Examination results for undergraduate admissions are under embargo during July and August. Results and decisions must not be communicated outside of the university before the embargo periods end (Tuesday 6 August, for Scottish Qualifications Authority results, and Thursday 15 August for everything else). We strongly encourage users to do the online embargo training course developed by UCAS. Please see the Undergraduate Admissions Handbook for further information, or contact Admissions Operations if you have any queries.
Dataviews and Reports: Data refreshes suspended from 4pm Friday 9th August to 9am Monday 12th August
From 4pm on Friday 9 August until 9am on Monday 12 August we will be suspending the process that refreshes data within certain Dataviews and Reports in eVision. This is to allow the system to have additional resources in order to process A Level results. While reports will remain available please be aware that some of the information held within the reports during this period may not be up to date.
The Data Quality Team (DQT) and the Academic Records Office (ARO) will run the progression process within eVision and SITS:Vision in the week commencing from Monday 19th August 2024 in preparation for Michaelmas Term 2024/25. This message is to advise you of the process so you can prepare for any changes which may affect your own systems, and to ensure you are aware that aspects of student records may change.
What is the progression process?
The progression process for this term will roll forward students who are classed as Michaelmas Term students and whose anniversary of registration is in September onto their next year of study, e.g. first year students will become second year students. This will then allow students to re-register for the Michaelmas Term 2024/25 registration period. Returning students will be able to register online via Student Self Service from 1st September 2024.
What changes might I notice?
This is an important part of the system functionality and as such you will notice some changes to student data affected by the progression process, including:
- Most of your returning students will have been rolled forward onto the next year of their study.
- The student Enrolment status will change from 'Enrolled' to 'Ready to Enrol - Returner' until the student has re-registered in Student Self Service.
- As students begin to register there are likely to be frequent updates to personal details.
When is it happening and what will be the impact?
Progression will be undertaken by ARO and DQT primarily between Monday 19th and Friday 23rd August 2024 during which time student records will rollover to 2024/25. The eVision/SITS:Vision systems will then be set to the 2024/25 academic year ready for students to begin enrolling for the new academic year from the 1st September. The main impact of this will be noticeable within eVision and Dataviews where the default academic year will begin to show as 2024/25.
Who do I contact for further information and advice?
If you require any further information in regard to progression please do not hesitate to contact the Academic Records Office for all matters concerning Undergraduates, Postgraduate Taught and Visiting/Recognised Students and the Data Quality Team for queries regarding Postgraduate Research Students. If you have any further questions regarding rollover activities please contact the Student Systems Support Centre.
Access to Student Self Service will be restricted during the pre-enrolment period as the University record is rolled over to the 2024/25 academic year. This will last from Monday 19th August to Saturday 31st August and you will not be able to update contact details or download an Enrolment Certificate during this period. If you require proof of enrolment during this period, or need to update your contact details, please contact your college (or department, if you do not have a college membership). Student Self Service will reopen as normal when the registration window for 2024/25 opens on the 1st September.
This is to remind administrators involved in admissions and on course registration of the dates for student registration and the importance of marking the University Card Form as Sent/Release to Card Office in eVision. In addition, this is also to provide hints and tips and to remind you of resources available as further background information on the registration process.
Registration window for Michaelmas 2024
The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 18th October. Colleges and Departments can continue to register students up to Friday 1st November.
Why is it important to make the Card Form as Sent/Release to Card Office in eVision (undergraduates)?
If the Card Form is not marked as sent ('Release to Card Office' for undergraduate admissions) in eVision, this will delay the creation of the student's on-course record (Applicant Transfer or ATR). Applicant Transfer must be completed before the University Card and Single Sign-On details for registration can be generated. It takes a minimum of three nights, from when a student's University Card form is processed in eVision to their Oxford username and Single Sign-On (SSO) account being issued in order for them to log onto IT facilities. By making sure you have marked the card form as sent in eVision you are ensuring that this process doesn't take longer than it needs to.
What do I need to check I've done?
- Mark the Card Form as sent - Once your applicant has fulfilled their conditions and you have sent the Card Form to your applicant, please make sure you mark the Card Form as Sent/Release to Card Office in eVision too.
- Act upon any issues - If you receive a message that an on-course record cannot be generated (e.g. because a condition is outstanding) then aim to rectify the issue promptly.
- No School or University email address - Encourage applicants to update their email addresses from school or university addresses before they return their Card Form.
Background information on the registration process
For more detailed information on the registration process please see the registration process diagram and related FAQs that can be found on the IT Services help pages.
For more user guides with information on marking the Card Form as Sent/Release in eVision please see the ‘Undergraduate Admissions Manual for colleges’ on the Student Systems website.
If you have any further questions or require further guidance please contact the Student Systems Support Centre.
We’d like to give you prior notice that the Examiner Appointments and Payments (EAP) system will be unavailable from 5pm Monday 12th August to 10am Thursday 15th August. This is required to complete the rollover of the system from 2023/24 to the 2024/25 academic year. The rollover won’t affect the functionality of the system other than the default year will show as 2024/25. Once complete, you will still be able to make changes or payments to 2023/24 examinations boards. You must, however, ensure you have selected the academic year 2023/24 before making any changes.
Training documents and support
User guides and online training materials are available on the Student Systems website.
If you have any enquiries regarding the rollover, please contact the Student Systems Support Centre using the contact details below. If you have any enquiries around processes or policies please continue to contact the Examinations and Assessments team.