Student Administration Open Day Friday 31 October 2014

1. Student Administration Open DayFriday 31 October 2014 Fees and Student Support Team – more than just fee charging! Rhona Anderson Fees and Student Support Manager

2. Student Administration are responsible for providing services to all students throughout their time at the University of Edinburgh and for supporting Colleges and Schools and other student services in delivering a high quality student experience. Student Administration comprises the following departments

4. The team Rhona Anderson Geraldine Beattie Karen Todd Joanna Macpherson John Riddell Claire Millar Drew Howie Kimberley Bruce

5. Some of what we do Charge fees and APCs Tuition fee status Implement fee policy Fee profiles Record sponsor information Graduate discount HESA secondary funding SLC/SAAS payment reconciliation Agent payments SLC registration confirmation Change of circumstances to SLC and SAAS Collaborative programmes fee transfers Sponsor discounts SAAS attendance confirmation Fee income transfer APC transfer

6. What is Tuition Fee Status • How all UK HE institutions determine the appropriate level of tuition fee to charge students • In Scotland – government legislation is the Education (Fees) (Scotland) Regulations 2011 (and subsequent amendments effective from 1 August 2013) • Prior to 2012/13 session – Overseas, EU and Home • For UG students Home now split into Scotland (fee rate) and RUK (Rest of UK fee rate) • For PG applicants – Home, EU, Overseas and Distance Learning

7. How we determine fee status • When applications received/keyed in EUCLID an automated algorithm runs and attempts to determine fee status • At high level system looking at ‘geographical area of country of nationality’ and ‘geographical area of country of domicile’ • For UG only looking at ‘country of school’ • Algorithm also looking at other factors including all exchanges (incoming Erasmus, departmental or international exchange), high cost graduate programmes (BVMS/LLB), distance learning programmes

8. Fee Status Questionnaire • Where fee status calculated as Q • Where applicant unhappy with the fee status assigned to them • Gives applicant opportunity to provide more information on their individual circumstances • Applicant can also attach or email separately relevant documentation • This is completed online via applicant MyEd portal • FSS team receive FSQ via EUCLID intray • Assess fee status based on information provided or email applicant for further information • We attempt to process FSQ’s within 3 working days

9. Review and Appeal Process • All applicants can request a review if unhappy with decision • Review undertaken by Rhona Anderson • If still unhappy – applicant can appeal • Appeal carried out by Robert Lawrie

10. Sponsors • For UG students this is normally SAAS or SLC • For PG students this can be research councils, employers, government agencies • But it is not a family member who is paying the tuition fees • All students are regarded as self funding unless we are notified otherwise via SAAS/SLC or on receipt of sponsor information

11. SAAS • Electronic files received from SAAS on weekly basis • Loaded and matched against student record in EUCLID • Sponsor record automatically created • We also carry out manual checks to identify interruptions, withdrawals and repeat years • File returned to SAAS confirming students’ attendance and any change of circumstances • Any change to method of study on student record can affect the funding available to students

12. SLC • Students apply to Student Finance England/Wales/Northern Ireland for support • We download information on who has applied for support from HEI portal daily and upload into EUCLID • Information is matched against student record and output file returned daily • Change of Circumstances – same as SAAS but for SLC also includes change of programme • Students receive 3 maintenance payments • 3 Liability periods for payment of tuition fees to University

13. Other Sponsors • PG students in receipt of Research Council funding are normally notified to us by School/College • Receive and key sponsor records for all tuition fee scholarships administered by Scholarships team • If employer, we require written confirmation of amount, where invoice to be sent and purchase order number (if applicable)

14. Tuition Fees • Tuition fee policy approved by FSG/CMG • Fee profile looking at academic session fee status method of study year of entry year of study study away codes

15. Fee Profile • Fee amount and coding on fee profile feeds through to • predicted fee on applicant view on MyEd portal • Offers of admission (PG) • Online prospectus fee links (through degree finder) • Tables of fees for new students • Predicted fee for continuing students • Generate fee transaction record in accordance with student academic record (on day that fee generated)

16. Fee Charging • Programme fees can only be charged when student registered (after 1 August) • Course fees can only be charged if course showing on student record • Automated process to generate full fee due, pulling in sponsor information from sponsor record if applicable • Manual intervention to take fee transaction record off hold before sending data to Finance (different system) • Intray messages if academic record changed (withdrawal, interruption etc • Exception scripts

17. Key messages • Fees are charged in accordance with academic record • If student or yourselves have any queries re the level of fee charged contact Fees and Student Support Team • We cannot waive fees • Fee concession granted in exceptional circumstances and reported to FSG/CMG

18. Other work • APC transfer • Graduate Discount • Sponsor Discounts • Fee Income Transfers • Collaborative programmes • Agent Payments • HESA Secondary Funding

19. Where to find information • Scholarships and Student Funding Services Webpage • www. ed.ac.uk/schools-departments/student-funding tuition fees UG and PG funding • Fees and Funding links from both UG and PG study • Phone or email us 0131 650 2230 fees@ed.ac.uk

20. Questions