Hi Pat

thought you might be intersted in this, do you want to reply.  

Dawn



Dawn Tindal
Programme and Assessments Officer
Registry
University of Dundee
1 Airlie Place
DUNDEE   DD1 4HN

Tel:  01382 348231
Fax: 01382 345343

>>> [log in to unmask] 05/01/2006 10:05:54 >>>
Colleagues -

With apologies for cross-posting *..

At Brunel we are reviewing how we manage "late awards" in relation to the 
HESA census date of 31 July * and it would be very helpful to know how 
other institutions deal with this.

As I am sure is the case with other institutions our assessment boards 
continue throughout the summer, well beyond 31 July.  Under our current 
procedures, students are awarded on the date the Exam Board made the award 
recommendation.  The award year on the student record system relates to the 
date of award (with the new academic session not starting until 1 
October).  In relation to the HESA return, and since the demise of 
the "late HESA return", these students are not currently being reported as 
successfully completing their studies.  They are returned as "continuing" 
in one year, with a HIN error appearing the following year. The HIN error 
occurs because although the records system has closed them off, they are 
not returned to HESA as closed because no enrolment record has been created 
for that year resulting in a "hanging" record. This must have an adverse 
effect on our completion rates.

One way forward would be to award students in the subsequent academic year 
after the HESA return has been submitted.  This way the successful 
completion of studies would be included in the next HESA return, but the 
period of study would, in our view, be inaccurate. 

Before deciding whether to change our current procedures, it would be 
extremely helpful to know how other institutions * particularly those using 
SITS - manage this issue.

Would you be willing to answer the following questions please?

1. Does your institution use the SITS student record system?  

2. How is the award date for a student determined at your institution?

3. Is there a link between the award date and end date for a student 
at your institution?  (At Brunel, the end date is the same as the award 
date.)

4. How do you determine the award year?

5. Our academic year on the student record system runs from 1 
October.  What dates does your year follow?

6. Do you change your procedures for awards made after the 31 July 
(HESA census date)? If so, please give details.

Please respond directly to me ([log in to unmask]).  I will 
circulate a summary of responses to anyone interested.

Many thanks in advance.


Vickie Howells
External Data Officer
Brunel University
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