Student Systems FAQs

These FAQ's are under constand review and amendment. Please contact the Student Systems Support Centre if the FAQ's do not answer a query you have about student systems.

General

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Each department and college of the collegiate University who uses student systems will nominate an Information Custodian (and deputy) who is responsible for ensuring that student systems data is managed in accordance with the Data Privacy and Information Security policies and guidelines. They will need to ensure that staff with access to their data only have access to student systems data that is pertinent to their job role(s), and that sensitive data is only accessed by appropriate individuals.

A complete role description can be found on the Information Custodian webpage.

It would help your Information Custodian if you told them your Single Sign On (SSO) identification and the type of administrative task you wish to complete. Sometimes, it can really help if you know of another member of staff within your college/department/faculty/division who has the type of access you need. Your Information Custodian can check their access and give the same to you.

A list of all Information custodians can be found online. List of Information Custodians.

To appoint a new, or amend an existing, Information Custodian - the Head of the affiliation (e.g. Head of Department, Head of House etc.) must contact the Student Systems Support Centre with details of the change. The following details must be included: Full name of person to be appointed/removed as Custodian; affiliation; dates with effect from and to; email address of person to be appointed/removed as Custodian.

It may be that you are not properly designated as an Information Custodian in SITS:Vision. Please contact the Support Centre to help resolve this issue.

Access can be granted by going to the 'Access and Support' menu in eVision and choosing the 'Add or remove specific eVision access' link. 

The access you have added access that requires either mandatory training or requires further authorisation. If training is required, the staff member will be contacted by Student Systems Training to arrange training. After successful completion of training, the access will become active. If further authorisation is required, a request is immediately sent to the authoriser (typically a member of staff in AAD central administration team(s)) to authorise the access. You and the member of staff will receive an email notification as soon as the access has been approved and it will be active immediately. This authorisation is usually completed within one working day. 

Your Information Custodian may have added access that requires either mandatory training or requires further authorisation. If training is required, you will be contacted by Student Systems Training to arrange training. After successful completion of training, the access will become active. If further authorisation is required, a request is immediately sent to the data owner (typically a member of staff in AAD central administration team(s)) to authorise the access. You will receive an email notification as soon as the access has been approved and it will be active immediately. This authorisation is usually completed within one working day.

It is critically important for Information Security and Data Protection that the Information Custodian understands and acknowledges their key role in managing data. The 'terms and conditions sign up' are intended to serve as a reminder for Information Custodians.

This is a simple process, using the SSP SITS Access Request form in Sharepoint, please refer to the SITS:Vision access webpages.

There are many versions of SITS:Vision, different versions are used for different purposes e.g. development work, testing the system, live use of the system. Typically you will need to use SITS:Vision LIVE environment unless you are instructed otherwise. If you are still unsure, contact the Support Centre.

User Groups control access to specific parts of the SITS:Vision system. If you have access to SITS:Vision, or are requesting access for someone as an Information Custodian, then a single User Group will apply. When requesting access to SITS:Vision, sometimes it can really help if you know of another member of staff within your section who has the type of access that is needed. Knowing what type of ‘User Group’ to belong to will help give the appropriate access within SITS:Vision. Don’t worry if you don’t know this – the SSSC will help identify it. Contact the Support Centre if when completing the SITS:Vision Access Request form you are unsure of what User Group to request.

Colleges

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Where a staff member has a different affiliation permissions for the college are marked in red and/or an exclamation mark.

The user can check their own permission status in eVision or you can check it as the IC. The permission may not immediately be visible to the user because the permission requires secondary sign-off or training needs to be completed. The user will receive an invitation to training where appropriate or available courses can be checked on the Training Courses page.

You have chosen a responsibility that requires ‘secondary sign-off’ and also requires a reason for the access being requested (e.g. ‘disability info- read only’ access). You should enter a justification for why the person requires this access which should expedite the sign-off process. 

Division/Department/Faculty

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Where a staff member has a different affiliation permissions for the division/department are marked in red and/or an exclamation mark.

You have chosen a responsibility that requires ‘secondary sign-off’ and also requires a reason for the access being requested (e.g. ‘disability info- read only’ access). You should enter a justification for why the person requires this access which should expedite the sign-off process.

You can run the ‘Programmes’ dataview and check the ‘Administering Department’ column to help with this step. Alternatively, you can contact the Support Centre for assistance.

If you work in a division or a department with sub-departments, this may be because the permission was added multiple times for a given department. This will mean that the permission will need to be removed multiple times before it is fully removed from the user’s list of permissions.  Alternatively, you can contact the Support Centre for assistance.

The user can check their own permission status in eVision or you can check it as the IC. The permission may not immediately be visible to the user because the permission requires secondary sign-off or training needs to be completed. The user will receive an invitation to training where appropriate or available courses can be checked on the  Training Courses page. Or, if you are an IC for a department/faculty/division with sub-departments, then it is possible the programme is affiliated at a different level from the one allocated. To check this, please run the ‘Programmes’ dataview and check the ‘Administering Department’ column. Alternatively, you can contact the Support Centre for assistance.

SITS FAQ

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Access to SITS: Vision is to be requested by your Information Custodian. Follow the instructions on the SITS:Vision access page to get access.

A guide to University student statuses and how these relate to a student’s entitlement to attend lectures and receive tuition, as well as accessing facilities and services, is available on the Student Records website

If you are looking for information about the Graduate Supervision Reporting (GSR) FAQ's, please see the GSR FAQs page. 

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The Webauth page at https://webauth.ox.ac.uk/reset_password allows you to change your Oxford Username password.

There may be a number of reasons you can't get past the Webauth Verify Personal Details screen. Further information and guidance is available on the IT services website.

The SSSC's Mailing List Usage Statement is now available on the Student System website. All eVision users with active access are automatically included in the mailing lists and membership of the mailing lists is mandatory. Information on when and why you may occasionally be contacted via email is on the Mailing List Policy webpage.

Find the Training Course you are interested in attending and book a date via CoSy. Please contact the Student Systems Training to enquire about booking onto a training course on someone elses behalf. 

eVision is the web view of the SITS:Vision student records system, which will be used by the majority of academic and administrative colleagues and by students (called ‘Student Self Service’).

SITS:Vision is the underlying application which will mainly be used by central teams in the Academic Administration Division.

Systems Availability

All student systems available!

Please also see the Systems Availability page and Notices page for further information on
planned downtime.

 

Contact us


student.systems@admin.ox.ac.uk
01865 (2)84848

Opening Hours: 
08:30 - 17:00 Mon - Fri
(excl. BHs & fixed closure days)

Gibson Building, Ground Floor
Radcliffe Observatory Quarter
Woodstock Road
Oxford OX2 6GG

 
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