Student Systems News

June 2017

Planned System Unavailability: 16:00 to 18:00 on Monday 10 July

SITS: Vision, eVision, Student Self Service, Graduate Application Form, and Graduate Application Self Service will be unavailable for two hours, 16:00-18:00 on Monday 10 July, in order to implement an essential security patch. Please log out of the system for the duration of this downtime and accept our apologies for any inconvenience caused.

SITS: Vision Upgrade on Monday 26 June: Completed successfully

SITS:Vision, eVision, Student Self Service, Graduate Application Form, and Graduate Application Self Service are now available again for use following the scheduled SITS:Vision Upgrade which took place over the weekend. SITS:Vision and eVision (including Student Self Service, Graduate Application Form, and Graduate Application Self Service) were upgraded on 26 June to ensure the University’s student systems continue to be supported and  secure. This included the delivery of functionality and fixes to resolve previously identified issues for the Student & ITT HESA return 2016/17.

However, the SITS:Vision and eVision functionality remained the same for users however if you encounter any issues or have any queries regarding the upgrade, please contact the Student Systems Support Centre using the details below.

OxCORT: Planned downtime and 'At Risk' period

Please note that OxCORT will be unavailable on Tuesday 4th July 8am to 9am due to essential maintenance work. OxCort should be considered ‘at-risk’ from the afternoon on Friday 14 July until the afternoon on Monday 17 July due to essential maintenance work on the Shared Data Centre. Apologies for any inconvenience this may cause. 

Student Systems Improvements: New webpage launched

Student Systems performs a continuous programme of improvement work, funded and approved through the Education IT Board. This includes minor scale changes, either to existing student systems functionality or creating new functionality. For further information please see the new Student Systems Improvements webpage.

SITS: Vision Upgrade on Monday 26 June: Keeping Student Systems Supported and Secure

On Monday 26 June SITS:Vision, the underlying application for eVision, Student Self Service and Graduate Applicant Self Service, will be upgraded from version 9.2 to 9.3. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be no major changes for users, however the aforementioned systems will be unavailable from 17:00 on Friday 23 June throughout that weekend, and made available again in time for 09:00 on Monday 26 June. If you experience any issues accessing eVision outside of these hours then please contact the Student Systems Support Centre student.systems@admin.ox.ac.uk. Further information can be found on the SITS: Vision upgrade webpage.

Planned Unavailability: 17:00, Friday 23 June until 09:00, Monday 26 June 2017

SITS: Vision, eVision, Student Self Service and Graduate Applicant Self Service will be unavailable from 17:00 on Friday 23 June until 09:00 on Monday 26 June in order to carry out the SITS: Vision upgrade. See ‘SITS:Vision Upgrade on Monday 26 June: Keeping Student Systems Supported and Secure’ news item above.

May 2017

Factors Affecting Performance on eVision

As of Tuesday 23 May, all Departments must input factors affecting performance (FAP) outcomes directly into eVision.  Any actions taken by the exam boards should be recorded in eVision after the relevant examination board has met and before the results are due to be released. When results have been published, Colleges and students will be able to see the outcome of the factors affecting performance application via eVision and on the results page on Students Self Service.   Further information for staff is available on the AAD website, and the Oxford Students website. Examiners should continue to complete Factors of Performance report, which must be retained with the examination board minutes. The Factors Affecting Performance Outcomes Quick Reference Guide can be found on the eVision Training Documentation page.

SITS:Vision Upgrade- keeping Student Systems supported and secure

In June 2017 SITS:Vision, the underlying application for eVision, Student Self Service and Graduate Applicant Self Service, will be upgraded from version 9.2 to 9.3. Regular upgrades help to ensure that the University’s student records system remains supported and secure. There will be no major changes for users, however the aforementioned systems will be unavailable for the duration of one weekend in June, the timing of which will confirmed via the usual channels closer to the time. This project aims to establish an annual window in Trinity term to upgrade SITS:Vision in line with the supplier’s software releases.

Student Systems eVision/SITS:Vision User Experience Survey: Now closed

On Friday 12 May the survey closed for responses. Student Systems would like to thank those of you who participated. Around 20% of eVision users responded to the eVision/SITS:Vision User Experience Survey. This included a variety of staff types, e.g. academic and administrative, from all parts of the collegiate University. The results will be analysed and published on the Student Systems website. Feedback will inform future development plans for Student Systems. The winners of the ten £50 Amazon vouchers will be informed in early June.

April 2017

Student Systems eVision/SITS:Vision User Experience Survey: Have your say!

eVision/SITS:Vision users will how have received an email from Future Thinking (eVisionUserSurvey@futurethinking.com) asking them to participate. The survey will remain open for responses from until Friday 12 May 2017. We would be very grateful for your feedback, which will be used to to assess the effectiveness of recent activities and to inform future plans.

For further information regarding the survey, please visit the Student Systems eVision/SITS:Vision User Experience Survey page.

March 2017

Student Systems eVision/SITS:Vision User Experience Survey: Opens this week!

Since the major implementation of eVision/SITS: Vision in January 2015, there have been subsequent improvement initiatives for the system and also the support of it. It is hoped that the outcome of these initiatives has had, and will have, a noticeable improvement in the user experience, with more usable systems and more effective support operations. Student Systems has therefore asked an external company, Future Thinking, to conduct an ‘eVision/SITS:Vision User Experience Survey’ to gather comprehensive user feedback from eVision/SITS:Vision users in order to assess the effectiveness of recent activities and to inform future plans.

eVision/SITS:Vision users will receive an email from Future Thinking (eVisionUserSurvey@futurethinking.com) this week asking them to participate. The survey is planned to be open for responses from Wednesday 29 March until Friday 12 May 2017. We would be very grateful for your feedback, which will be used to make service improvements.

For further information regarding the survey, please visit the Student Systems eVision/SITS:Vision User Experience Survey page.

Planned interruption to service: Tuesday 4 April and Thursday 6 April, 07:30-08:00am.

Emergency work is planned which may affect your ability to log into eVision on Tuesday 4 April, at 07:30am, and will last 10-15 minutes. Also, following on from previously works, Dataviews will briefly be unavailable on Thursday 6 April, 07:30-08:00am. Please accept our apologies for any inconvenience these interruptions may cause. If you experience any issues outside this time, please contact the Student Systems Support Centre.

Improvements to Information Custodian (IC) Functionality: Wednesday 29 March 2017

Improvements have now been made to the Information Custodian (IC) functionality following feedback the Student System Support Centre (SSSC) received from eVision users. ICs can now search and add a role/permission for anyone in the collegiate University and at different levels in the case of divisions or departments with sub-departments. Various screens now also contain key information in order to help identify the correct staff member and permissions, for example by showing a ‘preferred name’ and ‘permission code’.  For further information on the changes to the IC functionality please see the Information Custodian webpages.

Undergraduate Admissions: New Functionality for IELTS and TOEFL verification: Tuesday 28 March 2017

New functionality has now been released for English Language Qualification (EQL) verification for IELTS and TOEFL (internet based). The process of verification has been simplified to allow eVision Undergraduate Admissions users to record scores for multiple components on one screen. The Undergraduate Admissions Manual has been updated to reflect the change and provides step by step guidance on the verification of IELTS and TOEFL (internet based) English Language Qualifications. Please note that the process of verifying certificates for all other English Language Qualifications remains the same.

eVision College Records: eleven reports are now live

The College Advisors/Personal Tutors Report is now available and completes the suite of the first eleven eVision College Reports to be released. For a complete list of available eVision College Reports and how to run them, please see the ‘College Records Run Reports’ manual on the eVision User Guides and Documentation page.

eVision Dataviews: Planned Downtime, 8:00-9:00am Thursday 2 March

eVision Dataviews will be unavailable from 8:00am to 9:00am on Thursday 2 March. Following this essential work eVision should no longer be considered 'at risk'. However, if you encounter any issues with dataviews outside these times then please contact the Student Systems Support Centre.

February 2017

SITS/eVision considered 'at risk' : update on current status

SITS:Vision and eVision are still considered to be at risk following the electrical undertaken at the weekend (see 'SITS/eVision considered ‘at risk’ from 12:00pm, Friday 10 February until 13:00pm, Monday 13 February' item below) . However the main issue related to the data centres has now been resolved and services are being gradually restored to normal. As part of this work there will be a brief 5 minute interruption to the SITS/eVision service between 7am and 8am on Thursday 16 February in order to complete the restoration of service. If you encounter any issues please wait for approximately 5 minutes before restarting your session and trying again.

Graduate Admissions: update on merged references and reminder regarding the upload of UAB offer letters.

See updates to 'Graduate Admissions: Message for departments taking the early/late January deadline' items below.

SITS/eVision considered ‘at risk’ from 12:00pm, Friday 10 February until 13:00pm, Monday 13 February.

SITS/eVision should be considered ‘at risk’ from 12:00pm on Friday 10 February until 13:00pm on Monday 13 February due to essential electrical work being undertaken at the data centre where the live system resides. SITS/eVision can continued to be used but please be aware that there is reduced resiliency and capacity during this period so systems may be slightly slower than usual. If you encounter any issues during this period then please contact the Student Systems Support Centre. Details of student systems unavailability is always available from the System Availability area of the Student Systems Support Centre website.

Online examination timetables: available on Student Self Service from Weeks 4 and 5 of Hilary Term. 

Following a successful pilot with a number of MBA students at the Saïd Business School in Michaelmas term 2016 and early Hilary term 2017, examination timetables will be added to Student Self Service from Weeks 4 and 5 this Hilary term, replacing paper copies of personal timetables for all students.

Students will be able to access their personal timetables in a print-friendly format, along with any alternative arrangements that they may have been granted through Student Self Service. They will be notified of their timetables by automated emails and receive a reminder prior to the examination as well as a notification of any changes. Printed timetables will no longer be sent.

Through a new eVision screen, college administrators will have access to their students’ latest exam information. The changes for staff and students should reduce delays in correcting any issues with examinations entries or alternative arrangements, and staff should receive fewer enquiries from students about their examination timetables.

Guidance is available on the eVision Training Documentation webpage of the Training documentation page:

  • The Quick Reference Guide, Examinations including Alternative Arrangements, replaces the Alternative Arrangements and includes new information on the College composite timetable view.
  • The Student Self Service Manual includes a new section, 4.4 Online Exams Timetable.

January 2017

Graduate Admissions: Message for departments taking the early January deadline (6 January 2017)- Updated 13 February 2017

Email to departments on 13 February 2017:

  • Merged references

 As promised, this is an update on the reference issue which caused some references to be displayed without their cover sheet. This issue is now solved. The Support Centre have confirmed that a technical fix has been successfully implemented, and that all affected references have now been corrected. No further references should be affected.

  •  Upload of UAB offer letters

 UABs are reminded to upload copies of offer letters promptly to eVision. This is because this year we have introduced new reports for the use of colleges to populate fee and cost information in financial declaration forms, and colleges are only able to view offer-holder information in their report if a UAB offer letter has been uploaded.

 Additionally, could departments make sure that, if they record offer decisions in eVision before contacting applicants that there is no substantial delay between the two activities because several post-UAB offer processes will occur quite quickly once the offer is recorded (e.g. emailing candidates who have been rejected by their preferred college, initial contact email from the Disability Advisory Service, etc.).

Email to department on 18 January 2017:

"I am writing to give you a progress update on the reference issue which causes some reference files to be displayed without the cover sheet containing the referee’s contact details and responses to the three referees’ questions. The Student Systems Support Centre are still working with Tribal (suppliers of SITS:vision) on a permanent solution. In the meantime, any affected reference files are being regenerated at regular times.

All reference files received up to and including 10 January have already been regenerated, and relevant departments were informed earlier in the week that all their complete applications for the deadline were ready to be downloaded. Any references submitted after 10 January and affected by the cover sheet issue will be regenerated as part of the remedial work undertaken for the 20 January deadline (please see below).

If you have any questions, do contact Nadia Pollini or Charlie Greenhill, charles.greenhill@admin.ox.ac.uk."

 Email to departments on 16 January 2017:

"Further to our messages from last week, I am writing to confirm that all reference files without a cover sheet which were received in time for the 6 January deadline (up to and including 10 January) have now been rectified. Departments can now start (re-)downloading their complete application files for the deadline. Please note that any affected reference files received after 10 January for complete or incomplete applications may not have been regenerated yet. The Support Centre will continue to regenerate those files at regular times until a permanent solution has been applied. A progress update on the reference issue will be circulated on Wednesday (18 January). Any updates are also posted on the Known issues section of the Student Systems website."

Email to departments on 13 January 2017:

"Further to our communication earlier in the week, I would like to inform you that the application files which included references without cover sheets are currently being successfully re-generated. After the re-generation has completed, all affected references submitted up to Tuesday 10 January (final deadline by which references were accepted for the 6 January deadline) will have been rectified.    

It is expected that the re-generation of the affected files will be completed by the end of the weekend, and that departments will therefore be able to (re-)download their complete application files thereafter.  Please note that we will shortly be undertaking final checks on all incomplete applications to ensure that any documents or references submitted separately from the application or referee online forms have been added to the records. We are still on track to complete the processing of the deadline by Tuesday 17 January.

A further update will be circulated on Monday (16 January) in the morning once we have received confirmation from the Student Systems Support Centre that all affected files (up to and including Tuesday 10 January) have been re-generated."

Email to departments on 9 January 2017:

A significant proportion of graduate references are currently missing the cover page which includes the referees’ details and answers to the three questions about the applicant’s standing compared to peers. This means that, in these cases, only the letter part of the reference is included in the application file (although please note that the referees’ details are also available from the application form which is the first document in the application file). This issue appears to be related to the SITS:eVision upgrade which took place on 3-4 December, so is only relevant for applications submitted thereafter.

The issue is currently being investigated by the Support Centre as a matter of urgency. It is planned that the affected application files will be regenerated on Thursday (12 January) and Friday (13 January) this week (still within the agreed processing deadline which is Tuesday 17 January).

To ensure that assessment is conducted on the basis of all available data, we would recommend that course administrators do not continue to download applications until all affected applications have been fixed. Alternatively, they should notify assessors that this information may be absent due to a software error and will be provided by the 17 January. It is expected that departments will be able to start (re-)downloading their complete applications from Monday 16 January. A further update will be provided on Friday 13 January. Please also note that, at this point in time, it is still expected that all applications and documents received in time for the 6 January deadline will be processed by the processing deadline of 17 January.

Alternatively, if certain departments would find it useful, we could provide a spreadsheet showing the referees’ missing responses for each applicant, but please note that this information would then need to be circulated to assessors separately from the application files. If you wish to obtain  this spreadsheet for your course, please contact Charlie Greenhill at charles.greenhill@admin.ox.ac.uk.

Graduate Admissions: Message for departments taking the late January deadline (20 January 2017)- Updated 13 February 2017

Email to departments on 13 February 2017:

  • Merged references

 As promised, this is an update on the reference issue which caused some references to be displayed without their cover sheet. This issue is now solved. The Support Centre have confirmed that a technical fix has been successfully implemented, and that all affected references have now been corrected. No further references should be affected.

  •  Upload of UAB offer letters

 UABs are reminded to upload copies of offer letters promptly to eVision. This is because this year we have introduced new reports for the use of colleges to populate fee and cost information in financial declaration forms, and colleges are only able to view offer-holder information in their report if a UAB offer letter has been uploaded.

 Additionally, could departments make sure that, if they record offer decisions in eVision before contacting applicants that there is no substantial delay between the two activities because several post-UAB offer processes will occur quite quickly once the offer is recorded (e.g. emailing candidates who have been rejected by their preferred college, initial contact email from the Disability Advisory Service, etc.).

Email to departments on 18 January 2017:

"I am writing to give you a progress update on the reference issue which causes some reference files to be displayed without the cover sheet containing the referee’s contact details and responses to the three referees’ questions. The Student Systems Support Centre are still working with Tribal (suppliers of SITS:vision) on a permanent solution. In the meantime, any affected reference files are being regenerated at regular times.

As references will be accepted up to and including Tuesday 24 January, it is expected that all affected files received by 24 January inclusive will be rectified by Monday 30 January. Could I therefore please ask departments to wait for confirmation that affected reference files will have been regenerated before downloading application files for the deadline. An update will be provided on Monday 30 January in the morning. Please note that at the moment we are on track to complete the processing of the 20 January deadline by the agreed processing deadline of Sunday 5 February.

If you have any questions, do contact Nadia Pollini or Charlie Greenhill, charles.greenhill@admin.ox.ac.uk."

Email to departments on 13 January 2017:

"Further to my message circulated earlier in the week, I would like to inform you that the Support Centre are still working with Tribal (the company owning SITS:eVision) as a matter of urgency to resolve the issue that leads to some references missing cover sheets. In the meantime, the Support Centre will be re-generating affected application files at regular times. This process is currently progressing successfully.

However, as the deadline has not passed, and we are therefore still receiving references that are being affected, we would ask departments to continue NOT to download application files. A further update will be provided on Wednesday 18 January."

Email to departments on 9 January 2017:

"A significant proportion of graduate references are currently missing the cover page which includes the referees’ details and answers to the three questions about the applicant’s standing compared to peers. This means that, in these cases, only the letter part of the reference is included in the application file (although please note that the referees’ details are also available from the application form which is the first document in the application file). This issue appears to be related to the SITS:eVision upgrade which took place on 3-4 December, so is only relevant for applications submitted thereafter.

The issue is currently being investigated by the Support Centre as a matter of urgency, and it is hoped that a permanent solution will be implemented soon. If this were to be delayed, as a fallback position, all affected applications files would be regenerated on Wednesday 25 and Thursday 26 January (after all references have been received as we accept references up to and including Tuesday 24 January).

To ensure that assessment is conducted on the basis of all available data, we would ask that course administrators do not download complete applications until further notice. A progress update will be provided on Friday 13 January. Please also note that, at this point in time, it is still expected that all applications and documents received in time for the 20 January deadline will be processed by the processing deadline of 3 February.

Alternatively, if certain departments would find it useful, we could provide a spreadsheet showing the referees’ missing responses for each applicant, but please note that this information would then need to be circulated to assessors separately from the application files. If you wish to obtain  this spreadsheet for your course, please contact Charlie Greenhill at charles.greenhill@admin.ox.ac.uk."

Student Systems Improvements (Stabilisation Project and Enhancements Project)

A number of significant student systems improvements were completed in Michaelmas term 2016. Stabilisation work addressed the high-priority issues in specific areas raised by users of student systems. Enhancements included the annual changes to the graduate application form, as well as improvements to eVision ‘on course’ functionality including annual registration, and college advisor and supervisor functionality. These changes have contributed to two consecutive monthly net reductions in the backlog of unresolved support calls for the first time since SITS:Vision was implemented at Oxford. The Student Systems Support Centre also received almost 20% fewer support calls during the months October to December 2016 than during the same period in 2015 (1839 vs 2264); a reduction which occurred over a period in which major new functionality was introduced for admissions. Reporting improvements delivered since September, which focussed primarily on Graduate Admissions reports, included a number of ‘look and feel’ usability improvements. For example, the most-used columns in reports were moved to the left of the screen, so that it is no longer necessary to scroll right to see them. Further stabilisation, enhancements and reporting improvements work will take place in 2017.

December 2016

Now available in eVision College Records: six new reports and enhancements

In addition to the three reports already available in College Records, six new reports have now been added, and enhancements have been made to the ‘Students Report’ and the 'Groups' functionality. The changes are outlined below.  In addition, the ‘Labels Report’ and the ‘College Advisors/Personal Tutors Report’ will be available by the end of January 2017.

New reports available

Report Description Access required
Members’ Contact Details Report This report provides contact details for any current college members, including students, University staff and other college members. Manage Members/Students – Restricted.
College Room List Report This report provides a list of college members who are currently assigned to any active college rooms recorded in the system for a given period. Manage Members/Students – Restricted.
Previous Institution Report  This report provides a list of previous institutions for all students at a college.  For undergraduate students this will show the last school (where these were declared during their UCAS application) for a given Academic Year/ Term.  For graduate students this will be based on previous qualifications submitted as part of their application where the institution has been provided by the applicant. Manage Members/Students – Restricted.
Suspended Students Report  This report provides details of students who are currently suspended or are due to suspend.  Users can specify a date range for end of suspension (if currently suspended) or start of suspension (if due to suspend). Student View – Read Only.
Fees Report This report provides both Gross and Net college fees for each student for a given academic year/ term, excluding battels. Student Finance.
Leavers Report This report shows all students whose course expected end date falls in a given period defined by “from” and “to” dates. Student View – Read Only.

 Reports to be made available by the end of January 2017

Report Description Access required
Labels Report This report provides name and correspondence address details for all current college members which can be used for a mail merge to produce labels. Members View – Read Only.

College Advisors/ Personal Tutors Report

This report provides a list of all currently assigned college advisors (graduate students) or personal tutors (undergraduate students) for the current academic year and a given term. It also shows the name and course details of enrolled students (included those who are currently suspended) who are currently assigned to them. Manage Members/Students – Restricted

Enhancements

The other enhancements to College Records which have been made are as follows:-

  • The Students Report, which was delivered in October, has been enhanced to allow you to select multiple values for the Enrolment Status search parameter and to remove duplicates rows being displayed for students who have transferred between programmes.
  • Groupsfunctionality has been enhanced and now allows you to:
    • Remove Selected Members’ from a Group rather than only being able to remove individual members one-by-one or by using ’Remove all members’
    • Email all college members’ in a Group. Please note, this functionality will only work if the email address is displayed on the screen. We are currently working towards fixing the missing University email addresses and they should be displayed correctly by the end of January 2017.

Updated training materials

The training materials have been updated:

  • ‘College Records Run Reports’ manual, which includes a list of live reports, has been updated in line with the above reports changes.
  • ‘Create and Manage Groups and Privileges’ manual includes the enhancements to the Groups functionality.

All of the College Records training materials can be found on the eVision Training Documentation page. If you have any queries then pleased contact the Student Systems Support Centre.

Student Systems Support Centre: Christmas closure dates

The Student Systems Support Centre will be closed from 16:00 on Wednesday 21 December 2016 until 08:30 Tuesday 3 January 2017. During this time, telephones will be diverted to voicemail, and queries should be sent to student.systems@admin.ox.ac.uk. The Support Centre will respond to queries as quickly as possible after opening again on 3 January 2017.

Stabilisation and Enhancements 2016/17 Update

It is planned that that a second phase of Stabilisation will begin in January 2017 and will continue through until summer 2017. The focus of this work will predominantly be on resolving issues with interfaces to and from SITS: Vision, specifically the flow of ‘person’ related data between systems within Oxford. Further stabilisation work will also continue on Graduate Applicant Self Service and the application form, and issues that may arise with undergraduate admissions processing.

The next package of work for Enhancements has been identified and agreed. This year it will contain enhancements in the following areas; graduate admissions processing, Graduate Applicant Self-Service, and the Graduate Application Form; Submission data to be held and processed in SITS:Vision; further enhancements to Research Management eVision screens; enhancements to Undergraduate Admissions eVision screens and reports; recording Factors Affecting Performance in SITS:Vision; enhancements to Degree Ceremonies eVision screens; improvements between the flow of admissions data into ‘on-course’ in SITS:Vision; and also extension of the collection of disability related data and reporting in SITS:Vision and eVision.

November 2016

Changes to GSS reporting windows (Michaelmas Term only)

Due to unforeseen downtime of GSS, the student reporting window will remain open for an additional week, until Sunday 4th December. The opening of the supervisor reporting for Michaelmas term has therefore been delayed until week 9 (Monday 5th December).  The supervisor’s reporting window will remain open until Friday 23 December 2016 (Medical Sciences Division only) or Friday 20 January 2017 (all other divisions). Director of Graduate Studies (DGS) reporting will open, as usual, on Monday 12 December 2016. For more information, visit the GSS website.

SITS: Vision upgrade on Monday 5 December 2016 (including eVision design changes)

SITS:Vision, the underlying application for eVision, was upgraded on Monday 5 December 2016 to ensure continued support from the vendor. SITS:Vision, eVision and Student Self Service functionality remains the same, but there are some minor design changes as a result of the upgrade, most notably the navigation menu being moved from the left-hand side of the screen to the top banner. More information, including a Quick Reference Guide covering the main changes are available on the SITS:Vision upgrade webpage A preview of the change for students can be found on the Student Self Service page.

To apply the changes, SITS:Vision, eVision and Student Self Service were unavailable during the weekend of 3 and 4 December. For details of all student systems planned unavailability, please refer to the item below.

Planned periods of student systems unavailability: November and December 2016

Several periods of student systems unavailability, SITS:Vision, eVision and Student Self Service, are coming soon:

  • from 07:00 to 9:00, Tuesday 29 November 2016: due to an IT Services project to upgrade many parts of the University network infrastructure [now complete].
  • from 00:00, Saturday 3 December until 08:30, Monday 5 December 2016: in order to apply the design changes detailed in the above news item.
  • from 07:00 to 9:00, Tuesday 6 December 2016: due to an IT Services project to upgrade many parts of the University network infrastructure.
  • from 17:30, Friday 9 December, expected to be available again from 08:30 on Sunday 11 December, however the systems may remain unavailable for part of Sunday. Normal service will resume at 8:30 on Monday 12 December. This period of unavailability is for essential maintenance work.

If you experience any issues accessing eVision outside of these hours then please contact the Student Systems Support Centre student.systems@admin.ox.ac.uk.

Changes to Graduate Admissions functionality: English Language Proficiency and Verifying Tests.

A number of changes have been made to the Graduate Admissions Application Tabbed view in relation to the display of the English Language Proficiency red text, "Evidence of English Language proficiency required", and the introduction of the ability of UABs to verify test results.

These changes mean that the Application Tabbed View should more accurately reflect the current status of an applicant’s English Language Proficiency by the red text only appearing where:-

  • The applicant’s first language is not English and
    • A language waiver has not been granted or,
    • The language-related condition has not been waived or passed or,
    • A satisfactory language test has not been submitted as verified
  • The applicant’s first language is English but they are not a national of a majority English-speaking country and
    • A language waiver has not been granted or,
    • The language-related condition has not been waived or passed or,
    • A satisfactory language test has not been submitted as verified

Previously the red text on the Application Tabbed View and on all other admissions eVision pages continued to be displayed even after the language-related condition had been waived for fulfilled or if a satisfactory language test score had been submitted.

This new functionality also means that UABs are now able to verify GRE and language-related test results once submitted by the applicant. UABs can use the  button available under the ‘Action’ column on the ‘Manage Tests’ tab, to carry out the verification of tests.

English Language: Claimed

Once a test result has been verified its status will change from ‘Claimed’ to ‘Verified’.

English Language: Verified

 (For language-related tests the ‘Evidence of English Language proficiency required’ will disappear following the verification being saved).

The updated course manuals for UABs (‘Graduate Admissions Manual - UABs’) and Colleges (‘Graduate Admissions Manual - Colleges’) containing these changes can be found on the eVision training documentation page. The manual now also contains clarification regarding UABs needing to have agreement of a college place before recording an offer.

GSS Improvements: Planned Downtime Thursday 3 November, 9:00-16:00pm

Various improvements are going to be made to the interface between GSS and SITS: Vision as part of the Stabilisation Project. A large number of support calls to the Student Systems Support Centre have related to the quality of data in GSS and these planned changes aim to improve the quality and flow of data between GSS and SITS: Vision. Following the planned changes GSS users should see a substantial improvement the quality of data, but no other differences should be noticeable.  In order to implement the planned improvements GSS will be unavailable on Thursday 3 November, 9:00-16:00pm.

October 2016

Student Right to Work Check Report for Colleges: Going live Tuesday 1 November

A new Student Right to Work Check Report for Colleges will be available in eVision from Tuesday 1 November 2016. Colleges will have received an email from the Conference of Colleges Secretariat explaining the background and purpose of the report. Email from Conference of Colleges Secretariat (408kb)

At the present time this report will only be available to colleges and not to departments.

The Student Right to Work Check Report Quick Reference Guide can be found on the eVision Training Documentation page. The instructions should be followed to check each student presenting for work has current right to work and the correct data is kept on file in colleges.

September 2016

Improved Freshers' Dataview

The eVision Freshers’ Dataview has been updated in response to requests from staff, and now offers the option to include data for returning students as well as new starters. This allows all enrolment information to be downloaded from a single source, instead of being split across the Freshers Dataview and the Enrolment Overview Report. Additionally, some people have received incomplete data using this report recently. This issue has now been fixed and the report returns all relevant data.

The addition of data for returning students was made on 1 September to aid preparations for the new term. The dataview is available under the Admissions and Enrolment section of the Dataviews page. An additional parameter will allow you to select whether to include returners; this parameter defaults to ‘No’. New columns have been added: one to indicate whether a student is a fresher or returner, and another to show whether the student has registered. As with all standard Dataviews, the data can be exported to Excel.

The data shown in the Freshers’ Dataview for returning students is the same as that for new students, and includes contact details (address and telephone), matriculation information, and card details. Source of Funding data will also be added before Michaelmas term 2016 begins.

College Records is now Live - 15 September 2016

College Records, a new shared system that participating colleges will use to manage local academic records, is now live. The functionality was developed in close partnership with a User Group, comprising representatives from the fourteen participating colleges. The How to Guides can be found on eVision training documentation page.

College Undergraduate Admissions: Release to Card Office Reminder

‘Release to Card Office’ in eVision is an important step in completing the undergraduate admissions process.   Once an undergraduate application has been reviewed, all documentation has been received and is correct, the college can then release the application to the Card Office. This allows applicants to be subject to administrative checks before their on-course records are created. ‘Release to Card Office’ should be done when the Card Form is sent to the Card Office. If an application has been ‘released to Card Office’, receipt of the Card Form by the Card Office will trigger the creation of the applicant’s on-course records (Applicant Transfer).  Applicant Transfer must be completed before the University Card and single sign-on details for registration can be generated. 

If you have any outstanding records that have not yet been released to the Card Office then please action ASAP to avoid delay to your undergraduates registering and receiving their University cards.

Guidance on ‘Release to Card Office’ can be found in the ‘Undergraduate Admissions Manual (colleges)’ on the Student Systems Support Centre website (eVision training documentation).

Student Self Service: Individual Electoral Registration

Online registration now includes an invitation to apply to join Oxford City Council (OCC) Electoral Register. The Individual Electoral Registration option was introduced in September 2016 following discussion and agreement between OCC and the University of Oxford. This new functionality gives eligible students the option to give the University permission to provide their information (including National Insurance number) to OCC in order that the student can then be added to the electoral register (replaced the Electoral roll). This change was made as part of the Student Systems Improvements work, details of which are on the AAD Website. The staff manual to Student Self Service has been updated and can be found on the Student Systems Support Centre on the eVision training documentation.

View Student screens for easy access to individual student details

The View Student screens in eVision enable staff to look up individual student details, such as contact details and examination results. 800 people across the University have used View Student since it was introduced on 7 July, and overall feedback has been positive, including “…This is a good way to see the important information relating to a student quickly, as it's easier to digest than dataviews” (Eleanor Wilson, Graduate Entry Course Administrator at the University of Oxford Medical School).

View Student is optimised to provide information about a single student or a small group of students. The screens are available in eVision under the Student Records tab in the left-hand menu and the View Student Details QRG (Quick Reference Guide) is available from the eVision Training documentation page. If you think this search screen would be useful to you, contact your Information Custodian to arrange access.

Completion of the Admissions project and Student Systems Programme changes

Over 2,800 undergraduate applications were processed in eVision during A-Level results week. In order to support this process, email notifications and a new confirmation checking report were added to eVision. Changes to Graduate Admissions include the integration of fee payment into the graduate student application form, and the new Graduate Applicant Self Service, allowing applicants to track the status of their references, manage referee details, upload supporting documents and edit their contact details. With the conclusion of the Admissions project, the Oracle Student System (OSS) has now been fully replaced with eVision. 

The remit of the Student Systems Programme (SSP) has widened to include all projects commissioned by the Education IT Board. This includes work for Student Systems as well as new projects sponsored by Academic IT Services, such as the WebLearn upgrade and Virtual Learning Environment (VLE) review. To reflect the change, SSP will be renamed the Education IT Programme. In Michaelmas term 2016 the website and email address will be updated to reflect this.

Planned Data Centre Outage on Wednesday 14 September

There is a planned data centre outage at the Begbroke site on Wednesday 14 September in order to carry out essential electrical work. This should have minimal impact on users of eVision and reporting should not be adversely affected. However, please note that the lack of system resiliency throughout 14 September means that eVision should be considered to be potentially ‘at risk’ for the day. If you encounter any eVision issues then please contact the Student Systems Support Centre at student.systems@admin.ox.ac.uk or call 01865 (2)84848.

eVision Progression Process complete for 2016/17.

The progression process for 2016/17 was completed week commencing Monday 22 August 2016 in preparation got Michaelmas Term 2016/17.  Students can now re-register for the Michaelmas Term 2016/17 registration period and eVision users will notice changes to their student data and that dataviews will default to 2016/17 academic year. If you require any further information in regard to progression please do not hesitate to contact the Academic Records Office (aro@admin.ox.ac.uk) for all matters concerning Undergraduates and Visiting/Recognised Students and the Data Quality Team (dqt@admin.ox.ac.uk) for queries regarding Postgraduate Taught and Research Students. If you have any further questions regarding rollover activities please contact the Student Systems Support Centre (student.systems@admin.ox.ac.uk).

August 2016

16/17 Fee Schedule Report

The University Fees Team will be carrying out the required 16/17 Fee Schedule data checks until further notice. Please do not use the 16/17 Fee Schedule report until you have received notification from the University Fees Team that the data is ready to be viewed.

Please email any queries to the Fees Team.

Email Notifications to Support the Confirmation Process

eVision now includes email notifications to infirm key contacts at colleges and departments when changes are made at confirmation stage, for example when an applicant is transferred to another college. Further details are available from the Email Notifications to Support Confirmation Process page.

Confirmation Checking report

eVision now includes the new Confirmation Checking report. This additional change to eVision will support the undergraduate admissions confirmation process, and has been made in preparation for A-level results week. Further information will  about how you will be informed when changes are made, for example when an applicant is transferred to another college.

The Confirmation Checking report will show applicants for your college or department, with offer details and examination results. This report, which is available to all eVision users, can be found under Admissions > Undergraduate Admissions Results Matching & Confirmation.

The college and department manuals have been updated to reflect the new functionality, and are available from the User Guides and Documentation page.

Student Financial Support: Changes to Financial Support Types and spreadsheet used for data upload.

Following eVision functionality that was made available on 1 July for managing individual student financial support, some changes have been made and are described below.

As outlined in the email to eVision Financial Support users on 1 July, two additional Financial Support Types have now been classified as sensitive data in the system, to ensure that sensitive University means-tested financial support data are handled with appropriate care. The Financial Support Types are:

  • On course non-merit based award (cash)
  • On course non-merit based award (near cash)

Only colleagues with super-user access will be able to view and edit financial support of these types. This is in addition to the two Financial Support Types that were previously classified as sensitive data in the system, which are:

  • Hardship award (cash)
  • Hardship award (near cash)

Additionally, some minor changes have been made to the spreadsheet for data upload, so that it is no longer specific to 2015/16, and can also be used in future years:

  • In the Date Awarded column, it is now possible to specify a date within any academic (HESA) year – no longer just in 2015/16.
  • The spreadsheet filename no longer contains an academic year.

The spreadsheet has also been amended so that the College column title is now College / Department.

The Managing Student Financial Support in eVision Manual has been updated, and is available from the User Guides and Documentation page. This manual is intended for staff in colleges, departments and divisions as well as the central Student Fees & Funding Team, and can be found under the relevant heading for Colleges or Departments/Divisions on the website.

As usual, the Data Quality Team will continue to support colleges and departments queries about data, process, and about how to use the template spreadsheet available from eVision. The Student Systems Support Centre will support you with eVision and technical queries.

 

eVision progression process for Michaelmas Term 2016/17

The Data Quality Team (DQT) and the Academic Records Office (ARO) will run the progression process within eVision and SITS:Vision in the week commencing 22 August 2016 in preparation for Michaelmas Term 2016/17.

What is the progression process?

The progression process for this term will roll forward students who are classed as Michaelmas Term students and whose anniversary of registration is in September onto their next year of study (e.g. first year students will become second year students). This will then allow students to re-register for the Michaelmas Term 2016/17 registration period. Returning students will be able to register online via Student Self Service from 1st September 2016.

What changes might I notice?

This is an important part of the system functionality and as such you will notice some changes to student data affected by the progression process, including:

  • Most of your returning students will have been rolled forward onto the next year of their study.
  • The Student Status will change from ‘Enrolled’ to ‘Ready to Enrol – Returner’ until the student has re-registered in Self Service.
  • As students begin to register there are likely to be frequent updates to personal details.

When is it happening and what will be the impact?

Progression will be undertaken by ARO and DQT, primarily between Tuesday 23 and Friday 26 August, during which time the student records and the system will rollover from the 2015/16 to 2016/17 academic year. The main impact of this will be noticeable within eVision and Dataviews where the default academic year will begin to show as 2016/17.

Who do I contact for further information and advice?

If you require any further information in regard to progression please do not hesitate to contact the Academic Records Office (aro@admin.ox.ac.uk) for all matters concerning Undergraduates and Visiting/Recognised Students and the Data Quality Team (dqt@admin.ox.ac.uk) for queries regarding Postgraduate Taught and Research Students. If you have any further questions regarding rollover activities please contact the Student Systems Support Centre (student.systems@admin.ox.ac.uk).