Welcome to Student Administration, the team forms part of the wider range of support services available to students through Student Support and Well Being and are responsible for central student administration at the University.
We have overall management of the student and curriculum record and the University’s undergraduate and postgraduate regulations. Our work underpins a student’s academic experience from registration through to graduation and incorporates both undergraduate and postgraduate registration, assessment and examinations, appeals, certificates and transcripts, student related statistical reporting and returns to statutory bodies, records management and graduation.
The Curriculum Team are responsible for the setup and management of all curriculum data structures in the University database, SITS, and this underpins all student activity such as registration, option choice and mark entry. Examples of curriculum data include pathways, courses, modules/units, ‘diets’ and assessment patterns.
The team also ensures the accuracy of this data for internal and external reporting, including the management of FTE’s at SITS module level, and validate curriculum related external funding coding for University Returns, such as UNISTATS which is useful to applicants choosing which course to study.
Records and Assessments
The Records and Assessments Team are responsible for the management of central records used to track studies of on-course students on standard degree courses. Changes made to the University database reflect the outcomes of academic decisions, including the enrolment of modules/units and processing course changes, interruptions and withdrawals/termination of studies requests.
Significant events organised by this team include the registration of continuing students, undergraduate option selection for students with choice in their seminars, preparation and attendance at Assessment, Progression and Award Boards and the release of all end of year results.
The team also service the Registrar's Advisory and Operational Groups and liaise with our Finance Department and the Student Loans Company to ensure the University receive payment of tuition fees for those who are in receipt of student loans.
Awards and Graduation
The Awards and Graduation Team are responsible for the creation and publication of the May and August examination timetables and also for the organisation and the running of the formal exam periods, which includes liaising with Student Support and Wellbeing to ensure students with alternative arrangements are accommodated, as far as possible.
The student aspects of winter and summer graduation ceremonies are also managed by this team, which includes the release of the graduation task, as well as the organisation of students in the Cathedral on each graduation day. Certificates and HEAR transcripts are produced by this team for graduands, as well as for former students who have lost or need replacement documents.
The administration of student appeals and mitigating circumstances panels also falls in the remit of this team, as well as servicing Academic Appeals Committees.
Student Data Team, External Returns and International Compliance
The Student Data, External Returns and International Team are responsible for the preparation of data and subsequent submission to the statutory bodies such as the Higher Education Statistics Agency (HESA), the Office for Students (OfS), and the Teaching Regulation Agency.
The Data Team provides information to support the University in the recruitment, engagement, retention and success of students. The team manage the student feedback process and send out feedback surveys to students periodically to support the 'Student Voice'. The responses of which aid student led improvements made to programmes and the student experience as a whole to the benefit of future cohorts.
The International Compliance Officer is responsible for compliance and immigration matters for both students and staff in relation to Tier 4, Tier 1 Graduate Entrepreneur and Short-term student visas. This includes visa applications, appeals and is the main point of contact with the Home Office. Other responsibilities include the administration in relation to compliance of the exchange programme (Erasmus and Non-EU).
What do I use the SRM for?
The Student Records Management system (SRM) is an important means of communication and you should get into the habit early of checking this, and your Hope email, on a regular basis. To access the SRM, you need to log into MyHope (from the Student/Staff Gateway) and then select the link for Student Record Management.
When you log into the SRM, you will see various tabs, just under where your name and ID number are. It always defaults to the Home tab and this is where your Action Intray is. During the course of your studies here, you will be sent a small number of ‘tasks’ to complete depending where in your studies you are, one of the first of these will be the Online Registration and Fees Task. At the end of your course, we will ask you if you wish to attend Graduation and this is done via a task too.
In the Personal/Finance Details tab, you can see the addresses we hold on our records. You can amend your permanent and contact addresses and emergency contact details/address, if they change during your time with us.
In the My Details (Academic) tab, you can access registration documents such as a copy of your Registration Form, check your Registration Status, and print out a Council Tax Exemption Certificate (eligibility applies).
Also in this tab, you can view in more detail the course you are registered for and, as the academic year goes by, you will see provisional coursework grades appear. At the end of the year, after the formal exam boards have confirmed your provisional grades and a formal summary of your overall result has been sent to you by email, then you will have access to your full year’s results.
How do I change course/modules?
Changing one or more courses might have an impact on the title of your degree or your eligibility to graduate. Therefore, you must seek academic advice before proceeding. When you are confident with the change/s you wish to make you will to complete a Request to Change Form. For Level F and C students this is an on line process, you should consult your personal tutor for guidance about entering this system. For Level I and H students the form can be accessed from the Course Change Form on the Student Administration web pages. Once you have completed and submitted this form, they will go through the authorisation procedure and pass on any approved changes to Student Administration so that your record can be updated. You will be able to view these changes in the My Details (Academic) tab in your SRM.
You will also find information about changing course in our Student Transfer Policy this can be found on our Student Policy and Procedures Pages.
How do I withdraw or interrupt studies?
This answer is aimed at students on taught programmes. For postgraduate research students, please click here to visit the relevant webpages.
Withdrawal from studies is a serious step and so the University expects you to discuss this with staff before making a decision. You are strongly advised to speak to your Personal Tutor, a Senior Academic Advisor, or member of Student Support & Well-being, or a Network of Hope Link/Support tutor. If you are an international student, you must make an appointment to see an international compliance officer as we will have to inform the UKVI if you do withdraw. If you are absolutely sure that you want to withdraw, then you need to complete a Withdrawal from Studies form and send it to us for processing.
Interruption of studies can only be authorised by a Senior Academic Advisor or a Network of Hope Link/Support tutor. Therefore, you need to make an appointment to see one of these who will discuss your position. If you are an international student, you must see an international compliance officer before this appointment so that you are clear on how a period of interruption will affect your visa status. If an interruption period is granted, you will be required to complete the Interruption of Studies Form with the advisor.
When are my exams?
The formal summer examinations are detailed in the academic calendar which you can access through our web pages
You can find your own personal exam timetable via Student Record Management, using the Examination Timetable tab. This will give the details of when your exams are and the room location.
What if I’m late or can’t make an exam?
All examinations start promptly at the advertised time. We will normally admit you to the examination room 10 minutes before the Start Time shown on your examination timetable, so you should arrive at least 15 minutes before your exam is due to start. In order to avoid disrupting students who have already started their exam, late comers will only be allowed entry into the exam hall up to 10 minutes after the examination has begun.
If you are unable to attend an examination (e.g. due to illness or other valid mitigating circumstances), you should email an explanation of why you were unable to attend to firstname.lastname@example.org within two weeks of the examination date. Normally, the request will only be granted if you supply suitable evidence, such as a medical certificate.
When is my end of year results released and where do I view them?
We will provide you with advice about results release in due course. When your results are released you will first receive an overall summary to your University email account, from after approximately 10.00am on your results day. This will give you the “big picture” [eg whether you have passed or failed overall, and whether you have any resits to do].
Secondly, the agreed marks and grades for all your assessments will be uploaded to the Student Record Management facility on MyHope. If you have passed, these details will be available by around 2.00pm. If you have not passed, the details will be available as soon as you have opened the email giving you the overall summary.
What do I do if my marks are missing or I don’t understand them?
The results on MyHope reflect exactly what has been entered by your School/Department. Therefore, if you think a mark is missing or incorrect, please contact your School/Department Office in the first instance.
In general, the opportunities available to you will depend upon your aggregate mark for the subject, the reason for your fail, the severity of your fail, and whether your fail was on the initial attempt. For more advice on Understanding your Degree, click here.
How do I lodge an appeal?
We advise you to look at the Appeals Procedure that is listed in the Academic Appeals section of this webpage.
In the first instance, it is advisable to contact your School or Departmental Office to seek advice from a Senior Academic Adviser. If your Senior Academic Adviser cannot resolve the matter informally, you must complete an Intention to Appeal Form to confirm your grounds of appeal and email this to email@example.com, no later than the earlier of;
(a) 10 working days after the publication or the Board's decision or
(b) 5 working days before the conferment of the award.
You should also take advice from the Student Union. You can find the appropriate appeal form on our web pages.
When is graduation and where do I find out more information about how to order gowns and photos?
Find out what day you are due to graduate on our Graduation web pages.
How do I obtain my certificate and/or record of grades received?
If you are due to graduate, you will receive your Certificate at the ceremony. Your Higher Education Achievement Report (or HEAR transcript) will be sent out electronically to your Hope email at the time of your graduation. Please note that if you are being conferred in absentia, your certificate will normally be posted out to you by recorded delivery within four weeks of the ceremony date.
If you withdraw from the University before the end of the course, you may be entitled to an intermediate certificate depending on the credits you gained. Intermediate certificates are sent out twice a year so you will receive this within six months of your leaving the course. If you would like further information about this, please contact us.
For all other requests for transcripts, replacement certificates or certified copy of your qualification, please visit the Online Store.
What are the official term dates and when can I take holidays?
The Academic Calendar gives key information about term dates, vacation dates and graduation dates. Where possible, they also indicate the timing of other key events such as formal examinations, re-assessments and results release.
For further information, please contact the Department Office:
Liverpool Hope Student Administration
T: 0151 291 3331
Available Monday to Friday, 8.30am-5pm.