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; Academic administration calendar
C - Change of circumstance forms
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, 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.
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.
C
Question: What are Change of Circumstance forms?
Answer: There are five 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 also has downloadable forms. Briefly though, they are as follows:
CC1: Change of name and/or address. Students should change their own address information via Registration on-line. Address changes can be made via ROL throughout the year.
CC2: Suspension or withdrawal from University (for UGs and PGT students). If a student is being written off through lapse of time, the student's withdrawal date must be in the current academic year, it cannot be for a date prior to the current academic year. The student will then be liable for any fees charged up until the date of withdrawal.
CC3: Change of student details (PGT students only). Use this form to change a PGT student's programme; to change their method 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 method of study is appropriate at the same time, otherwise a student will be charged tuition fees based on their current method of study.
CC4: Change of programme/unit form. Use this form to tell the Student Records & Examinations Office about a change to an undergraduate's programme and/or units. Also use this form for any change to a postgraduate's units.
CC5: Interdepartmental change of programme form. Use this form if the undergraduate student is changing programmes between departments.
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 CC3 form (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". The form should be submitted to the Faculty office for approval.
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 CC3 form (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.
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.
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.
Question: How do I find out what the dates are for the academic year?
Answer: Look at the academic year charts on the Student Records & Examinations Office web page.
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.
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.
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. Alternatively email samis-support@bath.ac.uk to request that this information be updated.
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. Either departmental staff or Student Records & Examinations Office staff will then update SAMIS.
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. Alternatively email samis-support@bath.ac.uk to request that this information be updated.
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. Either departmental staff or Student Records & Examinations Office staff will then update SAMIS.
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 regulation 16.5d (i) 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.
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 or visit our contacts page for information on who to contact.
R
Question: How can I tell if a student is registered?
Answer: There are three ways to find this out.
Use SAMIS on the web. Log on to SAMIS on the web. Use the Student Look-up screen; enter the correct academic year in the format 2005/6, enter a student number or surname; click on "Find student". The status under Programme details 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. See the SAMIS manuals for information on what the different statuses mean.
Use the Student Lookup button on the SAMIS home page. Authorised users can log into this to search for a student by student number, surname or BUCS username. The records displayed tell you whether the student is "Fully registered" or "Not registered". The screen also displays the student's start and end date ; date of birth and mode of study. If you already have access to SAMIS on the web or SAMIS PC client then you probably already have access to this look-up screen. If you are a member of staff and don't have access you can request it by downloading an MIS user registration form.
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. See the SAMIS manuals for information on what the different statuses mean.
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 on-line. 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.
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.
Question: When are students asked to register?
Answer: Students are asked to register at the start of their programme, either by letter or 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, normally by email. Thereafter students who don't register will lose their email access, and won't be allowed to use the electronic library resources. 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 or letter.
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 samis-support to request training. Please indicate what you want to do with SAMIS when you contact the SAMIS support team.
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.
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.
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. Go to the Student Lookup screen. Enter the academic year, and unit code (upper case) and click on "Find student" - this will give you a list of the students on the unit. 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.
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.
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.
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. The writing-up without supervision fee is a one-off payment, so therefore no refunds are given if the student submits their thesis within the academic year the fee is being paid.
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.