Updating Applicant Records Post Applicant Transfer (ATR)
ATR is the acronym given to the Applicant Transfer Process in EUCLID that creates the student record for all successful applicants. UF applicants will be ATR'd six weeks prior to their programme start date.
Changes after ATR
Admissions staff will still be able to update the applicant's records (e.g. record a change to entry programme) post ATR up until Welcome Week.
Any significant changes made to an applicant's record in the period between ATR and commencement of matriculation will be reflected in the student records created for that applicant.
Changes after matriculation has commenced
Once matriculation has commenced, a warning message will be displayed on the applicant record indicating that the student has started the matriculation process:
“NB this student has now commenced their programme of study. While you may still make changes to the applicant’s record here, these changes will not be reflected in any related student records. Any changes that must be made to the student record should be notified to the studentrecordsteam@ed.ac.uk.”
Where changes are required to programme of study, start date, or student is not intending to take up place, student records team should be asked to unlock the record by removing the matriculation action date. This will enable Admissions staff to update the admissions record to deferred / cancelled / release to clearing. SRT staff will confirm when the record has been unlocked.
Where the record has been unlocked, it is imperative that Admissions staff follow through on deferral or cancellation of the record otherwise the student will receive bulk emails from the records team that are sent to all students who have not taken matriculation action asking them to complete registration again
Once Welcome Week has commenced (i.e. change of programme, change of start date within 8 weeks of existing start date) the programme can now be changed by staff who have appropriate access to the student hub - for more information see:
https://www.ed.ac.uk/student-systems/support-guidance/admin-support-staff/student-admin-colleges-schools/undergraduate-programme-update. If you're not sure, student records team should be asked to make the required change. This change will NOT update the Admissions record. Requests for record changes must include the student UUN and requests for change of programme must specify the EUCLID programme code which can be found in the Programme Lookup Spreadsheet