Student Hub
How do I navigate a student record within the Student Hub?
Staff with Finance access to the Student Hub can retrieve and view any Student Record. The steps below describe the contents and how to navigate the information viewable within the Student Look Up tool.
As far as possible the Student Hub has been developed to imitate the WISARD Student Query tool.
The Student Hub
- Viewing the Personal tab
- Viewing the Address tab
- Viewing the DoS/Supervisor tab
- Viewing the Programme/Session tab
- Viewing Student Fees Audit records
- Viewing Student Fees History
- Viewing the Courses tab
- Viewing the Entry tab
- Viewing the Awards tab
- Viewing the Extension tab
- Viewing the Documents tab
- Viewing the Debts tab
- Appendix 1 - Fee Type
- Appendix 2 - Debt Category
On retrieval of a Students Record within the Hub staff will be presented with the Student's Personal details:
The Personal tab displays a photograph of the Student along with personal details relating to name, date of birth, gender, nationality etc.
Clicking on the student UUN at the top left corner of the tab populates the student's email address within a new Outlook message.
The details on this page are maintained by Registry.
Click on the Address tab at the top of the Hub.
The Address tab displays the student's current Home Address and Semester Address. It also displays information on Future Addresses (if known) and any Past Addresses if the student has moved during their time of study.
The details on this page are maintained by Registry.
Viewing the DoS/Supervisor tab
Click on the DoS/Supervisor tab
The information displayed within the DoS/Supervisor tab is dependent on the programme being studied.
- If the student is studying a Taught programme, this tab will display information regarding the identity of the Director of Studies (see the example image above).
- If the student is studying a Research programme, this tab will display information regarding the Supervision team (see the example image below).
Viewing the Programme/Session tab
Click on the Programme/Session tab.
The Programme/Session tab has three sections of information:
- Select Programme for Display (see example image above)
- Programme/Session (see example image above)
- Detailed Session Registration Progression Records (see example image below)
The Select Programme for Display section displays the date of confirmed attendance. It also has a Select Programme drop down menu listing the different programme's undertaken by the student (e.g. If the student is currently studying a postgraduate programme, but has also studied an undergraduate programme within the university prior to this, a unique instance will be displayed for each. Selecting from this menu will change the content displayed within the Programme/Session tab.
The Programme/Session section contains information regarding the programme e.g. the owning College & School, the start date, end date, matriculation date, fee status, confirmation of attendance etc.
The Detailed Session Registration Progression Records section lists the enrolment records for the student including session year, from & to dates, qualification being studied for, programme title, study method, council tax exemption eligibility and the dates for registration, attendance confirmed, fully admitted and matriculation.
The Student Fees Audit link resides within the Programme/Session section of the Programme/Session tab.
Clicking on the link opens a window showing updates to the Student Fees Audit details:
The description of the information displayed within the Student Fees Audit window can be seen below:
| Column | Description |
|---|---|
| Date of Change (most recent first) | Date information updated (displayed most recent first) |
| Data Item | The information amended |
| Updated By | The staff member responsible for the update to the information (EUCLID ID & Name) |
| Comments | Details of the amendment - automatically generated by EUCLID |
| UUN/Instance | University User Number/two digit code indicating the student enrolment (e.g. 01, 02 - the number increases dependent on the number of programme's the student undertakes within UoE) |
| Enrolment Instance | The sequence number appropriate to the enrolment record - this is only displayed if a change was made to the enrolment record that impacts on fees information, other with this will display as 'N/A' |
| Previous Value | The previous value updated - if there was no previous value this is displayed as 'Null'. |
The fees audit records are viewable by Student Fees Audit and Applicant Fees Audit, separating the details of admissions focused details and enroled student details.
Staff can change the details to view by clicking on the 
or the 
button displayed.
The information displayed within the Applicant Fees Audit window is more limited than the Student Fees Audit, however, the information is much the same - a description of the details can be seen in the table supplied above.
To shut down the Student Fees Audit window, click on the 
button.
The Student Fees History link resides within the Detailed Session Registration Progression Records section of the Programme/Session tab.
Clicking on the link opens a window displaying three sections:
- Student Instance Summary
- Fee Transaction History
- Fees Due History
The Student Instance Summary displays details of the student's current enrolment and fees status.
The Fee Transaction History displays details of fees transactions generated by Registry Fees, displaying programme fees & sponsorship contributions of applicable. The Fees Transaction History also included the information below:
| Column | Description |
|---|---|
| Session | Academic year that transaction was created within. |
| Payer | The fee payer i.e. Sponsor or Self payer e.g. Self, Student Loan, SAAS Grant, etc |
| C/D | Credit or Debit |
| Posted? | Extracted to Finance via eFinancials i.e. Posted, Ready to Post, Hold, Cancelled. |
| Fee Type | Displayed as a code, this indicates the type of fee due i.e. TUITO - Tuition Fees, APC - Additional Programme Costs, EXAM - Exam/Re-examination Fee - For a full list of all Fee Type Codes & descriptions see Appendix 1. |
| Amount | The fee amount due. |
The Fees Due History displays details of predicted Fees generated by Registry (NB not including sponsorship contributions) for programme enrolments including the information below:
| Column | Description |
|---|---|
| Session | Academic year that transaction was created within. |
| Prog/Course level | Programme or Course - The study level the fee applies to. |
| C/D | Cancelled or Due |
| GFT Status | This column indicates whether a Fee Transaction has been Generated by Registry Fees |
| Fee Type | Displayed as a code, this indicates the type of fee due i.e. TUITO - Tuition Fees, APC - Additional Programme Costs, EXAM - Exam/Re-examination Fee - For a full list of all Fee Type Codes & descriptions see Appendix 1. |
| Amount | The fee amount due. |
To shut down the Student Fees Audit window, click on the button.
Click on the Courses tab
The Courses tab has 2 sections:
- Current Course Enrolments
- Past Course Enrolments
- Recognition of Prior Learning
- Course Concessions
The Current Course Enrolments section contains information on the courses currently being studied. Details on the course code, full title, delivery period, level, credits sought and assessment month are displayed alongside each course.
When a student has completed a course the details are removed from this section and displayed in the Past Course Enrolment section along with the students mark, grade and credits achieved. For a full description of EUCLID Grades click on the link below:
A total of the credits sought and achieved can be viewed by Academic Year and for overall Programme.
Clicking on the hyper linked course code allows staff to view the full details of the course.
Recognition of Prior Learning & Course Concessions
The Recognition of Prior Learning (RPL) section displays the equivalent Edinburgh University course to the qualification achieved by the student, the credits applied and the identity of the staff member that recorded the information.
The RPL records can be maintained by Registry.
The Course Concessions section details any concessions applied to the student record by College/School or Registry staff at the online course enrolment stage.
Click on the Entry tab
It contains information on previous institution/school attended and entrance qualifications.
This information is maintained by EUCLID Support.
Click on the Awards tab
The Awards tab contains information on awards gained within Edinburgh University (e.g. 1st Class Degree) and any Medals or Prizes that have been awarded.
Click on the Extensions tab
Click on the Extensions tab
The Extensions tab contains information upon any extensions recorded against the student.
The Extensions section details the duration of the extension with free text notes updated by the staff member who has recorded the extension against the student. The identity of the user and the date/time of the record update is also displayed.
Extensions automatically updates the student's Estimated Programme End Date within Programme/Session tab.
The Extension records are maintained by Registry.
Click on the Documents tab.
The Documents tab contains scanned documents uploaded against the Student record by Registry.
There can be multiple documents available to view, relating to fees and non-fees correspondence retained against the student for future reference.
Finance staff can click on the linked text under the Document column to open the scanned image of the document in a new window, in whichever format it was uploaded as (e.g. Word, PDF, JPEG) to view.
Click on the Debts tab.
The Debts tab contains details of any debt or fee queries recorded against the student over their period of study.
This includes outstanding debt and historic records for resolved debt.
A description of the information displayed within the Debts tab can be seen below:
| Column | Description |
|---|---|
| Debt Category | The Debt or Fee Query type, e.g. (IS) Income Section, (LI) University Library, (NM) Not Matriculated etc. For a full list of Debt Category types see Appendix 2. |
| From | When the debt arose. |
| To | The date when the debt was resolved. |
| Date Created/Updated | Automatically populated by EUCLID to record the date when the debt information was recorded. |
| Created/Updated By | Automatically populated by EUCLID to record the staff member who updated the debt details. |
| Notes | A free text notes field available to enter details not recorded in the fields above. |
The Debt information is maintained by Registry.
| Fee Type | Full Name |
|---|---|
| APC | Additional Programme Costs |
| APL | Recognition of Prior Learning |
| CONT | Continuation Fee |
| EXAM | Exam/Re-examination Fee |
| GCRFEE | General Council Registration Fee |
| INIT | Initial Registration Fee |
| LATE | Late Registration Fee for examination/registration |
| MATRIC | Matriculation Fee |
| MODADD | Module Additional Expenses Fee |
| MODULE | Module Fee |
| OTHER | Other Fee |
| PGPROR | Pro-Rata Fees |
| REG | Registration Fee |
| REINST | Reinstatement Fee |
| RESUB | Resubmission Fee |
| SERV | Service Charge |
| TUITIO | Tuition Fees (Migrated from DAC) no longer in use |
| TUPG | Tuition Fee (standard PG annual tuition fee) |
| TUPGFT | Tuition Fee (standard PG annual tuition fee) |
| TUUGFT | Tuition Fee (standard UG annual tuition fee) |
| TUUGPP | Tuition Fee (UG part-time programme) |
| TUUGPT | Tuition Fee (part-time/year UG on FT programme) |
| TUUGVA | Tuition fee (visiting student - waived) |
| TUUGVS | Tuition fee (visiting student - not waived) |
| TUUGYA | Tuition Fee (UG programme with prescr. year away) |
| Debt Category | Debt or Fee Query? | Description |
|---|---|---|
| AC | Debt | Student Accommodation |
| AR | Debt | Archaeology |
| BD | Debt | Bad debt |
| CT | Debt | Card Terminated due to student debt: email DoS/Supervisor |
| DD | Debt | Doubtful Debt |
| DI | Debt | Disability Office |
| HF | Debt | Housing flat |
| IS | Debt | Income Section |
| LG | Debt | Late Grant - must see Jane Walters EUSA |
| LI | Debt | University Library |
| LO | Debt | Small Loan - Student's Association |
| PA | Debt | Parking Debt |
| AS | Fee Query | 1st year attend (accom) bursary & Scot Bursary RUK |
| CB | Fee Query | Credit balance on eFin for matric. purposes only |
| NM | Fee Query | Not Matriculated |
| PG | Fee Query | Postgraduate queries |
| QU | Fee Query | Query Continuation fees, extensions etc |
| RS | Fee Query | Resubmission fee |
| SB | Fee Query | Scottish Bursary for RUK students |