- Registry

Student Records & Examinations Office
SAMIS

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Frequently Asked Questions (FAQs)

 
A·B·C·D·E·F·G·H·I·J·K·L·M·N·O·P·Q·R·S·T·U·V·W·X·Y·Z

 

A - Student Addresses; How does a student update their address; Academic administration calendar; Academic Technology Approval Scheme (ATAS)

C - Change of circumstance forms: Change of name | Change of unit choice | Change of programme within faculty/school | Change of programme between faculties/school | Change of mode of study and/or extension to registration | Suspension of registration|Withdrawal from the University

D - dissertation - non-submission; dissertation - re-submission; dissertation - submission; dates for the academic year

E - email account when a student is in suspense; email account when a student has submitted dissertation/thesis

L - Learning Materials Filestore (LMF) and units; Learning Materials Filestore (LMF) and students

M - Moodle and units; Moodle and students; maximum period of registration has expired

Q - Question not answered here

R - Is student registered; What is the process of registration; Why does a student have to register; When are students asked to register;

S - Access to SAMIS; training on SAMIS; what is SAMIS

U - Units incorrect on SAMIS; list of students on a unit; list of a student's units; how do students choose optional units

W - Writing-up without supervision; writing-up with supervision

 

A

Question: I'm a member of staff - how do I look up a student's address?

Answer: If you have access to SAMIS on the web, and you are the student's director of studies or personal tutor/supervisor use the student look-up screen to query the student. Once the student's current programme information is displayed click on the student number and a screen will be displayed allowing you to view the student's home and semester-time address. If you have access to SAMIS PC client, use the QSV screen to query the student and use the address buttons at the bottom of screen to view the student's addresses. Staff need to request access to either SAMIS on the web or SAMIS PC client.

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Question: How does a student update their address?

Answer: Students can update their addresses (home or semester-time) at any time during the year by using the Registration website

Question: How do I find out what the university deadlines are for various student-related administrative activities, e.g. deadline for submitting exam papers; for students to choose their units online; for students to receive feedback on results.

Answer: The University publishes the Academic Administration Calendar which lists all the deadlines for all the various student-related administrative activities. Departments are consulted about the timings prior to its publication each year. From 2015/6 the calendar is accessible from Outlook Calendar.

Question: What is the Academic Technology Approval Scheme (ATAS)?

Answer: The Academic Technology Approval Scheme (ATAS) is a security clearance scheme run by the Foreign and Commonwealth Office. It's only applicable to certain science and engineering programmes but is relevant to both undergraduate and postgraduate applicants. It affects current students who need to extend their visas and a new ATAS certificate may be required where a student changes their programme of study (see below).

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C

Question: What are Change of Circumstance forms?

Answer: There are seven different change of circumstance forms. For more information and detail about how to use them please read the change of circumstances procedures web page, which has instructions on how to generate the forms from SAMIS. Briefly though, they are as follows:

CC FORM A: Change of name. From January 2016 this form is only for change of name. A change of name form can be processed without supporting documentation where necessary; however, a degree certificate cannot be issued in the student’s new name until proof has been provided. Change of name is processed by SREO.

CC FORM B: Change of unit. This form allows the student to request a change to their optional units. If the student’s change of units is a result of a programme change, they should also complete CC FORM C or CC FORM D as appropriate. The form lists the student’s current programme information, and gives their overall stage average in % from their last agreed Board decision. The student's current units are listed on the form, and the key enables the reader to interpret the type of units.  Students must highlight which units they wish to change.  Space is provided for students to enter their list of new units, and provide a short justification as to why they wish to change. It is processed by the student's department/faculty/school.

CC FORM C: Change of programme within faculty/school. This form allows the student to request a change to their programme. An additional checking step is now necessary for visa holding students and those visa holding students in departments where an ATAS certificate is required- the form explains this in more detail. It is processed by the student's department/faculty/school.

CC FORM D: Change of programme between faculties/school. This form allows the student to request a change to their programme to which is offered by a different faculty/school. An additional checking step is now necessary for visa holding students and those visa holding students in departments where an ATAS certificate is required - the form explains this in more detail. It is processed by SREO.

CC FORM E: Change of mode of study and/or extension to registration. Use this form to change a postgraduate taught student's mode of study, e.g. going into writing-up; to change their expected end date (extension of registration). See also D - questions relating to dissertations. Normally if a student is being allowed an extension then a change of mode of study is appropriate at the same time, otherwise a student will be charged tuition fees based on their current mode of study. Use this form to give an undergraduate student an extension of time if they completing re-assessment in their final year. Change of mode of study is only applicable to postgraduate taught students.  The option to change the mode of study is not printed on forms generated for undergraduate students.

CC FORM F: Suspension of registration (for UGs and PGT students). This form displays different text depending on the type of student and whether they are a visa holder or not. There are specific instructions if the student is being recommended for suspension under Regulation 3.1/3.2.

CC FORM G: Withdrawal from the University (for UGs and PGT students). This form displays different text depending on the type of student and whether they are a visa holder or not. The date of withdrawal must be in the current academic year. There are specific instructions if the student is being recommended for withdrawal under Regulation 3.1/3.2.

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D

Question: Full-time taught postgraduate has NOT submitted dissertation on time and has been given an extension. What forms should I fill in?

Answer: Department should complete a CC Form E (change of circumstance form) to give the student both an extension of time (effective from when the student should have completed their studies originally); AND change their method of study (effective from when the student should have completed their studies originally). If the student requires access to the library the new method of study should be "writing-up with supervision"; if the student does not require access to the library (i.e. doesn't need a new library card), the new method of study should be "writing-up without supervision". Change of mode of study is most commonly used when a student is granted an extension for their dissertation.  If they are to remain in the UK, Tier 4 visa holders must only be transferred to “continuation”/writing-up with supervision.  Regardless of whether the student is in the UK, Tier 4 visa holders must have their form signed and stamped by the International Student Advice Team (ISAT).

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Question: Full-time taught postgraduate has submitted dissertation on time, but has failed and Board of Examiners has allowed student to re-submit within a certain period of time. What forms should I fill in?

Answer: Department should complete a CC Form E (change of circumstance form) to give the student both an extension of time (effective from when the student should have completed their studies originally); AND change their method of study (effective from when the student knew that they needed to re-submit). If the student requires access to the library the new method of study should be "writing-up with supervision"; if the student does not require access to the library (i.e. doesn't need a new library card), the new method of study should be "writing-up without supervision". The form should be submitted to the Faculty office for approval. Change of mode of study is most commonly used when a student is granted an extension for their dissertation.  If they are to remain in the UK, Tier 4 visa holders must only be transferred to “continuation”/writing-up with supervision.  Regardless of whether the student is in the UK, Tier 4 visa holders must have their form signed and stamped by the International Student Advice Team (ISAT).

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Question: Do I need to inform Student Records when a taught postgraduate student submits their dissertation?

Answer: If the student is full-time and has submitted on time, then "no". The Student Records & Examinations Office assumes this already and changes the student's record on SAMIS accordingly. If the student is full-time and is submitting their dissertation after having been given an extension of time, then you must tell the the Student Records & Examinations Office. Once it has been recorded on SAMIS that a student has submitted they will pay no more fees. Please email SREO.

If the student is part-time, then "yes". The the Student Records & Examinations Office makes no assumptions about when part-time students might submit. Once it has been recorded on SAMIS that a student has submitted they will pay no more fees after this point. Please email SREO.

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Question: How do I find out what the dates are for the academic year?

Answer: Look at the academic year charts on the University Home Page>academic resources.

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E

Question: If a student is in suspense - does their university email account still work?

Answer: As long as the student was registered prior to going into suspension then yes - it will work. If a student will be in suspense at the start of the academic year, for example if they are in suspense until the start of semester 2, then the student MUST re-register at the start of the academic year; the student will not be charged any fees at that point. If the student doesn't re-register then they will lose their email access at the same time as all other un-registered students - round about the 2nd week of semester 1.

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Question: Once a student has submitted their thesis/ dissertation - does their university email account still work?

Answer: As long as the student was already registered then yes. If a student is un-registered when s/he submits their thesis/ dissertation, then they can register, pay no fee, and their email account will continue to work. If this mode of attendance/ method of study continues into a subsequent academic year, then the student should re-register, again, paying no fee.

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L

Question: I'm a member of staff and I'm using the LMF (Learning Materials Filestore) - why doesn't it show me the units I'm responsible for?

Answer: SAMIS holds the details of the University's units. The LMF is taking this information automatically from SAMIS. Please speak to your Faculty/School Undergraduate Office/Graduate School who will know which member of staff within your department can update the correct field within SAMIS.

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Question: I'm a member of staff and I'm using the LMF (Learning Materials Filestore) - why doesn't it show me the students on my unit?

Answer: The LMF is taking this data directly from SAMIS. During the first couple of weeks of semester when students have the opportunity to change their units, or choose their options for the first time, the data on SAMIS will be incomplete. Make sure students have submitted their option forms to their department. Departmental staff will then update SAMIS.

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M

Question: I'm a member of staff and I'm using Moodle - why doesn't it show me the units I'm responsible for?

Answer: SAMIS holds the details of the University's units. Moodle is taking this information automatically from SAMIS. Please speak to your Faculty/School Undergraduate Office/Graduate School who will know which member of staff within your department can update the correct field within SAMIS.

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Question: I'm a member of staff and I'm using Moodle - why doesn't it show me the students on my unit?

Answer: Moodle is taking this data directly from SAMIS. During the first couple of weeks of semester when students have the opportunity to change their units, or choose their options for the first time, the data on SAMIS will be incomplete. Make sure students have submitted their option forms to their department. Departmental staff will then update SAMIS.

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Question: Maximum period of registration has expired - consequences for student

Answer: A student's maximum period of registration is defined by the regulations of their programme and also University regulations if the student is a postgraduate. A student's expected end date on SAMIS is recorded as the maximum time permitted under regulations. This date can be amended if the student goes into suspense, i.e. the period of suspense is added to the expected end date. If the student has an extension, then this is recorded on SAMIS as a change to the student's expected end date. Library staff use SAMIS to check whether a student's expected end date has been reached to determine whether to re-issue a library card. If a research student submits their thesis at the date when their registration expires then library staff will not re-issue the card to allow access to library facilities. In this situation an extension is required, as long as one has not been approved already - see pdf regulation 16.1 for example. Once a student's maximum period of registration has been reached the Student Records & Examinations Office will not take any pro-active action to withdraw a student. The student's department should withdraw the student, and if appropriate approve re-registration. A student's email access will continue to work irrespective of their expected end date as long as the student is registered, irrespective of their method of study see W - writing-up with/without supervision.

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Q

Question: I've not found the answer to my question - what should I do now?

Answer: This is an evolving list of FAQs. If you have not found the answer to your question please email sreo@bath.ac.uk

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R

Question: How can I tell if a student is registered?

Answer: There are two ways to find this out.

Use SAMIS on the web. If you have access to SAMIS on the web, and you are the student's director of studies or personal tutor/supervisor use the View my current students link. Log on to SAMIS on the web. Use the View my current students link. The status will indicate whether a student is registered or not. The status of C means "currently registered". Other statuses starting C also mean the student is registered. Statuses such as P1 or R mean the student is not registered. S or S-P means the student is registered and in suspense. See the SAMIS manuals for information on what the different statuses mean.

Use SAMIS PC client. If you have access to SAMIS PC client, log in and select QSV "Quick Student View". Type in the student number if you know it, or the student's surname. Retrieve the record. Use the page up/ page down buttons to scroll through the students if you've retrieved more than one, until you find the student you are interested in. Look at the rows of data at the bottom of the screen. Look at the row with the current academic year, and look across to see the status. The status of C means "currently registered". Other statuses starting C also mean the student is registered. Statuses such as P1 or R mean the student is not registered. S or S-P means the student is registered and in suspense. See the SAMIS manuals for information on what the different statuses mean.

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Question: What is registration?

Answer: Registration is the process undertaken by students when they first start their course and also at the start of every subsequent academic year that they are still a student. All students are asked to register via the registration website. It involves checking the details that the University holds on its central student record database; correcting any details that are incorrect; paying any tuition fees that are applicable; electronically indicating agreement to abide by all the University's rules and regulations.

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Question: Why does a student have to register?

Answer: Whilst a person is a student they effectively have a contract with the University; every year the student must agree to abide by the University's rules and regulations. The University holds the student's data on a database and the University must give the student an opportunity to agree that the data that the University holds is correct. The registration process allows the University to collect any fees that are due. Even if a student is not actively studying and is in suspense, they should register to ensure that the data we hold about them is correct. Students in suspense are not charged any fees. Once a student is registered the student is able to benefit from all the University's facilities and resources - the library, email access; sports facilities. Registered students who are in suspense only have access to their University email account.

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Question: When are students asked to register?

Answer: Students are asked to register at the start of their programme, by email. We only ask those students who have firmly accepted an unconditional offer of a place. Thereafter students are asked to re-register at the start of each academic year by email. Students who don't register will lose their email access, and won't be allowed to use the electronic library resources, normally at the start of the 2nd week of teaching. Those students who don't register at the start of the year are reminded periodically to do so either by using the student's personal email address. Once students have registered email and Moodle access returns after about 1 hour.

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S

Question: I'm a member of staff - how do I get access to look at student data on SAMIS?

Answer: You need to request access to SAMIS by downloading an MIS user registration form.

Question: I'm a member of staff - how do I get training on SAMIS?

Answer: Email the SAMIS support team to request training. Please indicate what you want to do with SAMIS when you contact the SAMIS support team.

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Question: What is SAMIS?

Answer: SAMIS is the University's central database of student records. It stands for: Student & Applicant Management Information System. SAMIS stores data about applicants and students. It's accessible over the web (SAMIS on the web); or the full database is accessed via a PC client-server. Students have automatic access to SAMIS on the web to view their units; personal details; exam timetables; and choosing their units on-line. Staff need to request access. SAMIS is linked to other computer systems across the University in BUCS and the Library & Learning Centre. The registered status of a student on SAMIS controls access to University resources such as the Library resources; email; gaining a Students' Union card.

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U

Question: I'm a student and I've just checked my units on SAMIS on the web and they are incorrect - who should I contact to get them corrected?

Answer: You can print out a change of unit form from SAMIS on the web, complete it, indicating which units you should be doing, and those you are not - give it to your department to get it processed. Leave at least 3 working days before checking again, to make sure the changes have been processed.

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Question: I'm a member of staff - how do I get a list of students on a unit?

Answer: Log on to SAMIS on the web. On the Staff page click on the Target and Actual Unit numbers report. Follow the instructions on screen. If need be you can copy and paste the details on screen into Excel.

Alternatively use Business Objects - download the following report from the corporate document srs_depclass_list_basic-v2.rep. Refresh the document using the appropriate academic year and unit code.

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Question: I'm a member of staff - how do I find out what units a student is taking?

Answer: Log on to SAMIS on the web. Under "Staff reports" click on Student unit list. Enter the student's registration number and click on Run report. This will give you a list of the units the student is taking in the current academic year.

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Question: How do students choose their optional units?

Answer: Students choose optional units at specified times of the year online via SAMIS on the Web. You can find further information on this process at http://www.bath.ac.uk/catalogues/information/students/online-unit-selection.html.

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W

Question: Writing-up without supervision - what facilities are provided?

Answer: When a research student transfers to writing-up without supervision the only University facilities they are entitled to is access to their BUCS email account, as long as the student registers. Students with this mode of attendance/method of study are not allowed to use library facilities. This mode of attendance is not appropriate for Tier 4 students who wish to keep their visa.

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Question: Writing-up with supervision - what facilities are provided?

Answer: When a research student transfers to writing-up with supervision, the student is allowed access to library facilities, supervision and their BUCS email account, as long as the student registers. Refunds are given on a pro-rata basis if the student submits their thesis within the academic year the fee is being paid. Once the student has submitted, then library facilities continue as long as the student hasn't reached their expected end date.

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This is an evolving list of FAQs. If you've looked at all these questions and still not found the answer please email sreo@bath.ac.uk