee) CFB (Prev FT, Fee) CFR (Resubmission FT) CPA (Prev PT, No Fee) CPB (Prev PT, Fee)

Continuing Registration (previously called Writing-up students)

CPR (Resubmission (PT) DEB Debtor (no longer used as of 2007/8) EXC Excluded F Full Time FA1 (previously FA) Full Time - April Starter 1 Term FAS Full Time - Abroad Studying FAW Full Time - Abroad Working FIP Full Time - Industrial Placement FJ1 Full Time - January Starter 1 Term FJ2 (previously FJ) Full Time - January Starter 2 Term FO1 Full Time - October Starter 1 Term



FO2 Full Time - October Starter 2 Terms FP1 Full Time - 1 Term (no longer used as of 2007/8) FP1J Full Time - 1 Term - January Starter (no longer used as of 2007/8) FP2 Full Time - 2 Terms (no longer used as of 2007/8) FP2J Full Time - 2 Terms – January Starter (no longer used as of 2007/8) INT Interruption INT-CF Interruption (was CFA or CFB for some of the year) INT-CP Interruption (was CPA or CPB for some of the year) INT-DF Interruption – Dormant (was Full-time) INT-DP Interruption – Dormant (was Part-time) INT-F Interruption (was Full-time for some of the year) INT-P Interruption (was Part-time for some of the year) NRF NRR (Prev FT) NRP NRR (Prev PT)

Awaiting graduation

OYO Optional Year Out P Part Time PA1 (previously PA) Part Time - April Starter 1 Term PD Part - Time - Distance Learning PJ1 (previously PJ) Part Time - January Starter 1 Term PJ2 (previously PJ) Part Time - January Starter 2 Terms PM Part Time - Modular PNO PT-registered but no current modules PO1 Part Time - October Starter 1 Term PO2 Part Time - October Starter 2 Terms PP1 Part Time - 1 Term (no longer used as of 2007/8) RSA Resit with Attendance RWA Resit without Attendance (only resitting the exam, not attending) SEM Semester SUS Suspended



Appendix 4 – Programme code structure Programme codes are 12 characters long:-

Char 1-3: programme root code (in general lines, undergraduate programmes start with UF, postgraduate research programmes with PR and postgraduate taught programmes with PT, but see appendix for a full breakdown) Char 4: length of the course in years (9 indicates no pre-determined duration, 0 less than 1 year) Char 5-7: school code Char 8-10: in case of single honours, repeat of the school code, in case of combined honours, second school code Char 11-12: two digit number for Exeter based Programmes and two letters for Cornwall based Programmes

Postgraduate Char 1&2 Char 3 Name

V Research MD H Res Masters

Research PR

P Research PhD A Taught MA B Taught MBA C Taught MSc (Eur) D Taught MEd E Taught MEng (Eur) F Taught MFA G Taught EdD I Taught BPhil J Taught BPhil Ed K Taught DClinPsych L TaughtLLM M TaughtMMus N TaughtMeng P Taught MPA S TaughtMSc W Taught EdD Psy

Taught PT

X Taught MA (DD) T PG No Qual 1 Term P1 Y PG No Qual

P2 T PG No Qual 2 Term R PG Credit PC T PG Certificate P PG Diploma PD S DSc

Various

PG C PGCE

1 2 3 4 5 6 7 8 9 10 11 12

- - - - | - - - | - - - | - -



Undergraduate Char

1&2 Char 3 Name

A UG BA F UG Flexible Combined Honours FD J UG BEd (Hons) L UG LLB M UG BMus N UGBEng Q UG BA Ed S UG BSc T UG BSc Ed U UG BEd (Ord) X UG Enhanced FD

U

nder

grad

uate

Fi

rst D

egre

e UF

Y UG Modular FD S 1 Semester UG T 1 Term UG

L1 Y UG Credit L2 T 2 Term UG LC T UG Certificate LD P UG Diploma LF N Foundation LH N HND LI B Lib Adult LL T LTT UG EAP

L

ower

Deg

ree

LT E Testamur FV Q NVQ Other FXX FXX Short



Appendix 4: Student Information Structure SRS (Student Registration System)

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