Academic Registry
SQL Reporting Tool
Accessing reports
SQL Server Reporting Services is the online tool currently used for extracting
information from SITS, the student administrative system, and Syllabus Plus, the
timetabling software. It is accessed via a standard Web url:
http://gloucesterroad/reports.
Access is provided via an authenticated check of your university UserID. However,
initially, users have been set up manually, so if you find you cannot access the link, then
you should log a call with the IT Helpdesk on extension 4242 requesting your ID be
added.
Finding Reports
Reports are occasionally added, so it is worth checking for new ones every so often. A
list of available reports can be found in the ‘Reports Catalogue’ on the first page:
Please be aware that there are some reports/folders which are inaccessible as they
have restricted access (such as accessibility).
Using the Reports
Most reports are based on optional criteria selection. Where asked for, all of these must
be completed appropriately. The main cause of a report not appearing tends to be
something wrong with the criteria (i.e. it does not exist or has been input incorrectly) or
has not been completed. Academic years should always be typed in full, e.g. 2007/8,
2008/9 in order for the system to recognise them. In later reports, the use of drop-down
boxes is utilised. However, some earlier reports may not currently have this facility,
although we are in the process of standardising the documents. If you are in any doubt
as to what to insert, please ask your School Administrators for advice.
Example:
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In some searches, wildcards may be used. These use the % character. The reports do
not calculate or perform actions. All data is an instant snapshot taken directly from
source (currently either the student or timetable system).
However, depending on
whether necessary actions have been performed on the records, data may or may not
appear. For instance, if a School has not generated their module result records, or input
and processed marks for a student, that student will not appear on some of the exam
board reports.
Most reports can be exported out of SQL Reporter. Simply select a format (PDF and
Excel are the most common) and then click on the ‘Export’ button.
Please note that some reports have been specifically written for certain purposes, and
may not appear correctly in some formats (e.g. labels appear oddly on screen, but print
correctly onto labels).
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Useful Reports
Module Data Folder
 Module Descriptor (with or without MAP (Module Assessment Pattern) and
student listing)
 Module Programme Collection (shows which programme structures a module is
currently appearing on)
 Programme Diets Checklist (course structure)
Timetabling Folder (reports from Scientia, not SITS)
 Timetabling Registers by Activity
 Timetabling Classlists with Photos
Student Data Folder
 Student Module Classlist with Photos
 Student Route Classlist with Photos
 Student e-mail Contact List
 Student Programmes from ID (student details, including a view of their transcript
to date and a photo if available - coming soon)
 Student Search by Name (as above - coming soon)
Course Data Folder
 Programme Codes Lookup (searches programme names and shows which
family/route they appear in – wildcard search included)
Admissions
 Applicants by Course Family
Progression and Awards
 PAB Report – Checking Only
 MCRF (Module Marks Record Form)
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SITS Terminology
Programme/Course Family

A collection of programmes with the same qualification aim and mode of study,
regardless of branch specialism.

Coding is made up of the qual aim (e.g. BSC(H)=21), Mode (e.g. F, P or S), and a
generic family code (e.g. BEU = Built Environment Undergraduate) followed by generic
area (e.g. N for Newcastle, C for China, M for Malaysia etc)

So a full time BA (Hons) Business Studies student studying in Newcastle would be on the
21FBUS-N family
Qualification Aims as below:
10
PhD
21
Hons Degree (BA (Hons), BSc
34
Short course
(Hons), B.Eng (Hons), LLB (Hons)
11
Professional Doctorate
22
Degree (ab initio)
35
Exchange Programme
12
MPhil
23
Foundation degree
36
Bridging Course
13
MRes
24
HND
37
Adv Dip HE
14
PGT Masters (MA MSc,
25
DipHE
38
Other
MEng, Med, MPH, LLM etc)
15
PGDip
26
HNC
16
PGCert
27
Diploma
17
Grad Dip
28
Cert HE
18
PGCE
29
Cert
19
Grad Cert
30
Foundation Diploma
20
Adv Diploma
31
Foundation Cert
32
Professional Exam
33
Access Course
Programme (Route)

A specific programme a student will study. e.g. BUS1 = Business single Honours.

Coding is made up of a programme code (e.g. BUS = Business), followed by a number
denoting a type of award.
Type of Award
1 = Single Honours, 2 = Joint Honours, 3 = Major/Minor, 4 = Sub-degree, 5 = Foundation
Degree, 6 = PGT, 7 = PGR, 8 = Other

Where a programme is a joint or major/minor, the type is denoted by the relevant number
joining the two codes.
e.g. History (HIS) and Politics (POL) would have a code
HIS2POL, and History with Politics would be HIS3POL.
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Block: This is basically the year of the programme the student is studying. e.g. 1, 2, 3. In the
case of spanning students, there may also be 11, 12, 21, 22 etc. In case of uncertainty, it may
be worthwhile using a wildcard.
Module Occurrences
These are coded beginning with the start month in which the students commence their
programme (see below)
Start Month – A = August, B = September, C = October, D = November, E = December, F = January, G =
February, H = March, I = April, J = May, K = June, L = July
This is then followed by the location code of where the programme is taught (see below)
Location
Code
Full name
CB
CHINA - RAFFLES LASALLE, BEJING
CN
CHINA - NANJING-JINCHENG COLLEGE, CHINA
CO
CHINA - OCEAN UNIVERSITY OF CHINA
CS
CHINA - RAFFLES LASALLE, SHANGHAI
CW
CHINA - WUHAN UNIVERSITY OF CHINA
CZ
CHINA - ZHENGZHOU UNIVERSITY, CHINA
EA
EUROPE - ABW AKADEMIE, GERMANY
EB
EUROPE - COLLEGE OF SPORT SCIENCES, GREECE
EC
EUROPE - CHALMERS LINDHOLMEN UNIVERSITY COLLEGE
EM
EUROPE - MEDITERRANEAN COLLEGE, GREECE
EP
EUROPE - PARMA UNIVERSITY ITALY
ER
EUROPE - RESPOND
ES
EUROPE - STAVANGER UNIVERSITY COLLEGE, NORWAY
ET
EUROPE - TFH BERLIN
EV
EUROPE - AVANS (AVANS HOGESCHOOL) NETHERLANDS
EW
EUROPE - TFH SWEDEN
HC
HONG KONG - CITY UNIVERSITY OF HONG KONG
HH
HONG KONG - HK POLYTECHNIC UNIVERSITY
HP
HONG KONG - HK INST OF VOCATIONAL EDUC SHA TIN
HS
HONG KONG - HK POLYTECHNIC UNIVERSITY: SPEED
HT
HONG KONG - HK COLLEGE OF TECHNOLOGY
HV
HONG KONG - HK INST OF VOCATIONAL EDUC CHAI WAN
IW
INDIA - WELINGKAR INST OF MANAGEMENT DEVELOPMENT
MA
MALAYSIA - MALAYSIAN ALLIED HEALTH SCIENCES ACAD
MB
MALAYSIA - BINARY COLLEGE
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MD
DISTANCE DELIVERY MALAYSIA
MK
MALAYSIA - KOLEJ DAMANSARA UTAMA (PJ)
ML
MALAYSIA - STAMFORD MALACCA
MM
MALAYSIA - MIDAS (PENANG)
MP
MALAYSIA - KOLEJ DAMANSARA UTAMA (PENANG)
MR
MALAYSIA - STAMFORD COLLEGE (RSE)
MS
MALAYSIA - STAMFORD COLLEGE (PJ)
MT
MALAYSIA - TAFE
MU
MALAYSIA - UNIVERSITY COLLEGE, SEDAYA INTL
ND
DISTANCE LEARNING
NN
NEWCASTLE
OA
OTHER - APTECH, DUBAI
OK
OTHER - SEOL NUT, SOUTH KOREA
OM
OTHER - MOSCOW SUN
SI
SINGAPORE - INFORMATICS HOLDINGS LTD SINGAPORE
SM
SINGAPORE - MARKETING INSTITUTE OF SINGAPORE
SN
SINGAPORE - NANYANG ACADEMY OF FINE ARTS
SR
SINGAPORE - RAFFLES LASALLE SINGAPORE
SS
SINGAPORE - STANSFIELD GROUP
UC
UK LOCAL - NEWCASTLE COLLEGE
UD
UK LOCAL - DERWENTSIDE COLLEGE
UG
UK LOCAL - GATESHEAD COLLEGE
UH
UK LOCAL - HEATON MANOR SCHOOL, NEWCASTLE
UK
UK LOCAL - KENTON COLLEGE
UN
UK LOCAL - NORTHUMBERLAND COLLEGE
UP
UK LOCAL - PRUDHOE COMMUNITY HIGH SCHOOL
UQ
UK LOCAL - QUEEN ELIZABETH HIGH SCHOOL, HEXHAM
US
UK LOCAL - SOUTH TYNESIDE COLLEGE
UT
UK LOCAL - TYNE METROPOLITAN COLLEGE
UZ
UK LOCAL - Q E SIXTH FORM COLLEGE, DARLINGTON
VB
BEECHES MANAGEMENT CENTRE, BELFAST
VC
UK NAT - CARLISLE COLLEGE
VD
DISTANCE LEARNING
VE
UK NAT - EDINBURGH TELFORD COLLEGE
VJ
UK NAT - JAMES WATT COLLEGE
VK
UN NAT - KENSINGTON CONSULTATION CENTRE FOUNDATION
VL
UK NAT - LONDON SCHOOL OF COMMERCE
VM
UK NAT - MANCHESTER COLLEGE OF ARTS & TECHNOLOGY
VS
UK NAT - NORTH EAST SURREY COLLEGE OF TECHNOLOGY
VT
UK NAT - SUTTON COLDFIELD COLLEGE
VU
UK NAT - CARLISLE CAMPUS (UCLAN)
WD
SCITT - LANGDALE SCITT
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WG
SCITT - GATESHEAD SCITT
WH
SCITT - HIGH FORCE SCITT
WL
SCITT - LINDISFARNE SCITT
XA
CORPORATE - NE AMBULANCE SERVICE TRUST
XB
CORPORATE - NG BAILEY
XC
CORPORATE - CUMBRIA AMBULANCE SERVICE
XK
CORPORATE - KENSINGTON CONSULTATION CENTRE
XP
CORPORATE - PROCTOR & GAMBLE
So, for a September start student, studying at Binary in Malaysia, the occurrence would be B
(Sept) MB (Malaysia – Binary)
Student Occurrence
The two digit occurrence the student is on relates to their start month, (as in the module
occurrence), followed by the generic place they are studying. However, the second digit also
depends on the country identifier of the family code. e.g. for a familyBN = September start
Newcastle student, GN = February start Newcastle student, BK = September start Malaysia
student. See separate coding document available in the Public Folders on how to compile these.
Periods
The current periods in use are:
Period Code
Full name
SEM1
Semester 1
SEM2
Semester 2
SEM3
Semester 3
SEMX
Semester X
YL
Year Long
YLSEM1
Year Long (semester 1) (Sept start) spanning students only
YLSEM2
Year Long (semester 2) (Jan start) spanning students only
YLSEM3
Year Long (semester 3) spanning students only
The periods are used to denote when a module is offered within the year. For instance, a
student starting in February (G start) would firstly be on semester two module for the first part of
their programme, followed by a semester one module commencing in September. A September
start student would take a semester one module first, followed by a semester two.
YLSEM1, YLSEM2 and YLSEM3 periods are used only in the case of spanning students, i.e.,
those where the module teaching expands over the end of the academic year. These replace
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normal YL modules which a standard, September start student would be taught on. In other
words, a February/March student, taking a year long module would be attached to both YLSEM2
and YLSEM1 occurrences of the same module. This would be the same site within eLP.
Diet (Programme Structure)

A diet is what a programme structure is called within SITS. It is a collection of both core
and optional modules that a student may study.

There is no relationship between a diet and a student once the structure has been
attached

A diet does not have to exist in order for a module to be attached to a student.

Diets are now versioned, in that the diet code starts with the academic year. i.e. a
2008/9 academic year diet will start with 2008********.
E:Vision – Student Marks
You can now view exactly what marks the student can see on e:Vision. Go to e:Vision (currently
via the SITS tab in eLP), and click the link.
Once in e:Vision, at the bottom of the page you will see a link as below – click on this:
Search for the student either by their name or student ID, and select the correct student record
by clicking on the student code. This will take you to the screen below – click on the ‘Module
Results’ link:
From here, you are logged in as the student, and everything you see is identical to what the
student sees. Please note that at certain times of the year (normally around MEBs and PABs)
this service is withdrawn for the students whilst marks are entered and verified.
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