A Student’s Guide to University Systems:
Processes, Procedures and Terminology
Whatever course you do at the University, these are the key issues:
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You need to know what award (i.e. qualification) you are studying for
You need to know how many credits you need to get that award
You need to know what programme of study you are registered on
You need to register each year on your programme
You need to enrol each year on the modules which you need to pass to get your award
You need to pay fees to the University each year in order to be registered (you may get
financial support to help you with this)
You need to get a Student ID Number and Student Card in order to be recognised as a
member of the University and access services such as the Library
You need to attend the various teaching sessions arranged for your course
You need to use the University Portal and VLE to access online information about yourself
and your course
AWARDS
The Lifelong Learning Centre (LLC) offers the following awards:
• Honours degree (BA or BSc)
• Foundation Degree (FD)
• Diploma of Higher Education (DipHE)
• Certificate of Higher Education (CertHE)
• University Certificate (includes PHE)
Short courses (stand-alone modules) are also offered.
CREDITS
Each University award is made up of a specific number of credits, which you acquire by passing
individual course units called modules (see below for more about modules). In order to qualify for an
award, you must have gained the correct number of credits:
• Honours degree: 360 credits
• Foundation Degree: 240 credits
• Diploma of Higher Education (DipHE): 240 credits
• Certificate of Higher Education (CertHE): 120 credits
• University Certificate (including PHE): 60 credits
Credits vary in their level of difficulty and you will usually study for more advanced credits as you
progress through your University career. Each programme will specify how many credits at each
‘level’ are needed to complete the programme. For example, a University Certificate requires you to
acquire 60 credits at level one. A full undergraduate degree normally requires you to study 120
credits at level one, 120 credits at level two and 120 credits at level three.
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PROGRAMME OF STUDY
This is the course which you are following in order to gain an award from the University – for example,
BA in English, Foundation Degree in Family Support, Diploma of Higher Education in Business
Management, Islamic Studies Certificate. A programme of study is made up of a range of individual
courses called modules. You can check the content of the various Programmes of Study at the
University on the web by going to www.leeds.ac.uk/programmes
MODULES
A programme of study is divided into smaller, self-contained units of study known as ‘modules’ which
count towards a qualification. Modules are identified within the University by a unique code, which
combines the initials of the School responsible for teaching the module (e.g. LLLC, EDUC, SLSP) with
a four-digit number (e.g. 1720, 2034, 3020). A module will also have a basic title (e.g. ‘An
Introduction to Biology’) but the code is the key identifier and you will need to know the codes of the
module(s) you are studying.
Each module also carries a ‘level’ rating, showing how advanced it is. This is indicated by the first
number in the numerical part of the module code. Thus, for example, LLLC1066 is a level one
module; LLLC3114 is a level three module.
Each module carries a credit rating of either 5, 10, 15, 20, 30 or 40 credits and you take a set number
of modules each year to build up to your specific award. You need to pass each module to acquire
the credits it carries.
There are three types of module:
• Compulsory modules (sometimes called ‘core’ modules): these are the courses that you must
study in order to get your qualification. Some programmes consist entirely of compulsory
modules.
• Optional modules: modules specific to your particular programme of study, but where there is
an element of choice in which modules you take, from within a prescribed range.
• Elective modules: modules you can choose freely from a range of modules offered by all
Schools across the University, in order to broaden your experience beyond your specific area
of study.
You need to know how many credits a module carries and at what level to ensure that it is appropriate
for your programme of study. You can find out more about the content of individual modules on the
web by going to www.leeds.ac.uk/modules
REGISTRATION
Registration is the formal procedure by which you initially join the University and ‘sign up’ each year to
continue studying at the University. It has four components:
(1)
(2)
(3)
(4)
Registration on your programme
Enrolment on your modules
Payment of fees
Getting a Student Card
You need to have completed all four parts of the registration process in order to be a student of the
University and be able to study for an award. Registration procedures are different for each
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programme of study in the LLC. For example, on some programmes, (1) and (2) are a merged
process.
ENROLMENT
Enrolment is the process by which you choose which modules to study and sign up to join them, if you
have a choice of modules. This must be done with care to ensure that you are studying modules
which are approved for your course, carry the correct number of credits and are at the right level (see
‘Modules’ section). If you are in any doubt about enrolling on modules, please contact the LLC
before you do it. For most programmes, this is an online process which is available via the Student
Services section of the Portal (see p5 for more information about the Portal). Online module
enrolment closes on 22 September 2010. If you need to change any modules after this date you
need to complete a Change of Module form, available from the LLC or your School. If you add or
drop modules after 22 October 2010 this may incur a financial charge.
FEES AND FINANCIAL SUPPORT
You will need to pay fees when you register for a programme, unless it is free, your sponsor/employer
is paying or you are getting a Part-Time Grant from the government. Fee levels and payment
methods vary from programme to programme; please check the details for your particular
programme. Please note that all fees quoted are those for Home/EU students only. If you are not a
Home/EU student, please see the University website at www.leeds.ac.uk/students/fees for details of
international fee levels.
You may qualify for financial support towards fee costs, either from the government or from the
University. Please ask for a copy of our booklet Financial Support for Lifelong Learning Centre
Students if you would like to know more about this. It’s also available on our website at
www.leeds.ac.uk/lifelonglearningcentre Financial support for non-UK students varies; for more
information please ask for a copy of our leaflet Fees and Financial Support for non-UK Part-time
Undergraduate Students or see the Lifelong Learning Centre website.
STUDENT ID NUMBERS AND STUDENT CARDS
When you join the University you will be assigned a unique identification number, called your ‘Student
ID Number’ (SID). This number will remain the same throughout your University career, even if you
leave for a few years and then return. It is absolutely vital that you know your Student ID Number, as
all University student record-keeping is based on this. You will find your Student ID Number printed on
your Student Card.
It is compulsory to have a Student Card. Your Student Card is issued to you when you register and is
the indicator of your membership of the University. It is also your Library Card and your Students’
Union card. You should keep it in a safe place and always carry it with you when you are on campus
as you will need it to access certain buildings and services.
For most programmes, a digital photograph will be taken for you when you apply for your Student
Card. For others, you have to supply the photograph. Please check how and when you will obtain
your Student Card so that you understand whether (and when) you need to bring a photograph or
have one taken.
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If you lose your Student Card you should report this immediately to the University’s Taught Student
Administration office (TSA). If you need to get a replacement, there will be an administrative charge.
Also on your Student Card you will find your Computer Username which will enable you to use the
University computers. For more about this, please ask for a copy of our guide University Computing
Facilities which explains how to get access to the University computing system, or download it from
our website at www.leeds.ac.uk/lifelonglearningcentre.
TEACHING
Teaching at the University may take the form of:
Lectures
A lecture is usually a talk or a presentation by a member of academic staff and is timetabled as a
formal part of a module. Normally, it is not interactive (although some lecturers invite questions) and
may be attended by a relatively large group of students (depending on the programme or subject).
Seminars
A seminar is also timetabled as a formal part of a module you are enrolled on. It usually involves
fewer students than a lecture and is usually interactive, in that students are expected to contribute,
either by preparing an item to present to fellow students or joining in with a question/answer session
arising from a presentation.
Tutorials
Tutorials are interactive meetings between a lecturer and a small group of students or an individual
student. They are not timetabled as a formal part of a module but are arranged at intervals during a
course – sometimes they will be part of a programme, sometimes part of a module. You need to find
out early in the year what the procedures are for tutorials on your programme or in your School, as
tutorial practice varies widely across the University. For example, some Schools invite students to
‘sign up’ on notice boards for tutorial sessions; others allocate specific times and notify individual
students by email; others may make tutorials available on request from students.
Personal Tutorials
Under the University of Leeds Learning and Teaching Partnership Agreement (see
http://www.leeds.ac.uk/aqst/tsg/1pa.htm) all University of Leeds students have at least one named
person they can contact for one-to-one advice and information. For some students, this will be a
personal tutor, allocated by their academic School. For others it will be a personal adviser, allocated
by the LLC. Depending on your programme, you may have access to both. If you don’t know who this
person is, please contact the LLC.
Although in practice the University year is broken into three ‘terms’, as at school (roughly SeptemberDecember, January-March and April-June), most teaching officially takes place over two time periods
called semesters. These run from September through to January (Semester One) and February
through to June (Semester Two). Not all of each semester is necessarily occupied by teaching; there
may be weeks set aside for reading, revision and examinations. Most programmes start in
September and run through until May but there are variations (e.g. late-starting courses, courses
during the summer, courses taking a ‘half-term’ break) and you should check the information for your
specific programme to get details of this. It is your responsibility to know where and when you are
expected to attend teaching activities.
Leeds for Life
Leeds for Life is a multifaceted programme to help you make the most of your time at Leeds
University. The core of the programme consists of twice yearly Personal Tutoring meetings focussing
on your professional, academic and personal development. There is also a personalised website
designed to help you recognise the skills you are gaining through your course and help you find
opportunities outside your course. Additionally, on the Leeds for Life website there are links to
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campus resources to help you develop or enhance specific skills. Once you have your university
login and password, you can explore the website at: https://leedsforlife.leeds.ac.uk/login.aspx
For students based in the LLC, taking at least 60 credits in a year, Leeds for Life information is
covered during personal tutorials, and there is a page designed for mature students to which you will
be directed. For Faculty-based students, the Leeds for Life tutorials should given by Personal Tutors
based in your home department in order for you to be made aware of opportunities specific to your
field of study.
THE PORTAL AND THE VLE
The Portal
This is the ‘one stop shop’ on the internet for access to all your University information. If you go to
http://portal.leeds.ac.uk and log in, using your University computer username and password, you can
reach your email, your timetable, your Library account, details of your module enrolment, your results
and information from all around the campus including the latest news and targeted announcements.
The Portal also provides opportunities for online discussion via interest/social groups and courserelated groups. A guide to using the Portal can be downloaded from the University Library website at
www.leeds.ac.uk/library/portal.
The VLE (Virtual Learning Environment)
A VLE is a secure website which can be accessed from anywhere in the world via the internet. It
contains electronic learning resources such as module handbooks, reading lists, handouts, lecture
presentations, videos etc. It might also include interactive services such as online discussion groups,
assessment questions and self-testing facilities. The University of Leeds VLE can be found at
vlebb.leeds.ac.uk or via the Portal (see above). You can access it from any computer with an
internet connection, logging in to it using your University computer username and password. You will
find there any materials which your module tutor has placed there to support your learning, such as
handbooks, lecture notes, presentations, timetables and reading lists. Some tutors may also use it to
send messages, make announcements, post helpful web links, surveys and develop discussion
boards. Many tutors also now ask students to use the VLE to ‘hand in’ coursework electronically,
often using a system called Turnitin. For more information about this, see
http://www.leeds.ac.uk/vle/students/index.htm
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