FACULTY STUDENT AND ACADEMIC SERVICES
INFORMATION PACK - 2014-2015
Partner Institution
Programme name
AOS Code:
Key Contacts:
Academic Link Tutor (s)
Administrative Contact(s)
MMU
Partner Institution
Name
Email
Phone Number
Department
Name
Email
Phone Number
Department
Name
Email
Phone Number
Department
Name
Email
Phone Number
Department
Name
Phone Number
Department
Name
Email
Phone Number
Department
Name
Phone Number
Department
Please use the generic email address listed below
when contacting administrative staff/offices.
Name
Email
Phone Number
Department
Generic Email addresses
Page 1 of 8
PROCEDURES FOR THE TRANSFER OF STUDENT-RELATED DATAB BETWEEN MANCHESTER METROPOLITAN
UNIVERSITY(MMU) AND PARTNER INSTITUTIONS
1. Enrolment
Enrolment Process
Step
1
Task
Owner
MMU will issue copy of the spreadsheet (Template 1 – Enrolment Details) MMU
to the Partner Institution, with header information inserted for the relevant
Programme(s) to be updated with student details.
MMU Tracker (Template 5 –MMU Tracker) to be updated.
Deadline
As detailed in the Data Management
Calendar
2
The Partner Institution will complete and return Template 1 by agreed Partner
secure exchange method between specified, named contacts and by Institution
agreed date.
As detailed in the Data Management
Calendar
3
Once completed data is returned MMU will enter details into Student MMU
Records System (SRS)
As detailed in the Data Management
Calendar
5
TARDIS report QSTUQSCL649 - Class List by AOS Code by Student MMU
Status will be sent to Partner Institution for each Programme so that they
have a record of MMU IDs
As detailed in the Data Management
Calendar
6
Student photographs to be sent to MMU in accordance with the
guidance
https://www.pmi.mmu.ac.uk/programs/documents/photo_guidelines.asp
(If the photos have been submitted with Step 3, this step can be
omitted.)
Once data and photographs have been received ID card production and
despatch can be undertaken. Cards can be picked up or securely
dispatched
Outstanding information from any of the above stages will be chased to
ensure data integrity
Partner
Institution
As detailed in the Data Management
Calendar
MMU
As detailed in the Data Management
Calendar
MMU
As required
7
8
Page 2 of 8
2. Ongoing accuracy. Notification of Suspensions and Withdrawals
Ongoing accuracy, Suspension and Withdrawal Process
Step
1
2
3
Task
Summary reports will be exchanged at periodic intervals to
maintain integrity between the records systems in both
organisations. MMU will issue a report of the current student
details to the Partner Institution at the end of each term. Data will
be sent in a standard format and in accordance with MMU’s
policies/procedures for the secure transfer of student data.
(Template 2 – Changes to Student Records and Template 2a Withdrawals and Suspensions)
Partner Institution will return spreadsheets annotating any
changes to student details and/or status in the preceding term.
This will include dates of any withdrawals and dates of any
suspension along with the expected date of return. Data will be
sent in a standard format and in accordance with MMU’s
policies/procedures for the secure transfer of student data.
(Templates 2 – Changes to Student Records and Template 2aWithdrawals and Suspensions
On receipt of any amendments, MMU will update the QLS student
record system accordingly.
Page 3 of 8
Owner
MMU
Deadline
As detailed in the Data Management
Calendar.
Partner
Institution
As detailed in the Data Management
Calendar
MMU
As detailed in the Data Management
Calendar. Summer term
amendments must be received and
actioned prior to the Assessment
Board.
3. Academic Misconduct, Appeals and Exceptional Factors
Academic Misconduct, Appeals and Exceptional Factors Process
Step
1
2
3
5
6
7
Task
Consult Partnership agreement to see if Partner institution
should be following MMU processes or their own
If undertaking MMU Exceptional Factors process:
Set up local arrangements to ensure that the Partner Institution
students can provide submissions to Exceptional Factors
Panels using a secure method as appropriate
If undertaking MMU Academic Misconduct process:
Set up local arrangements to ensure that the Partner Institution
can provide details of Academic Misconduct cases to MMU
using the secure format agreed. MMU will then process the
misconduct case in the usual manner though the nature of the
interview will depend on the location of the Partner Institution.
Appeals:
Partner institutions will undertake Stage 1 Appeals following
MMU process
Owner
MMU
Deadline
Immediately
MMU
MMU
Dates of Panels and submission
deadlines to be provided to Partner
organisations as part of the
Information Pack
As and when they arise.
Stage 1 –
Partner
Institution
Start of Academic Year with
reminder prior to the Assessment
Board
All students will need to submit directly to MMU for Stage 2 Stage 2 Appeals
MMU
Ensure that Exceptional Factors, Academic Misconduct and MMU
Appeals outcomes are sent to all stakeholders; Student,
Academics contacts for both institutions, MMU Appeals team
and Programme Teams
Where Partner institution is undertaking own processes ensure MMU
that any pertinent details are submitted to MMU for
consideration at the Assessment Board using a standard
template sent in the agreed secure format (Template 4 Assessment Marks and Penalties )
Page 4 of 8
Within 14 days of the outcome
As
detailed
in
the
Management Calendar
Data
4. Assessments Boards – Final and Progression
Assessment and Exam Board Processes
Step
1
2
3
4
5
Task
MMU to send partly pre-populated template spreadsheet for
marks information using Template 4 – Assessment Marks and
Penalties To be sent by agreed secure method.
MMU Tracker (Template 5 –MMU Tracker) to be updated.
Initial marks to be returned to MMU by Partner Institution on
standard template, by secure method
Owner
MMU
Deadline
As
detailed
in
the
Management Calendar
Partner
Institution
As
detailed
in
the
Management Calendar
Data
Any amendments or marks moderation to be sent to MMU Partner
before Assessment Board using Template 4 – Assessment Institution
Marks and Penalties
Details of final marks input and taken to Assessment Board will MMU
be confirmed to Partner Institution using TARDIS report
QASS877 - Marks Entry Checklist
As
detailed
in
the
Management Calendar
Data
As
detailed
in
the
Management Calendar
Data
Following the Assessment Board a final results list will be sent MMU
from MMU to Partner Institution using TARDIS report
BIPASSBDS1332 - Results List.
A copy of the Assessment Board sign off sheet will accompany
this information to verify that the Assessment Board took place
in compliance with MMU regulations.
As
detailed
in
the
Management Calendar
Data
Page 5 of 8
Data
DATA MANAGEMENT CALENDAR
Process
Data
Template/Report to be used
Enrolment
Template 1
Enrolment
Enrolling student information blank
template
Enrolling student information details
Enrolment
Update MMU student record system
Template 1
Enrolment
MMU IDs sent to Partner name
Enrolment
Student photographs to be sent to
MMU
ID cards dispatched/picked up
TARDIS Report
QSTUQSCL649 Class List by
AOS Code by Student Status
Template 1
Enrolment
Ongoing Accuracy
Summary checks to maintain
integrity using the following TARDIS
Exceptions Reports:
Template 1
Sender/Owne
r
MMU (details)
Partner
(details)
MMU (details)
Recipient
Deadline
Partner
(details)
MMU (details)
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
MMU (details)
Partner
(details)
MMU (details)
MMU ID Cards
Partner
(details)
MMU (details)
Template 2 and Template 2a
MMU (details)
Partner
(details)
Partner
(details)
QEXC727 Invalid Student Credit Total by AOS
QEXC1219 WD / SU Students Missing Reason
for Withdrawal
QEXC816 List of Students Enrolled on Inactive
Units
QEXC579 Missing Address Information by
Course Code
BIPBEXC1298 Stage Code / Student Mode of
Attendance Mismatches
BIPBEXC1235 Students Missing Mandatory
Units
Ongoing Accuracy
Changes to data
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
End of Autumn Term:
Dddddd NN Mmmm
YYYY
End of Spring Term:
Dddddd NN Mmmm
YYYY
End of Summer Term:
Dddddd NN Mmmm
YYYY
Template 2 and Template 2a
Partner
(details)
MMU (details)
End of Autumn Term:
Dddddd NN Mmmm
YYYY
End of Spring Term:
Dddddd NN Mmmm
YYYY
Page 6 of 8
Ongoing Accuracy
Update MMU student record system
with any changes
Template 2 and Template 2a
End of Summer Term:
Dddddd NN Mmmm
YYYY
End of Autumn Term:
Dddddd NN Mmmm
YYYY
MMU (details)
End of Spring Term:
Dddddd NN Mmmm
YYYY
MMU Exceptional
Factors
Submissions by student (see
Guidance below)
(see Guidance below)
Student
MMU Academic
Misconduct
MMU Appeals
Exceptional
Factors/Academic
Misconduct/
Appeals
undertaken by
Partner Name
Assessments
(see Guidance below)
(see Guidance below)
Student
(see Guidance below)
(see Guidance below)
Template 4
Student
Partner
(details)
Marks information blank template
Template 4
MMU (details)
Assessments
Marks information
Template 4
Assessments
Amendments to marks information
Template 4
Assessments
Confirmation of marks taken to
Assessment Boards
Final outcomes from the
Assessment Board and validation of
the Assessment Board
TARDIS report QASS877 Marks Entry Checklist
TARDIS report
BIPASSBDS1332 - Results
List.
Copy of the Assessment
Board sign off sheet
Partner
(details)
Partner
(details)
MMU (details)
Assessments
Page 7 of 8
MMU (details)
End of Summer Term:
Dddddd NN Mmmm
YYYY
Dates Of Exceptional
Factor Panels and/or final
submission dates
MMU (details)
Dddddd NN Mmmm
YYYY
Partner
(details)
MMU (details)
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
Dddddd NN Mmmm
YYYY
MMU (details)
Partner
(details)
Partner
(details)
Additional Guidance for Processes:
Exceptional Factors
Further guidance for students including how to submit can be found here http://www.mmu.ac.uk/sas/studentservices/guidance/
Regulations relating to Exceptional Factors and Assessment Boards can be found here
http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_2_exceptional_factors.pdf
Academic Misconduct
Regulations relating to Academic Misconduct can be found here
http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_5_plagiarism.pdf
If an academic misconduct case is discovered, please contact name and contact details of MMU contact in the first instance to discuss the best way
to progress the matter.
Appeals
Further guidance for students can be found here http://www.mmu.ac.uk/sas/studentservices/appeals/index.php
Details of the process including the Stage 1 process that will be undertaken by Partner name can be found here
http://www.mmu.ac.uk/academic/casqe/regulations/assessment/docs/appendix_8_appeals.pdf
Assessments
All the University’s assessment regulations can be found here
http://www.mmu.ac.uk/academic/casqe/regulations/assessment.php
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