Inbound study abroad students how to retrieve on SITS CONTENTS · Inbound study abroad students —...
Transcript of Inbound study abroad students how to retrieve on SITS CONTENTS · Inbound study abroad students —...
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 1 of 34
Inbound study abroad students — how to retrieve on SITS
CONTENTS
TERMINOLOGY ................................................................................................................................................ 2
SUMMARY OF THE CHANGES ........................................................................................................................... 2
PROGRAMME CODES ....................................................................................................................................... 4
NON-ERASMUS ...................................................................................................................................................... 4
PROGRAMME CODE STRUCTURE — INB PROGRAMMES: ................................................................................................. 4
REASON FOR FEE VARIATION (RFV CODE) ........................................................................................................ 5
HOW TO VIEW THE RFV CODE ATTACHED TO AN INDIVIDUAL STUDENT ............................................................................... 6
HOW TO RETRIEVE GROUPS OF STUDENTS BASED ON THEIR RFV CODE ............................................................................... 6
ASSIGNING STUDENTS TO A COLLEGE AND DISCIPLINE — STUDY ABROAD INBOUND TEAM ........................... 7
AT THE TIME OF APPLICATION / PRIOR TO THE STUDENTS’ ARRIVAL .................................................................................... 7
CHANGES TO MODULES — IMPACT ON COLLEGE AND DISCIPLINE ...................................................................................... 8
REGISTERING STUDENTS ON MODULES — COLLEGE STAFF .............................................................................. 8
CHANGES TO MODULES — IMPACT ON COLLEGE AND DISCIPLINE ...................................................................................... 9
HOW TO RETRIEVE INBOUND STUDY ABROAD STUDENTS ............................................................................. 10
BY PROGRAMME CODE(S) — IRRESPECTIVE OF HOME COLLEGE ...................................................................................... 10
By single programme code:.......................................................................................................................... 10
Using multiple programme codes (stringing values together):.................................................................... 11
BY PROGRAMME CODE(S) + HOME COLLEGE AND/OR DISCIPLINE(S) ................................................................................ 12
Assigned to a specific College and/or discipline(s) ....................................................................................... 12
USING PART OF THE PROGRAMME CODE / PROGRAMME CODE SUFFIX .............................................................................. 15
Non-Erasmus students (International Exchange, Study Abroad Fee Paying and Science Without Borders) 15
Erasmus students ......................................................................................................................................... 18
FREQUENTLY ASKED QUESTIONS (FAQS) ....................................................................................................... 21
WHEN WILL THE INBOUND STUDY ABROAD STUDENTS COME THROUGH TO THE SPR SCREEN SO THAT I CAN START REGISTERING
THESE STUDENTS ONTO MODULES? ........................................................................................................................... 21
WHAT HAPPENS IF A STUDENT’S MODULES CHANGE? ................................................................................................... 21
CHANGE OF PROGRAMME FORM — UNDER WHAT CIRCUMSTANCES WILL ONE NEED TO BE COMPLETED? ................................ 21
APPENDIX 1: BASIC SITS FUNCTIONS .............................................................................................................. 22
APPENDIX 2: WILDCARDS .............................................................................................................................. 23
GOLD STAR (·*) AND SINGLE CHARACTER (·?) .............................................................................................................. 23
OTHER WILDCARDS: ............................................................................................................................................... 24
APPENDIX 3: QUICK ANALYSIS ....................................................................................................................... 26
APPENDIX 4: DROP/KEEP RECORDS ............................................................................................................... 29
APPENDIX 5: STRINGING VALUES TOGETHER VIA THE OR WILDCARD ............................................................ 32
APPENDIX 6: LIST OF IN USE ERASMUS PROGRAMME CODES ........................................................................ 32
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 2 of 34
TERMINOLOGY
Inbound study abroad is a “catch all” term for a variety of mobilities listed below. It refers to a
student coming from another institution (usually but not always a partner) who will study here for a
semester or a year as part of their degree programme.
Erasmus refers to all students who are:
citizens of one of the EU Member States or citizen of Iceland, Liechtenstein or Norway registered students at one of our Erasmus partner universities.
Erasmus is a student exchange programme – these students do not pay any tuition fees to Exeter.
Non-Erasmus refers to the following sub-groups of study abroad students:
a. International exchange refers to students who come from non-Erasmus countries whose
universities have an exchange agreement with Exeter. These students don’t pay any fees as
it’s a student exchange.
b. Study Abroad Fee Paying is split into 2 groups. Students from non-Erasmus countries from a:
o Non-partner University, who pay full fees. These students are referred to as
independent applicants or self-funded.
o Partner University, who pay discounted fees.
c. Science Without Borders (SWB) refers to students who are part of the SWB programme, a
Brazilian Government scholarship programme which aims to send 101,000 Brazilian students
on undergraduate sandwich courses, PhD sandwich courses and full PhDs to study in
science, technology, engineering, mathematics and creative industries at top universities
around the world.
Erasmus and non-Erasmus students will be enrolled on separate programme codes.
SUMMARY OF THE CHANGES
The changes affect non-Erasmus students, i.e. international exchange, study abroad fee paying and
Science without Borders students.
What are the changes?
1. From 2015/6, non-Erasmus inbound study abroad students will be assigned to one of 12 generic
‘inbound’ programme codes based on their:
Faculty (UG, PGT, PGR)
Length of study (semester vs. one year)
Location (Exeter or Penryn)
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 3 of 34
Notes:
Existing non-Erasmus (i.e. former JYA) students on one-year programmes who started in
January 2015 and who are finishing in January 2016 will be moved to the new
programme codes. Students have been advised.
Existing Erasmus programme codes will remain unchanged. Students will remain on
discipline-specific programme codes (e.g. One Year Business and Economics, One
Semester Biosciences).
Exception! New Humanities-wide programme codes have been created to align with the
HUMS bilateral agreements.
Programme code Programme name Cornwall?
L1S0HPSHPS07 One Semester Humanities-Wide
L1S0HPSHPSCA One Semester Humanities-Wide - C
L1Y1HPSHPS11 One Year Humanities-Wide
L1Y1HPSHPSCB One Year Humanities-Wide - C
2. Non-Erasmus students will no longer be attached to a College of ‘JYA’ (this term will no longer be
used).
Students will be attached to the College and Discipline where the majority of their credits are
being taken. See section entitled Assigning students to College and Discipline — SA Inbound
Team for details.
3. A new field has been added to the SPR screen (Discipline) that will display students’ discipline
codes, reflecting what is on their SCE record (updates from SCE will be immediate).
Note: The Discipline field will only be populated for all students as of the 2015/6 academic year,
i.e. students starting in 2015/6 or progressing into 2015/6.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 4 of 34
PROGRAMME CODES
Non-Erasmus
12 new programme codes have been created for non-Erasmus students, i.e. international exchange,
study abroad fee paying and Science without Borders students.
All of these new programmes names will start by INB (inbound). They are all 6 digits with the
exception of the PGR code.
Programme name Programme code Cornwall? MOA Faculty
INB Semester 1 L1S009
SEM
UG
INB Semester 2 L1S010
INB Semester 1 - C L1S0CA
INB Semester 2 - C L1S0CB
INB 1 Year L1Y106 F
INB 1 Year - Cornwall L1Y1CB
INB Semester 1 P1S001
SEM
PGT INB Semester 2 P1S002
INB Semester 1 - C P1S0CA
INB Semester 2 - C P1S0CB
INB 1 Year P1Y102 F
INB Postgraduate Research 1 Term P1T0R02 SEM PGR
These codes will replace the previous JYA programme codes of L1Y101, L1Y1CA, P1S0T01 and
P1S0TCA, which will be taken out of use.
Programme code structure — INB programmes:
Characters 1 + 2 Character 3 + 4 Characters 5 + 6 (UG + PGT)
Characters 5 – 7 (PGR)
L1 = UG P1 = PGT or PGR
S0 = one semester only (UG or PGT) T0 = one semester only (PGR) Y1 = entire year
Numbers for Exeter-based programmes Letters for Cornwall-based programmes
R02
Note: The above programme prefixes of L1* and P1* are not new/unique to these new programme
codes. Erasmus students are also attached to programme codes beginning with L1* and P1*, and
the former JYA programme used these suffixes as well. It’s important to be aware of this when
retrieving records.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 5 of 34
REASON FOR FEE VARIATION (RFV CODE)
The Reason for Fee Variation is used to identify the type of fees the student will be paying. It applies
to incoming study abroad students as well as our own students that are away studying or on
placements.
This information is maintained by Student Records and the SA Inbound team, is held in the SCE
screen (RFV Code field) and, from 2015/6, will now be fed into SPR UDF 9:
Possible values for inbound study abroad students:
As all non-Erasmus students (i.e. International Exchange, Study Abroad Fee Paying and Science
Without Borders) will be attached to generic programme codes based on their Faculty, study
duration and location, you can differentiate between these different sub-types of students via the
RFV Code — there are 4 possible values.
Erasmus students can be identified by a single RFV code of EZ.
Type of student Sub-type RFV Code Fee Status *
Non-Erasmus**
Study Abroad Fee-Paying (Inbound International Non-Partnership Full Fee)
IEN International (I)
Study Abroad Discounted Fee-Paying (Inbound International Partnership discount fee)
IEP
International Exchange (Inbound International Exchange no fee)
IEX
Science Without Borders
ISW
Erasmus Erasmus *** (Erasmus Incoming)
EZ Erasmus (Z)
* The Fee Status field will remain in SPR, above the Discipline field. ** Non-Erasmus — these students will be attached to the new INB programme codes. *** Erasmus students — they will remain attached to the existing, discipline-specific codes.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 6 of 34
How to view the RFV code attached to an individual student
1- Retrieve the student’s record in SPR.
2- Click on the button on the top right-hand corner of the SPR screen.
3- The RFV Code is located in field 9.
How to retrieve groups of students based on their RFV code
1- From a blank SPR screen (press F12 to clear your screen), click on the UDF button in the
top right-hand corner. The below screen will appear.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 7 of 34
2- In the RFV Code field (#9), enter the code(s) that you wish to retrieve on:
a. more than one RFV code, type each one separate by the OR wildcard (·|).
b. all of the RFV codes except a specific one (e.g. not EZ), then enter the NOT EQUAL TO
(·!·=) wildcard followed by the code that you wish to exclude:
c. exclude more than one RFV code, enter the NOT EQUAL TO (·!·=) wildcard followed by
the first code, followed by the AND (·&) wildcard, then the NOT EQUAL TO (·!·=)
wildcard, and end with the 2nd code you wish to exclude:
3- Once you’ve specified your search parameters, click on the button.
4- You will be returned to the SPR screen. Enter the remainder of the search criteria as needed (e.g.
programme(s)/start year/discipline(s), College, etc. — details in this document) and then press
F5 to retrieve your records.
The records retrieved in SPR will represent the search criteria input into UDF as well as in SPR.
ASSIGNING STUDENTS TO A COLLEGE AND DISCIPLINE — STUDY ABROAD INBOUND TEAM
At the time of application / prior to the students’ arrival
Prior to their arrival and based on the modules requested on their study plans at the time that they
applied, the Study Abroad Inbound team will allocate students to a “home” College and discipline —
these represent where the majority of their credits lie.
For example, if a student has chosen more than 50% of credits of ARC* modules, the student
will be provisionally allocated to a discipline of Archaeology (ARC) in the College of
Humanities (HUM).
Should any students have an equal number of credits in different disciplines, the SA Inbound
team will allocate their College and Discipline based on what they are studying at their home
University.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 8 of 34
Students are advised at time of application that they should choose at least 50% of their credits in
one subject area in order to avoid timetable clashes on arrival at Exeter.
The College and Discipline will be allocated on the CAPS screen and will carry over to/be reflected on
the students’ SCE and SPR records when the ATR (Applicant Transfer Process) is run.
These details will be reflected on the SPR screen:
Changes to modules — impact on College and discipline
As students’ modules can change, any impact on their “home” College and discipline should be
shared with the SA Inbound Team, so that their SITS records can be updated as needed. See details
in Registering students to module — College staff.
The spreadsheet on the shared drive will also be amended (by the SA team) to reflect these changes.
REGISTERING STUDENTS ON MODULES — COLLEGE STAFF
College staff can view “home” College and Discipline information on the shared drive as applications
are processed, but can only allocate students to modules after ATR has taken place, i.e. once the
student has a SPR record.
After ATR has taken place, Colleges are encouraged to view the study plans and liaise with students
via email in order to begin module allocation (i.e. register students on modules in SMO screen).
Early module allocation will:
help to minimise workload for Colleges during Fresher’s Week
allow their modules to be timetabled sooner
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 9 of 34
benefit the students in that they will be able to view the list of modules they’ve been
registered on within the Student Record System.
o term 1 timetables are released to new students on September 14th and term 2 on
October 26th — see 2015 timetable schedule for details:
https://admin.exeter.ac.uk/academic/timetable/tt/2015/pro_sched.php
Students will be attending meetings with Colleges throughout Fresher’s Week to finalise their
module choices and are encouraged to see their “home” discipline first. Coordinator meeting times
for all Colleges can be viewed on the Study Abroad Inbound webpages —
http://www.exeter.ac.uk/international/students/studyabroad/septemberarrivals/
Changes to modules — impact on College and discipline
Students’ modules will fluctuate throughout Fresher’s Week and sometimes this means that the
original “home” College and/or Discipline allocated should be amended to reflect where they are
now taking the majority of their credits.
Sometimes, students will be evenly split between disciplines (e.g. 50% of credits in one
discipline and 50% in another) and it’s not always clear what the “home” discipline should
be. Speak with the SA Inbound team if you have any queries or concerns.
College staff are asked to keep track of the affected students and send the Study Abroad Inbound
team ([email protected]) a list of students whose discipline/College should change on:
Monday, October 5th (term 1), and
Monday, January 25th (term 2)
(dates represent the Monday after change of module deadlines — end of 2nd week of term).
The necessary changes will then be made on SITS and the new “owner” informed.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 10 of 34
HOW TO RETRIEVE INBOUND STUDY ABROAD STUDENTS
Depending on what type of inbound study abroad students that you want to retrieve, there are
several different search combinations that you can perform.
Search tip! Although the programme codes for existing/new students have changed, the
programme prefixes have not, i.e. L1Y*, L1S*, P1S*, P1Y* are still being used.
Unless you’re specifying the entire programme code(s)*, use a combination of the Status, Start
Year/Date, Expected End Year/Date fields to avoid retrieving students from prior years.
* From 2016/7 onwards, when searching on the new INB programme codes, you will always need to
specify the enrolment status/years to ensure you are only retrieving current students.
By programme code(s) — irrespective of home College
By single programme code:
Example 1 — Retrieve students on programme L1S009 (semester 1, non-Erasmus), from all Colleges,
that started in term 1 of 2015/6:
Example 2 — Retrieve students on programme L1Y106 (one-year, non-Erasmus), from all Colleges,
that are finishing in 2015/6 or in 2016/7. This search will capture anyone who started/is starting in:
term 2 of 2014/5 and is finishing in 2015/6
2015/6 and finishing in 2015/6
term 2 of 2015/6 and finishing in term 2 of 2016/7
To capture 2 expected end
years, this was entered into the
Expected End Year field:
2015/6·|2016/7
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 11 of 34
Example 3 — Retrieve students on L1S0BIOBIO01 (One Semester Biosciences, Erasmus) that are
starting in 2015/6:
Note: As only 2 criteria were specified for the above searches, students of any enrolment status (e.g.
RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year.
Using multiple programme codes (stringing values together):
Type each individual programme code, separated by the OR (·|) wildcard. See Appendix 5 for a link
to the OR wildcard formulae.
Example 1 — Entering L1S009·|L1S010·|L1Y106 in the Programme field will retrieve students on
those 3 programmes, from all Colleges, that started in 2015/6.
Example 2 — Entering L1S009·|L1S010·|L1Y106 in the Programme field and 2015/6·|2016/7 in the
Expected End Year field will retrieve students on those 3 programmes, from all Colleges, that are
finishing in 2015/6 or 2016/7.
Note: As only 2 criteria were specified for the above search, students of any enrolment status (e.g.
RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 12 of 34
By programme code(s) + home College and/or Discipline(s)
Assigned to a specific College and/or discipline(s)
Note: You only need to specify the College/Discipline for non-Erasmus as Erasmus students are
attached to discipline-specific programmes.
Example 1 — Retrieve students on programme L1S009 (UG semester 1, non-Erasmus, Exeter) whose
home College is SSI, starting in term 1 of 2015/6:
Example 2 — Retrieve students on programme L1S009 and L1S0CA (UG semester 1, non-Erasmus,
Exeter and Cornwall) whose home College is SSI, starting in term 1 of 2015/6:
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 13 of 34
Example 3 — Retrieve students on programme L1Y106 (UG one-year, non-Erasmus, Exeter) whose
home College is SSI and discipline is LAW, that are finishing in 2015/6 or in 2016/7. This search will
capture anyone who started/is starting in:
term 2 of 2014/5 and is finishing in 2015/6
2015/6 and finishing in 2015/6
term 2 of 2015/6 and finishing in term 2 of 2016/7
Example 4 — Retrieve students on L1Y1CB (UG one-year, non-Erasmus, Cornwall) whose home
Colleges are LES, HUM or EMP (all disciplines), that are finishing in 2015/6 or in 2016/7. This search
will capture anyone who started/is starting in:
term 2 of 2014/5 and is finishing in 2015/6
2015/6 and finishing in 2015/6
term 2 of 2015/6 and finishing in term 2 of 2016/7
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 14 of 34
Example 5 — Retrieve students on programme P1S001 (PGT semester 1, non-Erasmus, Exeter)
whose home College is EMP, but whose discipline is not PHY (will only retrieve ENG, COM, and MAT
as CSM is specific to Cornwall and those students are on a separate programme code), starting in
term 1 of 2015/6:
Example 6 — Retrieve students on programmes L1S009, L1Y106, P1S0001 and P1Y102 (mix of UG
and PGT, semester 1 and one year, non-Erasmus, Exeter) whose home College is LES, whose
disciplines are GEO or BIO (e.g. excluding PSY and SHS) who are starting on 21/Sep/2015 (this will
therefore exclude any one-year students finishing in January 2016):
Note: As only 2 criteria were specified for the above searches, students of any enrolment status (e.g.
RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year. You may
want to retrieve on specific enrolment statuses later in the year.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 15 of 34
Using part of the programme code / programme code suffix
Non-Erasmus students (International Exchange, Study Abroad Fee Paying and Science Without Borders)
Instead of searching on individual programme code or strings of programme codes, you can search on the below combinations.
Search tips!
Populate the Discipline and/or College fields as needed, to help you to only retrieve your students.
Use the Location field as an alternative to being more specific in your programme code searches (i.e. excluding those that end in C?).
If you only want to retrieve certain types of non-Erasmus students (e.g. study abroad fee paying only, SWB and international exchange only, etc.), start by entering your search criteria in the UDF, then use SPR. See page 6 for details.
The ‘any single character’ wildcard (·?) is being used as new non-Erasmus programme codes are all 6 characters, except for PGR programme (7 characters). Using the gold star would retrieve students on the Erasmus programmes that have the longer programme code with the same prefix of L1*, for example.
Which students do you want to retrieve? Programme Status Start Year / Start Date
Expected End Year / End Date
Location
UG non-Erasmus that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)
L1·?·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL
UG non-Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)
L1·?·?·?·? ·!·=RCO (once students have completed after term 1)
2015/6·|2016/7 Blank field = both locations or REGDEVON or REGCORNWALL
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 16 of 34
Which students do you want to retrieve? Programme Status Start Year / Start Date
Expected End Year / End Date
Location
One-year UG non-Erasmus finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)
L1Y·?·?·?
·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
Blank field = both locations or REGDEVON or REGCORNWALL
Semester (1 or 2) UG non-Erasmus L1S·?·?·?
2015/6
Semester 1 UG non-Erasmus L1S·?·?·?
21/09/2015
Semester 2 UG non-Erasmus
L1S·?·?·? 11/01/2016
Cornwall UG non-Erasmus semester (1 and 2)
L1S·?C·? 2015/6
PGT non-Erasmus that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)
P1·?·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL
PGT non-Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students who started in term 2 of 2014/5)
P1·?·?·?·? ·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
One-year PGT non-Erasmus finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)
P1Y·?·?·? ·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 17 of 34
Which students do you want to retrieve? Programme Status Start Year / Start Date
Expected End Year / End Date
Location
PGT semester (1 or 2) non-Erasmus that started in 2015/6
P1S·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL
PGT non-Erasmus semester (1 and 2) – Cornwall
only — that started in 2015/6
P1S·?C·? 2015/6
UG and PGT non-Erasmus one-year that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)
L1Y ·*·|P1Y·* 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL
UG and PGT semester 1 that started in 2015/6
L1S*·|P1S·* 21/09/2015
UG and PGT semester 2 that started in 2015/6
L1S*·|P1S·* 11/01/2016
UG and PGT one-year that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)
L1Y ·*·|P1Y·* ·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 18 of 34
Erasmus students
The programme code structure for Erasmus students can vary, which makes it more difficult to search for these students using a combination of
programme code prefixes and wildcards.
Undergraduate students — see variations below.
Postgraduate students — it is recommended that you search for these students using their complete programme code.:
o Although most codes tend to start in P1*, this prefix is shared by non-inbound study abroad students, and there are some other exceptions
(e.g. LLM Law on PTL1LAWLAW*, Business School double degree students on PTS1*, etc.).
o Search by entire programme code(s) + start/end dates.
o There is no need to specify the College and/or Discipline as the programme codes are discipline-specific.
Search tips! (UG only)
Populate the Discipline and/or College fields as needed, to only retrieve your students. If entering one or more Colleges and/or disciplines, separate by the OR (·|) wildcard.
The “One Semester” Erasmus programme codes do not distinguish between Semester 1 and Semester 2 so use the Start Date to specify this.
Use the Location field as an alternative to being more specific in your programme code searches (i.e. excluding those that end in C?).
To ensure you’re only retrieving Erasmus students, prior to entering your search criteria in SPR, do this:
o Step 1 – from a blank SPR screen, click on the UDF button.
o Step 2 - enter EZ in the RFV code field (9) and click Apply.
o Step 3 – in SPR, specify a combination of values as per table below:
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 19 of 34
Which students do you want to retrieve?
Programme Status Start Year / Start Date
Expected End Year / End Date
Location College and/or Discipline
UG Erasmus (excl. FCH) that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5 and FCH students)
L1·* (will not retrieve students on 6-digit INB programmes as long as EZ was specified as the RFV code)
·!·=RCO (once students have completed after term 1)
2015/6
BLANK = ALL or REGDEVON or REGCORNWALL
As needed, to reduce records retrieved
UG Erasmus (incl. FCH) that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5 and FCH students)
L1·*·|UFF001 (will not retrieve students on 6-digit INB programmes as long as EZ was specified as the RFV code)
·!·=RCO (once students have completed after term 1)
2015/6
BLANK = ALL or REGDEVON or REGCORNWALL (will exclude UFF001)
As needed If populating College field, ensure that you also include FCH otherwise it will be excluded. Example: HUM·|FCH will retrieve students who belong to Colleges of HUM and FCH only.
UG Erasmus (excl. FCH) that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)
L1·*
·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
BLANK = ALL or REGDEVON or REGCORNWALL
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 20 of 34
Which students do you want to retrieve?
Programme Status Start Year / Start Date
Expected End Year / End Date
Location College and/or Discipline
UG Erasmus (incl. FCH) that are finishing in 2015/6 or 2016/7 (includes all semester students as well as one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)
L1·*·|UFF001
·!·=RCO (once students have completed after term 1)
2015/6·|2016/7
BLANK = ALL or REGDEVON or REGCORNWALL (will exclude UFF001)
As needed If populating the College field, ensure to include FCH also otherwise the UFF001 records will be excluded. Examples: Search on HUM·|FCH to retrieve students from HUM and FCH Colleges only. Search on HUM to retrieve Humanities students only, even if UFF001 was specified in the Programme field.
Semester (any) UG Erasmus that started in 2015/6
L1S·*·|UFF001
2015/6
Semester 1 UG Erasmus (incl. FCH) that started in 2015/6
L1S·*·|UFF001
21/09/2015
Semester 2 UG Erasmus (excl. FCH) that started in 2015/6
L1S·*
11/01/2016 As needed
Cornwall — semester 1 UG Erasmus that started in 2015/6
L1S·*C·? 2015/6
Cornwall UG one-year Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)
L1Y·*C·? 2015/6·|2016/7
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 21 of 34
FREQUENTLY ASKED QUESTIONS (FAQS)
When will the inbound study abroad students come through to the SPR screen so that I can start
registering these students onto modules?
The Applicant Transfer (ATR) took place on 5th August 2015, for students starting in term 1. Colleges can register students onto modules from that date. Students starting in term 2 will be transferred at a later date (TBC).
What happens if a student’s modules change?
If a student is allocated to modules outside of the initially allocated College and Discipline, the
student’s programme will not have to change.
However, should a student’s College and Discipline need to change, contact the SA Inbound Team
([email protected]). For details, see Changes to modules – impact on College and discipline.
Change of programme form — under what circumstances will one need to be completed?
As non-Erasmus programme codes are generic and students are allocated on the basis of faculty,
length of study and location, a change of programme form will only be required if the student wishes
to change:
from a semester programme to a one-year programme or vice versa
campuses, i.e. move from Penryn to Exeter or vice versa
The change of programme forms would be completed by the student and the Study Abroad Inbound
team.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 22 of 34
APPENDIX 1: BASIC SITS FUNCTIONS
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 23 of 34
APPENDIX 2: WILDCARDS
A very useful feature of the system is being able to define retrieve profiles using special characters
known as wildcards.
Wildcards are identified by the presence of a bullet preceding another character, e.g. ·*
Wildcards can be entered in two ways:
1. Right-click, select ‘Insert Wildcard’ and select the required wildcard from the list.
2. Hit the Gold key followed by the required character on the main keypad (e.g. *, ? or !). The Gold key is located as follows:
PCs — + key on your numeric keypad.
Laptops — Ctrl key (or sometimes the Esc key)
Gold star (·*) and single character (·?)
·* The gold star means search for any characters (and an unlimited number of them).
Shortcut — use the asterisk (*) key on your numerical keypad.
How to use it — examples:
Typing F·* in the ‘Mode of attendance’ field in SCE will retrieve all records whose modes of
attendance begin with the letter F and ends in any number of characters — will retrieve
values of F, FD, FAS, FAW, FIV, etc.
Typing L1Y·* into the Programme field in SPR will retrieve all records that begin with L1Y and
end in anything else.
Only typing a ·* within a field will retrieve all records with a value in that field (i.e. not blank).
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 24 of 34
·? The single character wildcard is used to search for any one character. Used if the records
you require have a specific length.
Shortcut — use the slash (/) key on your numerical keypad.
How to use it — examples:
Typing F·? in the ‘Mode of attendance’ field in SCE will retrieve all records whose mode of
attendance code is only 2 digits long — FA, FD or FJ.
Typing F·?·? in the ‘Mode of attendance’ field in SCE will retrieve all records whose mode of
attendance code is 3 digits long — FAW, FIV or FAS.
Combining the gold star (·*) and single character (·?) wildcards
For example, searching on UFA·?PSYPSY·* into the Programme field in SPR will retrieve all records
that begin with UFA, have any one character as the 4th digit, followed by PSYPSY and then ending in
anything else.
Other wildcards:
Wildcard Name Description
·| OR Allows two different search strings in the same field.
Example: Entering L1S09·|L1S010 will retrieve records for both of
those programme codes.
·! Not Used to exclude a value from your search results.
Example: Entering ·!Z in the Fee Status field will retrieve records
with a fee status other than Z.
·!·= Not equal to See description for not wildcard (same use).
·!·= Equal to Allows you to specify what values you wish to retrieve. Not
particularly useful as simply entering one or more values (separated
by the OR wildcard) will lead to the same results.
Example: Entering ·!·=FAW in the Mode of Attendance field will only
retrieve records where the mode of attendance is FAW.
Search tip! If you wish to retrieve any records where a field is
blank, place the equal to wildcard in the field, by itself.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 25 of 34
·& And Most common use is when performing a search using multiple NOT
wildcards, to further refine your search.
Example: If you wish to search on a value of L1·* but wish to exclude
results with values of L1Y101 and L1Y1CA, you would enter the
following into the Programme field: L1·*·!·=L1Y101·&·!·=L1Y1CA
(translates to “equal to L1* but not L1Y101 and not L1Y1CA)
·> Greater than Useful when searching for date ranges.
Example: Entering ·>01/01/1995 on the Date of Birth field would
retrieve records where students born from 02/01/1995.
Logic is the same for letters (e.g. searching on ·>F will retrieve values
beginning with F and above but excluding F itself).
·>·= Greater than
or equal to
Useful when searching for date ranges.
Example: Entering ·>·=01/01/1995 on the Date of Birth field will
retrieve records where students born on or after 01/01/1995.
Logic is the same for letters (e.g. searching on ·>·=F will retrieve
values beginning with F and above, including F itself).
·< Less than Useful when searching for date ranges.
Example: Entering ·<2014/5 in the Start Year field will retrieve
records where the students’ start dates are in 2013/4 and earlier.
Logic is the same for letters (e.g. searching on ·<F will retrieve values
beginning with A, B, C, D or E).
·<·= Less than or
equal to
Useful when searching for date ranges.
Example: Entering ·<·=2014/5 in the Start Year field will retrieve
records where the students’ start dates are in 2014/5 and earlier.
Logic is the same for letters (e.g. searching on ·<·=F will retrieve
values beginning with A, B, C, D, E or F).
·; Gold semi-
colon
Same function as OR wildcard.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 26 of 34
APPENDIX 3: QUICK ANALYSIS
This function is useful if you want to analyse the data contained in one of the fields that you retrieved records for, you can perform a quick analysis.
For example, if you retrieved 25 students belonging to multiple programmes, you could perform a quick analysis on the programme code (or programme name) to see how many students belong to each programme.
How to perform a quick analysis:
1. Retrieve the desired records — complete the necessary fields depending on what information
you wish to retrieve and then retrieve (F5 or ).
2. Place your cursor in the data entry portion of the field that you wish to analyse. For example, of the 10 records that the above search retrieved, to analyse the values that are in the Discipline field, place your cursor on the value of ARC below.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 27 of 34
3. Go to Misc > select Quick Analysis.
4. Click OK in the dialog box that comes up.
By placing your cursor in the field
that you want to analyse the results
for, SITS knows which field to
perform the analysis on.
In this case, it will analyse the
contents of the Discipline field
(recently re-purposed and officially
named SPR_QUAL.SPR in SITS)
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 28 of 34
5. This screen will appear.
6. In the above example, we can see that there are 8 unique records. The different values listed in the Discipline field for the 10 retrieved records and their proportion is listed in the section to the right.
7. To close the screen click OK and you will be returned to your search screen.
To export the list above into a spreadsheet, click on the Export button. Then click on the icon to specify a save location and file name.
8. Once you’ve specified its save location, you’ll be brought back to the above dialog box. Click OK
and the list will automatically launch in Excel.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 29 of 34
APPENDIX 4: DROP/KEEP RECORDS
It can sometimes be challenging to perform the perfect search. Or sometimes, once you’ve
performed a search, you may realise that you have retrieved some records that you don’t want.
Once you’ve retrieved your records, instead of clearing your screen and trying again, you can drop or
keep certain records without having to perform a new search. Records are dropped/kept based on
the content of one field.
1. Place your cursor on the data entry portion of the field that you wish to use to drop/keep records. For example, of the 804 records on screen, I wish to drop all records that have a value of RCE in the Enrolment Status field. To drop these records, place your cursor on the value (RCO in the example below) in the Enrolment Status field below.
2. Select Misc > Drop records.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 30 of 34
3. This screen will appear:
4. Depending on the operation you need to perform, click on the radio buttons as appropriate. For example:
a. To drop all records that have a value of RCE in the Enrolment Status field, select Drop records and Select by Value. A new section will appear, where you can specify what value to drop (RCE in this example):
Note: You can change the field to base the “drop” on clicking on the dropdown menu (where Status code is listed). In the above example, the Status Code field is listed because you placed your cursor in that field in step 1.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 31 of 34
b. Alternatively, you could have typed in RC ·* and it would have dropped all records where the enrolment status value starting in RC (i.e. would have dropped RCO, RCE, RCA).
c. To drop the current record (i.e. record currently open on SITS screen), make the following selection:
5. Click OK once you’ve made your selections.
6. You will no longer have any records with an enrolment status of RCE on your screen. In the example provided above, the total number of records was reduced from 807 to 370.
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 32 of 34
APPENDIX 5: STRINGING VALUES TOGETHER VIA THE OR WILDCARD
See the SITS > How To page > String values together via OR wildcard — formulae
http://as.exeter.ac.uk/it/systems/sits/howdoi/howtoandfaqs/
APPENDIX 6: LIST OF ERASMUS PROGRAMME CODES
These programmes are all marked as being “in use” in SITS but doesn’t necessarily mean that they
have been used recently / are still being used.
This list was last updated on August 11th 2015.
Programme code Short name Full name
L1S008 ONE SEM FCH One Semester Flexible Combined Honours
L1S0BIOBIO01 1 SEM BIO One Semester Biosciences
L1S0BIOBIOCA 1 SEM BIO One Semester Biosciences - C
L1S0CSMCSMCA REN ENER SEM1-C One Semester Renewable Energy - Cornwall
L1S0CTHCTH01 1 SEM THEOLOGY One Semester Theology
L1S0ECSECS01 1 SEM ENGIN One Semester Engineering
L1S0ECSECS02 1 SEM ENG & MAN One Semester Engineering and Management
L1S0ECSECS03 1 SEM COMP SCI One Semester Computer Science
L1S0ECSECSCA ONE SEM ENG - C One Semester Engineering - C
L1S0EDUEDU01 1SEMEDUC One Semester Education
L1S0EGLEGL01 1SEMENGL One Semester English
L1S0GAEGAE01 1 SEM GEOG One Semester Geography
L1S0GAEGAECA SEM 1 REN ENERG Semester One Renewable Energy - C
L1S0GAEGAECB SEM 2 REN ENERG Semester Two Renewable Energy - C
L1S0GOAGOACA ONE SEM GEO C One Semester Geography - C
L1S0HPSHPS01 SEM ONE EURO ST Semester One European Studies
L1S0HPSHPS03 1 SEM HPS STUDS 1 Sem Historical Political and Sociological Studs
L1S0HPSHPS04 ONE SEM POLITIC One Semester Politics
L1S0HPSHPS05 ONE SEM HIST One Semester History
L1S0HPSHPS06 ONE SEM SOCIO One Semester Sociology
L1S0HPSHPS07 ONE SEM HUMS One Semester Humanities-Wide
L1S0HPSHPS08 ONE SEM ARCH One Semester Archaeology
L1S0HPSHPSCA ONE SEM HUMS C One Semester Humanities-Wide - C
L1S0IAIIAI01 SEM 1 ISLAMIC S Semester One Islamic Studies
L1S0LAWLAW02 1 SEM LAW One Semester Law
L1S0LAWLAWCA ONE SEM LAW - C One Semester Law - C
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 33 of 34
L1S0MASMAS01 1 SEM MATHS One Semester Mathematics
L1S0PHYPHY01 1 SEM PHY One Semester Physics
L1S0PSYPSY01 1SEM PSY One Semester Psychology
L1S0SBESBE01 SEM ONE BUSECON Semester One Business and Economics
L1S0SBESBE02 SEM TWO BUSECON Semester Two Business and Economics
L1S0SHSSHS01 1 SEM SPORTSCI One Semester Sports Science
L1S0SMLSML01 SEM 2 APP TRAN Semester Two Applied Translation - Feb to May
L1S0SMLSML02 1 SEM GERMAN One Semester German
L1S0SMLSML03 1 SEM FRENCH One Semester French
L1S0SMLSML04 1 SEM ITALIAN One Semester Italian
L1S0SMLSML05 1 SEM SPN One Semester Spanish
L1S0SMLSML06 1 SEM FILM STUD One Semester Film Studies
L1S0SMLSML07 1 SEM PORTUGESE One Semester Portuguese
L1S0SPASPA01 1SEMDRAMA One Semester Drama
L1Y105 ONE YEAR FCH One Year Flexible Combined Honours
L1Y1BIOBIO01 ONE YEAR BIOLOG One Year Biology
L1Y1BIOBIO02 PNE YR BIOSCI One Year Biosciences
L1Y1BIOBIOCA ONE YR BIO-C One Year Biosciences - C
L1Y1CHECHE01 ONE YEAR BIO ME One Year Bio Med Che
L1Y1CSMCSMCA ONE YR ENG(CSM) One Year Engin(CSM) - C
L1Y1CTHCTH01 ONE YEAR THEOLO One Year Theology
L1Y1CTHCTH02 ONE YEAR CLASSI One Year Classics
L1Y1CTHCTH03 ONE YEAR LATIN One Year Latin
L1Y1CTHCTH04 ONE YR THE REL One Year Theology and Religion
L1Y1CTHCTH05 ONE YR CLA ANC One Year Classics and Ancient History
L1Y1ECSECS01 ONE YEAR COMP S One Year Comp Sci
L1Y1ECSECS02 ONE YEAR ENGINE One Year Engineering
L1Y1ECSECSCA ONE YEAR ENG -C One Year Engineering - C
L1Y1EGLEGL02 ONE YEAR APPLIE One Year Applied Linguistics
L1Y1EGLEGL03 ONE YEAR ENGLIS One Year English
L1Y1EGLSML01 ONE YR ENGL/GER One Year English/German
L1Y1GOAGOA01 ONE YEAR ARCHAE One Year Archaeology
L1Y1GOAGOA02 ONE YEAR GEOG(S One Year Geog(SSt)
L1Y1GOAGOA03 ONE YEAR GEOG(A One Year Geog(Arts)
L1Y1GOAGOA04 ONE YEAR GEO One Year Geography
L1Y1GOAGOACA ONE YR GEO - C One Year Geography - C
L1Y1HPSHPS01 ONE YEAR HISTOR One Year History
L1Y1HPSHPS02 ONE YEAR POLITI One Year Politics
L1Y1HPSHPS04 ONE YEAR SOCIOL One Year Sociology
L1Y1HPSHPS07 1YR HIST & ARCH One Year History and Archaeology
L1Y1HPSHPS08 1 YR HPS STUDS 1 Year Historical Political and Sociological Studs
L1Y1HPSHPS10 ONE YR SOC/PHL One Year Sociology / Philosophy
L1Y1HPSHPS11 ONE YR HUMSWIDE One Year Humanities-Wide
L1Y1HPSHPSCA ONE YR HISTOR C One Year History (Cornwall)
L1Y1HPSHPSCB ONE YR HUMS C One Year Humanities-Wide - C
Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 34 of 34
L1Y1IAIIAI01 ONE YEAR IAI One Year Institute Arabic Studies
L1Y1LAWLAW01 ONE YEAR LAW One Year Law
L1Y1MASECS01 ONE YR MATH/COM One Year Maths and Computer Science
L1Y1MASMAS01 ONE YEAR MSOR One Year MSOR
L1Y1MASMAS02 ONE YEAR MATHS One Year Maths
L1Y1MASMAS03 ONE YR MATHWCS One Year Maths with Computer Science
L1Y1PHYPHY01 ONE YEAR PHYSIC One Year Physics
L1Y1PSYPSY01 ONE YEAR PSYCH One Year Psych(Sci)
L1Y1PSYPSY02 ONE YEAR PSYCH One Year Psych(SSt)
L1Y1SBESBE06 ONE YR BUSECON One Year Business and Economics
L1Y1SBESBE07 ONE YR BUSINESS One Year Business
L1Y1SHSSHS01 ONE YEAR EX/SP One Year Ex and Sp Sci
L1Y1SHSSHS02 ONE YE SPORT SC One Year Sports Science
L1Y1SMLSML01 ONE YEAR GERMAN One Year German
L1Y1SMLSML03 ONE YEAR SPANIS One Year Spanish
L1Y1SMLSML04 ONE YEAR FRENCH One Year French
L1Y1SMLSML05 ONE YEAR ITALIA One Year Italian
L1Y1SMLSML06 ONE YEAR G/RUSS One year German and Russian
L1Y1SMLSML07 ONE YEAR FLM ST One Year Film Studies
L1Y1SMLSML09 ONE YR PORTUG One Year Portuguese
L1Y1SPASPA01 ONE YR DRAMA One Year Drama
P1S0CSMCSMCA 1SEM PGT CSM One Semester PG Taught
P1S0CTHCTH01 ONE SEM CLASSIC One Semester Classics
P1S0EGLEGL01 1SEM ENGLISH PG One Semester English (PGT)
P1S0HPSHPS01 ONE SEM TURKISH One Semester Turkish Studies
P1S0HPSHPS02 SEM PHD PHI SOC One Semester PHD Philosophy Sociology
P1S0SBESBE02 SEM2 BUS ECO F Semester Two Business and Economics (Feb to May)
P1S0SBESBE03 SEM1 BUS EC OCT Semester One Business and Economics (Oct-Jan)
P1T0CSMCSMCA 1 TERM PG CSM One Term PG Taught CSM
P1T0CSMCSMCB MIN RES MAN T1 Mineral Resource Management - Term 1
P1T0CSMCSMCC MIN RES MAN T2 Mineral Resource Management - Term 2
P1Y1EDUEDU04 PG 1 YR EDU RES One Year Education Research
P1Y1LAWLAW02 ONE YEAR LAW One Year Law (PGT)
P1Y1SBESBE09 ONE YR BUS ECON One Year Business and Economics
PTL1LAWLAW11 LLM LAW
LLM Law (both University of Exeter and inbound Erasmus students can be enrolled against this programme)
UFF001 ONE SEM FLEXI One Semester Flexible Combined Honours