System notices

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In the light of the recent coronavirus outbreak we would like to briefly confirm the SSSC service status and provide some guidance on remotely accessing student systems and training arrangements.

Service Status

SSSC team members are currently working from home but are operating as per normal and are able to provide support for all student systems.

Please continue to contact us via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848). We remain available from 8.30am to 5pm Monday to Friday (excluding public holidays and university fixed closures). Please note that we are encountering a few issues with our main telephone line at the moment. If you are unable to contact us by phone please email and we will get back to you as soon as possible.

Should there be any changes to the status of the service (e.g. loss of telephony, availability of staff) we will post updates with brief details within the Systems Availability box on the right hand side of the Student Systems Homepage and more detailed updates on the Notices page of the website if required.

Accessing student systems remotely

All student systems are accessible remotely. Most systems, including eVision/Student Self Service and OxCort are accessible via the same standard login links on the Student Systems Homepage. The exceptions are:

Training provision

We are still able to offer training remotely via Microsoft Teams. Please see the FAQs on the Training webpage. If you have any enquiries about training please contact Student Systems Training.

Our aim remains to provide the best possible service at all times and we will do our utmost to continue to do so in these challenging times. If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

 

Several changes have been deployed to the various screens within GSR in order to improve layout, navigation and provide additional help text. These changes have been made on the basis of feedback recieved by a number of users over the past few months.

The changes made are a follows:

Supervision Main Page

  • Help text - Help icons have now been included beside each option in all roles.

Supervision Reporting Dashboard

  • Renamed tabs – The first three tabs on the dashboard from the left have been renamed to Reports to action (with concerns), Reports to action (without concerns) and Completed Reports.
  • Relabelled Edit/View buttons – These buttons have been changed and will now appear as either Write Report or View Report
  • New Student details button – This new button will appear to the right of the screen and replaces the hyperlink that used to exist on the student’s name.

Edit Report/View Report page

  • Removed sections – The sections for Reporting Window Dates and Student Details have been removed from this screen as this information is already available within other screens.

Student Details screen

  • Student Contacts – Within the Student Details section the Student Contacts section now appears as collapsed as default. Clicking the header will expand/collapse the section.
  • Back button – Has been relabelled Return to Dashboard.

eVision (including Student Self Service and online Graduate Applications) and SITS:Vision will be considered "at risk" on Thursday 26th March from 7am to 12pm while essential IT infrastructure maintenance is undertaken. "At risk" in this context indicates that the service is expected to be available as normal but will be operating with reduced resiliency while the work is being carried out. If you do encounter any issues during this period please contact the Student Systems Support Centre.

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The Graduate Supervision Reporting (GSR) window for Hilary term opens for students on Monday 2nd March and closes at noon on Friday 20th March. Automated email notifications will be sent to students on 2nd March with an invitation to submit a self-assessment report. Reporting for supervisors opens on Monday 23rd March and closes at noon on Friday 17th April. Further automated GSR email notifications will be sent to students, supervisors, college advisors and Course Directors/DGSs at key points in the reporting period. Reports are accessible via eVision (for staff) and Student Self Service.

Further guidance and training details are available for staff on the GSR in eVision page and for students on the Student Self Service page.


Dataviews and reports in eVision will be unavailable on Saturday 22nd February and considered "at risk" until 12pm Monday 24th February while essential updates are applied to the underlying Microsoft reporting servers. "At risk" in this case indicates that no disruption to service is expected but the system will be monitored closely throughout the period. Note that this downtime only applies to reports and dataviews and other services within eVision will still be available.

Apologies for any inconvenience caused. If you do encounter any issues during the "at risk" period or afterwards please contact the Student Systems Support Centre.

In the first two weeks, since the ten on-course applications (formally known as GSO forms) went live on 14 January 2020, over 100 applications have been raised by Graduate students. Workflow has already improved through the speeding up the approvals process. Further functionality is subsequently being introduced, starting with the download of Appointments of Examiners data for the Research Degrees team, which went live on 22 January.
Graduate students access the applications through by using updated web links on the Graduate forms webpage, where the new on-line applications are all highlighted with an asterisk (*), or from the My Student Record section of Student Self Service.  The On-Course Applications dashboard is displayed at the bottom of this screen, underneath the Check My Details section. There are five sections to the dashboard:

  • Additional action required – shows applications that are in the approval process, but have been referred back for further information
  • Submitted (Track your application here) – shows applications which have been submitted and are in the approval process
  • Unsubmitted / Draft – shows applications that have been started and saved but not yet submitted
  • Completed- shows applications that have been approved or withdrawn
  • New On-Course Applications- lists any types of applications that can be submit online. This is where Graduate students begin an application.

The student number and other relevant personal and course details will be pre-populated into all applications.

oca dashboard

Updates have been made to the Student Self-Service manual held on the Student Self-Service page which will also help with queries and to see the screens that the students see. There is also a training manual for staff on the Student Systems guides page.
 

 

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Oxcort will be unavailable on Tuesday 4th February from 7.30am to 9am to apply an essential security patch to the system. Apologies for any inconvenience caused. If you encounter any problems outside of this maintenance window please contact the Student Systems Support Centre.

Background

On-course applications now replace ten of paper-based GSO forms. Students will be able to access these applications through Student Self Service or through the links on the Graduate forms website. Once submitted, students will be able to view where their forms are within the process, and will receive a notification email with the result. Staff (including supervisors, college and department reviewers) will be able to view the status of students under their responsibility within eVision, and will receive notifications either when they are required to undertake an action or with the outcome of the application.

Further Information and Support

Guidance for students is available on the Oxford Students website.

Quick reference guides for staff are available on the eVision User Guides section of the Student Systems website. Training videos and Frequently Asked Questions (FAQs) are also available for staff.

If you have any enquiries please contact the Student Systems Support Centre.

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The Student Systems Support Centre will be closed during the Christmas Vacation from 3pm Friday 20th December and will reopen at 8.30am Thursday 2nd January. If you require assistance during the closure period please email us (student.systems@admin.ox.ac.uk) and we will get back to you as soon as possible from 2nd January.

Please also note that the Student Systems Support Centre will be operating with limited cover due to staff availability from 2pm to 5pm Tuesday 10th December and from 2pm to 5pm on Wednesday 11th December. If you are unable to contact us by phone please email us (student.systems@admin.ox.ac.uk) and we will get back to you as soon as possible. Apologies for any inconvenience caused.

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The Examiner Appointments and Payments (EAP) system will be unavailable from 4pm Thursday 5th December until 9am Monday 9th December as part of the Dynamics 365 upgrade. The system will remain "at risk" until 12pm on Monday 9th December. "At risk" in this instance means there may be some disruption to service as systems come back online.

Dynamics 365 Upgrade

The EAP system is hosted on a Microsoft Dynamics platform. A project has been initiated to look at upgrading all university systems sitting on the Dynamics platform to Dynamics 365 in the Cloud. The project have now completed testing and following consultation it has been agreed to undertake the upgrade to the live system on the dates specified above.

There are no major changes for users of EAP. The system will be unavailable during the work and while this is in progress the web portal will display a message "Website under maintenance". Full service is expected to resume at 9am on Monday 9th December but the system has been classifed "at risk" until 12pm while systems are brought back online. The Student Systems Support Centre will update users if there are any changes to the timetable above.

Apologies for any inconvenience caused. If you have any enquiries about the upgrade please contact the Student Systems Support Centre.

 

 

 

e:Vision (including online Graduate Applications and Student Self Service) and SITS:Vision will be considered "at risk" from 4pm Thursday 28th November to 12pm Friday 29th November while essential IT infrastructure maintenance is undertaken. "At risk" in this context indicates the service is expected to be available as normal but will be operating from a single data centre. If you do encounter any issues please contact the Student Systems Support Centre.

The Graduate Supervision Reporting (GSR) window for Michaelmas term opens for students on Monday 25th November and closes at noon on Friday 13th December. Automated email notifications will be sent to students on 25th November with an invitation to submit a self-assessment report. Reporting for supervisors opens on Monday 16th December and closes at noon on Friday 17th January 2020. Further automated GSR email notifications will be sent to students, supervisors, college advisors and Course Directors/DGSs at key points in the reporting period. Reports are accessible via eVision (for staff) and Student Self Service.

Further guidance and training details are available for staff on the GSR in eVision page and for students on the Student Self Service page.

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eVision (including Student Self Service and Graduate Online Applications) and SITS:Vision will be unavailable on Wednesday 6th November 5.30pm to 7.3pm while essential maintainence work is undertaken to complete essential security patching work.

Just to remind you also that eVision and SITS:Vision will also be unavailable on Tuesday 5th November from 7am to 9am as part of essential, university wide maintenance needed to the network. The system will remain "at risk" until 12pm.

Apologies in advance for any inconvenience caused. If you experience any problems outside of these periods or during the "at risk" period indicated please contact the Student Systems Support Centre.

The Payments and Reports elements of the Examiner Appointments and Payments (EAP) system are now live and users will be able to use the EAP Portal for payments relating to 2019-20 Exam Boards and to run reports. For further information please visit the EAP page. If you require technical support with EAP please contact the Student Systems Support Centre.

eVision (including Student Self Service and Graduate Online Applications) and SITS:Vision will be unavailable on Tuesday 29th October 7am to 8.30am while maintenance work is undertaken to apply essential security patches. The systems will remain "at risk" until 12pm. "At risk" in this context indicates that the systems will be available but will be closely monitored after application of the changes.

eVision and SITS:Vision will also be unavailable on Tuesday 5th November from 7am to 9am as part of a university wide outage in order to make essential network changes. As above, the systems will remain "at risk" until 12pm while systems are being closely monitored.

Apologies in advance for any inconvenience caused. If you experience any problems outside of these periods or during the "at risk" periods indicated please contact the Student Systems Support Centre.

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eVision and SITS:Vision will be considered "at risk" from 7am Wednesday 18th September until 12pm Thursday 19th September while major infrastructure work is being undertaken to improve the technical infrastructure supporting university systems. "At risk" in this context means that an outage to the system is not expected but users may encounter some performance problems during this period.

Please note specifically that SITS:Vision users may encounter a small disruption to connection before 9am on Wednesday 18th September as services failover to the backup data centre. If you do encounter an outage you should be able to log back in within a few minutes.

If you encounter any problems at any point please contact the Student Systems Support Centre. Apologies for any inconvenience caused.

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The Examination Results dataviews are now available again following yesterday's issues.

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 2019

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 18th October. Colleges and Department 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?

If the Card Form is not marked as sent ('Release to Card Office' for undergraduate admissions and 'Send Card Form' for graduate applications) 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 Single Sign On (SSO) 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 Training pages on our website.

If you have any further questions or require further guidance please contact the Student Systems Support Centre.

 

 

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 Monday 19th August 2019 in preparation for Michaelmas Term 2019/20. 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 as a 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 2019/20 registration period. Returning students will be able to register online via Student Self Service from 1st September 2019.

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, during which time the student records and the system will rollover from the 2018/19 to 2019/20 academic year. The main impact of this will be noticeable within eVision and Dataviews where the default academic year will begin to show as 2019/20.

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 and Visiting/Recognised Students and the Data Quality Team for queries regarding Postgraduate Taught and Research Students. If you have any further questions regarding rollover activities please contact the Student Systems Support Centre.

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Due to examination results, 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 6th August for Scottish Qualifications Authority results and Thursday 15th August for all other results). Users are strongly encouraged to undertake the online embargo training course developed by UCAS.

Please see the Undergraduate Admissions Handbook for further information. If you have any queries please contact Admissions Operations.

SITS:Vision and OxCort systems will be unavailable on Tuesday 30th July 07.30 to 08.00 as part of essential maintenance work needed as part of major server infrastructure changes being made by IT Services.

Apologies for any inconvenience caused. If you encounter any problems outside of this period please contact the Student Systems Support Centre.

From 30th July SITS:Vision and SQL Developer will no longer be available within the Citrix tool (https://intra.bsp.ox.ac.uk/vpn/index.html). Following a series of issues in July 2018 the Citrix tool is no longer considered capable of delivering reliable access to SITS:Vision or SQL Developer. For the last few months we have been trialling using the Remote App platform (in previous communications referred to as Connect Remote Desktop) to access SITS:Vision and SQL Developer in parallel to Citrix. A number of issues were encountered and resolved during the trials and we are now in a position to withdraw Citrix as a means of accessing SITS:Vision.

Accessing SITS:Vision via Remote App

To access SITS:Vision via Remote App please visit the Student Systems website for the Login to SITS:Vision button

If you have not accessed SITS:Vision via Remote App before you will find that you already have the access that you need. An email communication has been sent to all SITS:Vision users with details of how to access SITS:Vision via Remote App. Quick reference guides will be added to the Student Systems website shortly but if you require a copy please contact the Student Systems Support Centre.

Please note that the procedure for requesting access to SITS:Vision remains the same and requests for new users, a change of role or withdrawing access must come from your Information Custodian.

Further actions and future reminders

Prior to the 30th July you may wish to amend any bookmarks or links you have that refer to accessing SITS:Vision so they do not refer to Citrix. Please note that if you access any other systems or tools via Citrix (e.g. CMIS) you should continue to access them as you did before as this change only affects SITS:Vision. We are aware that IT Services are continuing to work on moving other systems off Citrix too: this will be phased in over the next few months and you will be contacted by the relevant application support teams as part of the transition.

We will send further reminders and updates closer to the date of the switchover. If you have any queries please contact the Student Systems Support Centre
 

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The new Examiner and Appointments Payments (EAP) system went live on Tuesday 11th June. The EAP system is a Microsoft Dynamics solution which provides Exam Boards and departments with the ability to maintain appointments and membership of Exam Board members and replaces the former NomCom database managed by the Examinations and Assessments team. Functionality to provide the ability to manage payments is also being developed and is expected to be available for Michaelmas term 2019.

For further information please visit the EAP page. If you require technical support on the functionality please contact the Student Systems Support Centre.

A facility to enable departments to record overall marks and rankings (OMAR) is now live within eVision. The functionality allows exam boards to record this data directly in eVision for undergraduate exam results and will also display to students on Student Self Service. The tool has been built following a recommendation by the Taught Degrees Panel that all examination boards should provide students with overall marks and rankings if they are calculated.

 

For further details on the new functionality please visit https://projects.it.ox.ac.uk/edu-it-omar. If you require technical support on the functionality please contact the Student Systems Support Centre.

STUDENT SYSTEMS SUPPORT CENTRE: MONTHLY SERVICE REPORT (INCIDENTS AND RESPONSE RATES) FOR APRIL 2019

The Service Report is now available for April 2019 on the Support Statistics web page.

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In May 2019 SITS:Vision, the underlying application for eVision, Student Self Service and Graduate Applicant Self Service, will be upgraded from version 9.5 to 9.7. Regular upgrades help to ensure that the University’s student records system remains supported and secure. There will be no major changes for users, however the aforementioned systems will be unavailable for the duration of the planned work, which will be during weekend hours. System users will be informed of the timing by email closer to the time of the upgrade.

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The Graduate Supervision Reporting (GSR) window for Hilary term opens on Monday 25th February. An automated email notification will be sent to students on 25th February with an invitation to submit a self-assessment report. Further automated GSR email notifications will be sent to students, supervisors, college advisors and Course Directors/DGSs at key points in the reporting period. Reports are accessible via eVision (for staff) and Student Self Service.

Further guidance and training details are available for staff on the GSR in eVision page and for students on the Student Self Service page.

Systems availability


All student systems available!

Please also see the Systems Availability page for details of the status of each system. For scheduled downtime please see the Notices page for more information.

COVID19 SERVICE UPDATE - Please see the Notices page for current status.

 

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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