This page contains links to forms and guidance provided by the Registry at St George's, University of London to support various aspects of student administration.
Some resources on this page are yet to be created. These have been marked clearly and will be uploaded to this page shortly.
Term dates
Annual record keeping
This section include details of the record keeping required during 2022/23 to support core institutional activity.
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SITS guidance
How to get access to SITS
Your line manager will need to submit an email request to the Student System team’s inbox at studentsystems@sgul.ac.uk confirming:
- your IT username
- role group or details of an existing user that you require the same access as
- that you have completed the online Data Protection training module and are familiar with the University’s data protection policy.
Getting started with SITS
You should already have the SITS icon and/or be able to access the SITS icon via MyDeskTop – your line manager would have requested this as part of the new starter set up. When the Student Systems team confirm your account creation you will be able to use your IT login and password details to access SITS.
SITS guides to support the student life cycle
The sections below include "how to" guides and information on SITS to support the key processes of the institution and the student lifecycle.
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The Creating Student Records on SITS for Short Courses Guide covers the core processes of creating and transferring an applicant to a student ready to enrol prior to course start. This is for applicants who have not gone through the central admissions application process and are managed by local teams overseeing short courses. The guide will cover:
- creating applicant records
- generating a student number and duplicate matching
- adding address and personal/statutory reporting details
- the applicant transfer process
- updating sponsor details
- checking the student record
- adding modules to students on short courses
- generating invitations to enrol
Download the Creating Student Records on SITS for Short Courses Guide (PDF)
The Module Maintenance guide cover the following core areas that are critical building blocks to supporting key institutional business processes including timetabling and Canvas:
- creating modules
- associating assessments with modules
- creating module run information
- module maintenance
The Module Set Up Reference guide accompanies the Module Maintenance guide and gives me more in-depth details on the core screens and reference details:
- details on MOD, MAP, MAB and MAVS screens
- reference tables for domains, departments and assessment types
- explanation and outline of St George’s module coding strategy
Download the Module Set Up Maintenance Guide (PDF)
Download the Module Set Up Reference Guide (PDF)
The following guides cover the 2 mechanisms for registering students to modules and the process for generating student candidate numbers. Module registration is central to:
- ensuring students are able to seamlessly access Canvas
- supporting our statutory returns
- enabling internal student surveys to be undertaken
- enabling module leaders to be provided with student lists.
The guides are:
This guide covers how to create Student Module Credit (SMC) records on SITS to denote approved recognition of prior learning (RPL).
This enables a student’s relevant university-level knowledge, skills and experience obtained prior to their studies at St George’s to be converted into credits that can be put towards their final award.
This data is needed internally to ensure it counts towards a student’s final award and additionally we are required to include this in our HESA Student Return.
Download the Creating Recognised Prior Learning Records Guide.
The following guides outline how to record assessment due dates and how to generate assessment records ready for mark entry. Although not standardly used across St George's, we have also included how to record submitted assessments on SITS:
Mark entry and confirmation of module results is a core business process that requires great accuracy. It enables:
- marks to be accurately presented to Board of Examiners (BoE) for ratification
- accurate results to be relayed to students via result letters and transcripts
- final module outcomes to be included in our statutory returns
- correct calculation of final classifications and awards via credit accumulation
The Mark Entry and Result Confirmation guide covers
- entering marks and confirming results in SAS
- entering reassessment marks and confirming results in RAS
- extensive reference section that covers:
- how to view assessment marks
- use of SMR to view results
- student module minute notes
- assessment note types
- use of exceptional grades
The Processing MBBS Module Result guide outlines core processes and actions that are MBBS specific and has been designed for use by the Exams team
The Undoing Module Result guide covers undoing results in SAS, RAS or SMRU
The following guides cover:
- how to calculate final and exit awards for students
- confirmation of awards following a Board of Examiners
- production of final award pass list for sign off.
These details are required to enable the production of transcripts, award certificates, confirmation of eligibility for graduation ceremonies and to meet our HESA statutory obligations.
The guides are:
The following guides cover:
- a check list outlining the range of intra and end of year processes that occur on SITS
- year-end processes to confirm progressions, withdrawals and completions
These are critical to supporting the student experience and our core business processes whilst ensuring St George’s meets its institutional statutory obligations.
The guides are:
The progression and completion template to be used by teams is below:
Student statutory returns
The Student Systems Team oversees a number of statutory returns on behalf of the institution. This involves the extrapolation of data generated and recorded on SITS as part of the student lifecycle. Below are more extensive details about these returns and the role that programme administration plays in ensuring the accuracy of the data signed off by the Vice-Chancellor as part of our statutory obligations.
Interfaces
Data is pulled directly from SITS via interfaces into a number of core systems to support the student life cycle and student experience. These systems are dependent on accurate data being held on SITS and include:
- IT for the creation of student IT and email accounts
- Access system to enable the production of ID cards and physical access to teaching and specialist resources
- Library to enable access and the loan of books
- Canvas to enable to access to course and module materials.
Data is also pulled from SITS and uploaded to other systems used by St George’s including:
- Raisers Edge – alumni system
- Scientia – timetabling system
- Evasys – module and student survey system.
Again, these are dependent on accurate data being held on SITS.
Canvas
The SITS to Canvas rollover document (PDF) outlines module creation and rollover in Canvas and includes the data required in SITs and where responsibility lies.