Set-up and access

Technical Problems

When I try to log in to GSS I get an error message saying "page cannot be displayed".

If you are seeing a "page cannot be displayed" error message when you try to log in to GSS, this may be due to a firewall port settings issue.  To fix this problem you will need to get your local IT support/provider to amend your firewall settings to allow the page to be opened.  They need to add the ‘allow’ file for the firewall ports 7780 and 4458.  Alternatively, you can try accessing GSS from a different location.

If you continue to have technical issues when trying to log in, please contact the Student Systems Support Centre using the GSS Contact Form to report an issue, or in urgent cases, telephone 01865 (2)84848.

For Students

Who can see my report and why?

Your report will be accessible by your supervisor, Director of Graduate Studies, college advisor, and appropriate academic administrators. Divisions, departments and colleges use the completion of supervision reports as an essential means of monitoring student progress.

The supervisor assigned in "My Details" is not correct.

Any changes to the supervisor/student relationship must be requested via the use of the GSO.25 Form and returned to the relevant Graduate Studies Assistant for your division/department.

The college advisor assigned in "My Details" is not correct.

Please contact your college administrator.

If I move colleges will my previous reports be made available to my new college?

Reports made at your previous college will be made available to your new college, and the previous college will not  have access to new reports.

I am a full-time DPhil student who has been studying for longer than 4 years; however, the Year of Study on my GSS User Details shows I am in Year 4. Is this a mistake?

Oxford's student records system does not include extensions when calculating a student's year of study. In GSS you will therefore appear as a fourth year student even if you have continued your research beyond that point.

For Supervisors

What do I do if one of my students is not listed on my report or should be removed from my list?

Changes to the supervisor assignments are made in eVision, Oxford's student records system, by the Graduate Studies Assistant (GSA), these amendments are then transferred to GSS.

NOTE: Any changes that are made in eVision after Week 10 will not be automatically updated in GSS until the next term's reporting. Please contact the relevant Graduate Studies Assistant (GSA) to arrange manual report regeneration.

Can the supervisor/student relationship be changed in GSS?

Any changes to the supervisor/student relationship must be requested via the use of the GSO.25 Form. Changes to the supervisor assignments will continue to be made in eVision by the Graduate Studies Assistant (GSA), these amendments are then transferred to GSS.

NOTE: Any changes that are made after Week 10 will not be updated in GSS until the next term reporting, and you will need to submit a report with a note saying "Not Student's Supervisor", to avoid being sent any further reminders.

What connection will supervisors need to submit a report?

GSS can be accessed securely internally and externally to the University network through a normal, but encrypted internet connection. Connection via a VPN is not required.

Will guest or external supervisors be able to use GSS?

Guest or external supervisors must be defined as a 'Non-Staff Member' in eVision and have a WebAuth account to access GSS. If you have not already completed or been sent a Virtual Access Form it can be downloaded from the Card Office website. External supervisors with Virtual Access status can register an external email address with GSS using the IT Services website.

What do I do if I am a current University member of staff but the address in GSS is not the one I want to use?

The email address used is taken from the IT Services Registration Database. Please contact IT Services Registration to make any changes to the email address shown in GSS.

Are co-supervisors listed on the User Details page?

It is possible to view co-supervisors by clicking on the student's name hyperlink, which will open the user details page of the student.

Can I view all of the previous reports for a student on one page?

Yes.  When you open a report for a student, at the top and bottom of the page you will see a 'View Report History' button.  Click this button to open all of the student's submitted reports in a new window, displayed in reverse chronological order.  This page can be printed if required.

I am incorrectly linked to a student.  What should I do to get this fixed?

If you are linked in GSS to an incorrect student, please do not submit a report as a means of alerting an administrator to the error, as the text you submit will become part of the student’s permanent record in GSS. Instead, to correct/update a supervision relationship, contact the relevant Graduate Studies Assistant.

For DGS

What do I do if a supervisor or student is not listed on my report or should be removed from my list?

Contact the relevant Graduate Studies Assistant (GSA) for assistance.

NOTE: Any changes that are made after Week 10 will not be updated in GSS until the next term's reporting. If a student or supervisor should be removed from your list, you will need to submit a report with a note saying "Not student's/supervisor's DGS", to avoid being sent any further reminders.

Can the DGS/supervisor/student relationship be changed in GSS?

Any changes to the supervisor/student relationship for PGR students must be requested via the use of the GSO.25 Form. Changes for PGT students may be requested via the use of the GSO.25 Form or via a confirmatory e-mail on behalf of the DGS/Course Director detailing the approved new supervision arrangements. Changes to the supervisor assignments will continue to be made in eVision by the Graduate Studies Assistant (GSA), these amendments are then transferred to GSS.

NOTE: Any changes that are made in eVision after Week 10 will not be automatically updated in GSS until the next term's reporting. Please contact the relevant Graduate Studies Assistant (GSA) to arrange manual report regeneration.

If a student moves from one college to another, will his/her previous reports be available to the new college?

Reports made at the student's previous college will be available for viewing by the new college. The previous college will not have access to new reports.

Is the DGS emailed that the reporting process is complete for a student?

Email preferences can be set individually to send notifications as and when needed.

Can the DGS see all of the supervisor reports not yet submitted?

The DGS will see only those reports to be reviewed.

Are co-supervisors listed on the User Details page?

It is possible to view co-supervisors by clicking on the student's name hyperlink, which will open the user details page of the student.

For College Advisors

How can I get access to GSS?

Your College Administrator will be able to set-up your GSS access and assign students to you.

For College Administrators

How can I view a list of all of the students in my college, even if they are not yet linked to a college advisor in GSS?

To view a list of ALL of the students in your college who are in GSS, regardless of whether or not they are currently linked to a college advisor, you will need to use the dataviews in eVision, the student records system.

  • Log in to eVision from the Student Systems Support Centre website using your Single Sign-On username and password.
  • The name/s of any college advisor/s to which the student is linked in GSS will be displayed in the dataviews.