Guide to online enrolment and payment

Accessing Online EnrolmentTo access Online Enrolment log on to Student Records Online. This is also accessible via the Student Homepage.

First time logging-on? If this is the first time that you have logged-on to Student Records Online or the Student Homepage then you will need to change your password. Your initial password is your date of birth in the format DDMMYYYY. IMPORTANT: Once you have finished changing your password you need to close all your web-browsers windows so that your new password is activated.

Contents

• Accessing Online Enrolment

Stage 1• Consent and Permissions• Your Personal Details• Name Format for your Award Certificate• Your Addresses and Contact Details• Emergency Contact• Statutory and Equal Opportunities

Data Collection

Stage 2• Calculating your Tuition Fees• Payment Options• Confirmation of Enrolment

For more information, please download our Logging on guide.

Once you have access to Student Records Online, the first screen you should see will look similar to this:

If you do not see this ‘Welcome’ screen and you know that you have not enrolled, please contact enrolment@glos.ac.uk for assistance. You should note that you cannot enrol if:

• youhavenotprovidedallinformationrequestedwhenyouappliedtoyourcourse(for examplecopiesofpreviouscertificates,completedmedicalclearancedocumentsetc)(in which case your should contact admissions@glos.ac.uk for advice);• youhaveanoutstandingdebt(inwhichcaseyoushouldcontact creditcontrol@glos.ac.uk to clear the debt);• youarerequiredtohaveyourdocumentschecked–formoredetailspleasevisitour International Students pages;• yourcourseisnotyetopenforenrolment;• wehavenotcalculatedthebalanceofyourtuitionfees(inwhichcaseyoushouldcontact fees@glos.ac.uk for assistance).

There are two ‘stages’ to Online Enrolment. At ‘Stage 1’ you check and confirm your personal details and information about your course. At ‘Stage 2’ you confirm and arrange to pay your tuition fees. In order to be enrolled with the University you must complete both Stage 1 and Stage 2 even if you have no fees to pay. IMPORTANT:If you do not complete Stage 2 as well as Stage 1 you will not be fully enrolled.

To begin, click Personal Details under the ‘Stage 1’ column.

Consent and PermissionsThe first screen you will see at ‘Stage 1’ will be a series of consent notices and ‘opt-outs’ .

To enrol with the University of Gloucestershire you must confirm that you have read, understood and accept our current Terms and Conditions and Data Processing Consent Notice.

Text MessagingThe University uses text messaging to communicate with groups of students. We might use it to tell you that a lecture has been cancelled or that due to poor weather conditions the University has closed a campus. Lecturers may use text to inform students about important module-related matters. Students have found this facility to be useful in the past and we would recommend that you opt-in. If you do opt-in then, when updating your personal details, please ensure that your mobile number is correctly recorded.

Students’ UnionThe University has agreed to send certain information to the University of Gloucestershire Students’ Union in order to help the SU conduct its business. The information sent is described in the Data Processing Consent Notice. If you opt-out, your ability to join sports clubs and societies, attend Student Union events, access the Students’ Union website, take advantage of NUS discounts and vote in student elections will be affected.

ReferencesIf you apply for a job or further study you may put the University down as a referee or indicate that you have studied at the University and achieved an award. Most organisations will check with the University that the qualifications of applicants are genuine. By allowing the University to give academic references and confirm your awards to potential employers without seeking further permission from you, you will speed-up the confirmation process which may mean that you get good news more quickly!

Your Personal DetailsAs you move through Enrolment a number of screens will display summarizing your Personal Details,includingyourname(pleasecheckitisspeltcorrectly),yourdateofbirth,yourcourseetc.

If any of the details shown are wrong you should correct them where you can. If you are unable to change the information or you have a query please contact enrolment@glos.ac.uk for advice.

Don’t let any incorrect / missing information stop you from completing Enrolment.

Name Format for your Award CertificateYou have the chance to change the format of your name on your final award certificate. We have made this option available because:

• Inthepaststudentshavesaidthattheydonotwanttheirmiddlenamesappearingon their certificates• Insomeculturesitismoreusualforthesurname/familynametobeprintedfirst.

Think carefully before deciding to amend the format of your name on your award certificate. If you subsequently change you can amend the format of your name in Student Records by going to ‘Personal Details’ and the section called ‘name format for final award certificate’. Your Addresses and Contact DetailsWe record three addresses for you:

• Your‘CorrespondenceAddress’.Wewillalwaysusethesedetailstocontactyou,soitis important that you keep the details updated. You can do this at anytime via Student Records Online.• Your‘HomeAddress’.Thisisyourpermanentaddressandisorwillbewhereyoucanbe contacted when you are no longer studying. This is maybe your parent’s address or, if you are an international student, your address in your home country. • Your‘Term-timeAddress’.Thisiswhereyouwillbelivingduringterm.Wearerequired by the UK Government to collect this information although when we pass it on it will be anonymous, unless we are required to reveal it by law.• Iftheaddressesweholdforyouareaccuratethenpleasescrolltothebottomofthe page and click ‘Continue’

Click the ‘Edit Address Details’ button below each address to make changes.If you are living in the UK please enter your Postcode and click ‘Get UK Address’. This provides more accurate information about your address and reduces the chances of a typing error. Once you have made your amendments click ‘Return’ to continue.

Emergency Contact DetailsPlease provide the details of someone we may contact in an emergency, for example if you were taken ill. It is important that you give us accurate details and that this person remains contactable. If you wish to change the details submitted here then you may do so via Student Records Online.

Statutory and Equal Opportunities Data CollectionThe University is required to collect and report data on its student population and return it annuallytotheHigherEducationStatisticsAgency(HESA).Thequestionsinthissectionare part of this return. Additionally, under its obligations to the Equality Act 2010 and in order to fulfil its reporting duties to HESA, the University is required to collect some personal information from you. The answers to the questions on physical disabilities and learning difficulties are made available to the University’s Disabilities Team in order to offer support for students, but none of the other information collected is associated with identifiable individuals in any internal or external reporting. Whilst you cannot complete enrolment without answering thesequestions,itispossibletoselectan‘InformationRefused’(orsimilar)optiontoeachquestion if you do not wish to provide the data.

IMPORTANT:You will have now completed Stage 1 of Enrolment. Please click ‘Finish’ and then select Stage 2 - Fee confirmation and payment.

Calculating your Tuition FeesWhen you start Stage 2, ‘Fee Payment and Confirmation’ you will be shown a screen similar to this:

This screen shows you:

• thetotalfeeforyourcourse(asdefinedbyourFeesPolicy)*• howmuchtheuniversityhasreceivedintheformofpaymentsonaccountor sponsorship• howmuchtheuniversityhasreceivedintheformofdeposits• thefinalsum(balance)tobepaidinorderthatthisyear’saccountcanbesettled.

*Notethatsomecoursesarechargedonthebasisofthenumberofmodulesthatstudentsare registered for. Programmes where this applies are part-time Undergraduate courses and ‘professional’ courses such as CIPD. If this applies to your course and you have not registered your modules, you will have to do so before you can pay your fees. The initial enrolment screen will prompt you to select your modules if this is a requirement.

Payments on-account and SponsorshipIfyourSponsorship(otherthantheStudentLoansCompany)isnotreflectedonyouraccountthen please ensure you have followed the Guidance for Sponsored Students and obtained an authorised Sponsorship Form from your Sponsor. This completed and authorised form should be uploaded to the university’s systems via Student Records Online . International students who have paid a deposit or made a payment on account via Bank Transfer and this has not yet been reflectedonyouraccount,shouldensurethatevidenceofyourtransferredfundshavebeenuploaded to the university’s system via Student Records Online .Fee Payments by the Student Loan CompanyIf you are expecting your fees to be paid by the Student Loans Company, but the University has not received confirmation that this is happening, you should complete enrolment by selecting the option “I am expecting to receive funding from SLC or SAAS”.

If the university does not receive confirmation from the SLC or SAAS by 31st October that it will be paying your fees you will be responsible for the outstanding fees and debt collection procedures will be implemented in line with the University’s Debt Collection Procedures. You should contact creditcontrol@glos.ac.uk to discuss your account and make the necessary payment arrangements.

If you think that there is an error in your fee calculation then contact fees@glos.ac.uk for advice. Click ‘Quit’ to leave the process. You can come back later when the issue has been resolved.

Payment OptionsBefore you confirm that your fees are correct you should select how you wish to pay the outstanding balance of your fees:

The options that are available to you will be listed and you should ensure that you only choose one payment option.

When you are content that your fees are correct and you have chosen the correct payment methodtopaythebalance,click‘Confirm’.Evenifthefeebalancedueis0(zero)youshouldclick ‘Confirm’.

Depending on your outstanding balance and the payment options chosen, you may be taken to a secure payment-site. You may pay your fees using the following options:

• Creditcard/debitcard• Directdebit(pleaserefertotheFeesPolicyfordetailsofinstalmentdates)• Directbanktransfer/onlinebanking• ChequeorBankersDraft If you do not need to pay a fee you will be returned to the enrolment ‘Welcome’ page.

Confirmation of EnrolmentAs you complete Stages 1 and 2 your ‘status’ will change on the Enrolment Welcome screen. If you are studying on more than one course you will need to complete Stage 1 and Stage 2 for each course.

When both Stage 1 and 2 are completed and you are enrolled on the course concerned, an Enrolment Confirmation Letter will be generated - click the link to get the letter. If you are collecting your University Identity Card from a Library you will need this document.

You will be able to access this Enrolment Confirmation Letter throughout the year via Student Records Online. Organisations external to the University may accept this letter as confirmation that you are a current student with the University.

IMPORTANT: You must take your Enrolment Confirmation Letter with you when collecting your Student ID card.