Student Administration Open Day
Friday 31 October 2014
Fees and Student Support Team – more than just fee
charging!
Rhona Anderson
Fees and Student Support Manager
Student Administration are responsible for providing services to all
students throughout their time at the University of Edinburgh and for
supporting Colleges and Schools and other student services in
delivering a high quality student experience.
Student Administration comprises the following departments
The team
Rhona Anderson
Geraldine Beattie
Karen Todd
Joanna Macpherson
John Riddell
Claire Millar
Drew Howie
Kimberley Bruce
Some of what we do
Charge fees and APCs
Tuition fee status
Implement fee policy
Fee profiles
Record sponsor information
Graduate discount
HESA secondary funding
SLC/SAAS payment
reconciliation
Agent payments
SLC registration confirmation
Change of circumstances to
SLC and SAAS
Collaborative programmes fee
transfers
Sponsor discounts
SAAS attendance confirmation
Fee income transfer
APC transfer
What is Tuition Fee Status
• How all UK HE institutions determine the appropriate level of
tuition fee to charge students
• In Scotland – government legislation is the Education (Fees)
(Scotland) Regulations 2011 (and subsequent amendments
effective from 1 August 2013)
• Prior to 2012/13 session – Overseas, EU and Home
• For UG students Home now split into Scotland (fee rate) and
RUK (Rest of UK fee rate)
• For PG applicants – Home, EU, Overseas and Distance
Learning
How we determine fee status
• When applications received/keyed in EUCLID an automated
algorithm runs and attempts to determine fee status
• At high level system looking at ‘geographical area of country of
nationality’ and ‘geographical area of country of domicile’
• For UG only looking at ‘country of school’
• Algorithm also looking at other factors including all exchanges
(incoming Erasmus, departmental or international exchange),
high cost graduate programmes (BVMS/LLB), distance learning
programmes
Fee Status Questionnaire
• Where fee status calculated as Q
• Where applicant unhappy with the fee status assigned to them
• Gives applicant opportunity to provide more information on their
individual circumstances
• Applicant can also attach or email separately relevant
documentation
• This is completed online via applicant MyEd portal
• FSS team receive FSQ via EUCLID intray
• Assess fee status based on information provided or email
applicant for further information
• We attempt to process FSQ’s within 3 working days
Review and Appeal Process
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All applicants can request a review if unhappy with decision
Review undertaken by Rhona Anderson
If still unhappy – applicant can appeal
Appeal carried out by Robert Lawrie
Sponsors
• For UG students this is normally SAAS or SLC
• For PG students this can be research councils, employers,
government agencies
• But it is not a family member who is paying the tuition fees
• All students are regarded as self funding unless we are notified
otherwise via SAAS/SLC or on receipt of sponsor information
SAAS
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Electronic files received from SAAS on weekly basis
Loaded and matched against student record in EUCLID
Sponsor record automatically created
We also carry out manual checks to identify interruptions,
withdrawals and repeat years
• File returned to SAAS confirming students’ attendance and any
change of circumstances
• Any change to method of study on student record can affect the
funding available to students
SLC
• Students apply to Student Finance England/Wales/Northern
Ireland for support
• We download information on who has applied for support from
HEI portal daily and upload into EUCLID
• Information is matched against student record and output file
returned daily
• Change of Circumstances – same as SAAS but for SLC also
includes change of programme
• Students receive 3 maintenance payments
• 3 Liability periods for payment of tuition fees to University
Other Sponsors
• PG students in receipt of Research Council funding are normally
notified to us by School/College
• Receive and key sponsor records for all tuition fee scholarships
administered by Scholarships team
• If employer, we require written confirmation of amount, where
invoice to be sent and purchase order number (if applicable)
Tuition Fees
• Tuition fee policy approved by FSG/CMG
• Fee profile looking at
academic session
fee status
method of study
year of entry
year of study
study away codes
Fee Profile
• Fee amount and coding on fee profile feeds through to
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predicted fee on applicant view on MyEd portal
Offers of admission (PG)
Online prospectus fee links (through degree finder)
Tables of fees for new students
Predicted fee for continuing students
Generate fee transaction record in accordance with student academic
record (on day that fee generated)
Fee Charging
• Programme fees can only be charged when student registered
(after 1 August)
• Course fees can only be charged if course showing on student
record
• Automated process to generate full fee due, pulling in sponsor
information from sponsor record if applicable
• Manual intervention to take fee transaction record off hold
before sending data to Finance (different system)
• Intray messages if academic record changed (withdrawal,
interruption etc
• Exception scripts
Key messages
• Fees are charged in accordance with academic record
• If student or yourselves have any queries re the level of fee
charged contact Fees and Student Support Team
• We cannot waive fees
• Fee concession granted in exceptional circumstances and
reported to FSG/CMG
Other work
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APC transfer
Graduate Discount
Sponsor Discounts
Fee Income Transfers
Collaborative programmes
Agent Payments
HESA Secondary Funding
Where to find information
• Scholarships and Student Funding Services Webpage
• www. ed.ac.uk/schools-departments/student-funding
tuition fees
UG and PG funding
• Fees and Funding links from both UG and PG study
• Phone or email us
0131 650 2230
fees@ed.ac.uk
Questions