System notices

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 17th December from 7am to 9am while urgent, essential maintenance is undertaken in order to add additional CPU resources ahead of expected heavy system activity in January. The systems will also be considered "at risk" until 12pm midday. "At risk" in this context means that no further interruptions to service are expected but support and infrastructure teams will be closely monitoring systems. 

Apologies for the short notice of this and any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Please note that the SSSC will be operating with limited service cover on the afternoon of Wednesday 18th December from 2pm to 5pm. We will be unable to provide telephone or Teams support during these times so if you encounter an issue please email SSSC and we will get back to you as soon as possible. Apologies for any inconvenience caused.

The SSSC will be closed during the Christmas Vacation from 3pm Friday 20th December 2024 and will reopen at 8.30am on Thursday 2nd January 2025. 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.

The Service Report for November 2024 is now available on the Support Statistics page

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 10th December from 7am to 9am while essential maintenance is undertaken in order to apply the latest CPU patches to the underlying database. The systems will also be considered "at risk" until 12pm midday. "At risk" in this context means that no further interruptions to service are expected but support and infrastructure teams will be closely monitoring systems. 

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Following general performance issues with the TMS system over the last few days developers have identified code fixes to assist system performance. As a consequence, TMS will be unavailable from 6.30pm to 7pm on Tuesday 3rd December while these emergency fixes are deployed to the system. Apologies for the very late notice of this. If you encounter any issues outside of this downtime please contact the Student Systems Support Centre.

We are currently aware of and investigating performance issues affecting TMS. We apologise for any inconvenience caused by this and will update this notice with an update on TMS performance.

If you encounter a prolonged loss of service or any other problems with TMS, please contact the Student Systems Support Centre.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 19th November from 7am to 9am in order to undertake essential infrastructure maintenance to the database. All systems mentioned above will be unavailable for the entire duration of the window but will become available again at 9am. However, due to the nature of the work being undertaken, it will take longer to bring back some eVision Dataviews and Reports which will not be fully operational again until 11am. The reports impacted are:

• Graduate College User
• FDF Mail Merge Report Undergraduate College user
• FDF Mail Merge Report Fee calculation report – central user

All systems will also be considered "at risk" until 12pm midday. "At risk" in this context means that no further interruptions to service are expected but support and infrastructure teams will be closely monitoring systems. 

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be considered "at risk" on Tuesday 12th November from 7am to 9am while changes to Graduate Admissions functionality are deployed to the system. "At risk" in this context means that users may encounter some interruption to service while the changes are deployed, most likely around 8am. 

Apologies for any inconvenience caused. If you encounter a prolonged loss of service or encounter issues outside of these times please contact the Student Systems Support Centre.

A number of code fixes and changes have now been deployed to TMS following work undertaken by the Digital Transformation Pilot. The changes deployed are:

• A fix to the functionality for dropping a student from a departmental teaching event which was not behaving correctly and not dropping students from the right sessions.
• Performance fix to the Academic Report Data Export function which was often either taking a long time to generate or failing to generate the export.
• The ability to extend the local payment rate limit to 500%.
• Additional performance tuning to the database to improve underlying SQL Server functionality, particularly for Academic Report searches.

If you encounter any issues with any of these improvements or have any questions please contact the Student Systems Support Centre.

The Service Report for October 2024 is now available on the Support Statistics page

TMS will be considered 'at risk' on Wednesday 16th October from 7am to 9am while a package of code/bug fixes is deployed to the system. "At risk" in this context means that users may possibly encounter a short interruption to service while these fixes are being deployed.

The fixes being deployed should resolve issues reported with several pieces of functionality including the 'Not Edited' search function, the 'Arrange College Teaching by Upload' function and errors when removing students from a Teaching Arrangement.

If you encounter any issues outside of the times indicated above or a prolonged interruption to service please contact the Student Systems Support Centre.

New eVision functionality for managing Exam Adjustments Appeals has successfully gone live this morning (Tuesday 15th October) and is now available for you to use.

Quick Reference Guides are now available on the eVision User Guides section of the website.

On behalf of the Exam Adjustments Project Team and the SITS Continuous Improvements team, thank you for your input and support throughout this project. If you have any feedback or queries on the new functionality, please email student.systems@admin.ox.ac.uk.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 15th October from 7am to 9am. This is required to complete application of essential software updates that we were unable to undertake on 1st October. As before, work to apply these updates will actually begin at 3pm on Monday 14th October.

Outside of the downtime period indicated, the system will be considered as “at risk” from 3pm on Monday 14th October until 12pm midday on Tuesday 15th October. “At risk” in this context means no disruption to service is expected but support and infrastructure teams will be monitoring the system for any issues.

Apologies for any inconvenience caused. If you encounter any issues during the “at risk” period or outside of these times please contact the Student Systems Support Centre.

The Service Report for September 2024 is now available on the Support Statistics page

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 1st October from 7am to 9am. This is required as part of infrastructure maintenance work being undertaken from 3pm Monday 30th September to apply essential software updates and to apply critical security patches to the underlying database.

While downtime is not required for all of the work being undertaken, the system will additionally be considered as “at risk” outside of the downtime period from 3pm on Monday 30th September until 12pm midday on Tuesday 1st October. “At risk” in this context mean no disruption to service is expected but support and infrastructure teams will be monitoring the system for any issues.

Apologies for any inconvenience caused. If you encounter any issues during the “at risk” period or outside of these times please contact the Student Systems Support Centre.

The Service Report for August 2024 is now available on the Support Statistics page.

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.

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.

The Service Report for July 2024 is now available on the Support Statistics page.

While infrastructure maintenance was being undertaken on Tuesday 23rd July to eVision and SITS:Vision, a system process was accidentally triggered between 8am and 8.30am which incorrectly sent email reminders to Graduate Admissions Assessors that were not required. We're continuing to investigate the cause (problem ref: 40003101) and are putting in some mitigating changes but please note that the issue is very unlikely to occur again and changes being put in place will prevent this happening in future.

Therefore, please feel free to ignore email reminders received on the date and between the times indicated above. Apologies for any inconvenience caused.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 23rd July from 7am to 9am while essential maintenance work is undertaken to apply the latest CPU patches. The systems will then be considered "at risk" until 12pm midday. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

TMS will be considered “at risk” on Wednesday 17th July from 4pm to 7pm while updates to the system framework are undertaken and improvements made to user functionality as the result of work undertaken by the Digital Transformation Pilot are deployed. “At risk” in this context means that users may encounter some momentary disruption to service while the changes are being deployed.

The changes to user functionality being deployed to the system are as follows:

• Display Bulk Hours - When Teaching Tutors select specific Teaching Arrangements with Bulk Hours, it will be visible to the Tutor meaning that the user will no longer need to click through to the “Manage Hours” screen to see this information.
• Display Collection Markings - When Teaching Tutors select specific Teaching Arrangements with Collection Markings these will be visible to  the Tutor

If you have any questions about the changes please contact the Student Systems Support Centre.

A number of changes have now been deployed to reports within the College Records functionality. These changes are mainly around the report parameters available and the ordering of columns in report outputs. In addition, a change has also been made to the Trusted Contacts tab.

The changes made are as follows:

Current Students Report

• The parameters for ‘Academic Year and ‘Student Type’ have changed from a drop-down list to multiselect options
• A new parameter has been added called ‘Attendance Mode’ with the options for ‘All’, ‘Full-time’ and ‘Part-time’.
• In the report output, a corresponding ‘Attendance Mode’ column will now appear.

Student Data Extract

• The ‘Status Type’ parameter now has new options for ‘Active’ and ‘Inactive’.
• A new parameter called ‘Include Tutor relationships that have ended?’ has been created with Yes/No options.
• The ‘Display additional columns’ parameter has been changed to include a grouping of ‘Rooms’.
• In the report output, for all supervisors, tutors and College Advisors it will display initials for all forenames and surname.
• In the report output new columns for ‘Site Name’, ‘Building Name’ and, if the parameter grouping of ‘Rooms’ is used, ‘Room Name’ will appear.

Notes Report

• A new parameter called ‘Student Status Type’ has been created which provides options for ‘All’, ‘Active’, ‘Inactive’ and ‘Not a Student’.
• A new multi-select parameter called ‘Student Status’ has been created with available options displayed dependent on the value selected for ‘Status Type’.
• A corresponding column now appears in the report output for ‘Student Status’.

College Advisors/Tutors Report

• A new parameter called ‘Include Tutor relationships that have ended?’ has been created with a Yes/No option.
• The report output now contains new columns for ‘End Date (Role)’, ‘Student Expected End Date’ and ‘Student End Date’.

Fees Report

• A new parameter called ‘Display PGR Continuation Charge’ has been created with a Yes/No option.
• Within the report output some of the columns have changed position and some minor column heading changes have been made, mainly to include the word ‘Fee’ in relevant columns.

Trusted Contacts Tab

• A new column called 'Date last updated/reviewed' has been inserted into the Trusted Contacts details tab which will indicate the last time the student updated or reviewed their contacts in Student Self Service.  

Further information and contacts

Details of the new changes will be added to the various College Records manuals which can be found on the Student Systems website.

If you have any further questions about the changes listed please contact the Student Systems Support Centre (SSSC).

The Service Report for June 2024 is now available on the Support Statistics page.

TMS will be considered “at risk” on Thursday 4th July from 7am to 10am while updates to the system framework are undertaken and improvements made to user functionality as the result of work undertaken by the Digital Transformation Pilot are deployed. “At risk” in this context means that users may encounter some momentary disruption to service while the changes are being deployed, most likely between 8am and 8.30am. Technical and support teams will also be checking and closely monitoring the system during the “at risk period”.

The changes to user functionality being deployed to the system are as follows:

• Enhanced filter options - Users can now ‘Select All’ to easily select all available options in a filter, saving time. In addition, when searching for a keyword, options matching the keyword will be shown but not automatically selected. The select all function will allow you to select (and unselect) all the options with the matching keyword.

If you do encounter any issues with the system after the deployment of these changes, please contact the Student Systems Support Centre.

Please note that the SSSC will be closing at the earlier time of 4pm on Thursday 20th June. In addition, on Tuesday 25th June the SSSC will only be able to provide limited service cover due to staff availability. We will be unable to provide telephone support but aim to respond to any email enquiries as quickly as possible.

Apologies in advance for any inconvenience caused.

The Service Report for May 2024 is now available on the Support Statistics page.

This is to confirm that SITS:Vision 10.7 upgrade has completed successfully and all systems are now available again. Systems will be considered “at risk” until 12pm midday on Monday 13th May while support teams closely monitor systems for any issues.

If you do encounter any problems with eVision or SITS:Vision please contact the Student Systems Support Centre (SSSC).

We would like to make you aware of a technical issue that affected the SITS:Vision database between 10.30am and 11.15am on Wednesday 8th May.

Background

Around 10.50 (UK Time) on Wednesday 8th May, we identified an issue within the underlying SITS:Vision database where the system was failing to correctly update database tables even though on-screen messages in eVision, Student Self Service, Applicant Self Service or SITS:Vision may have indicated the update had correctly saved. The issue with the database began at 10.30 and lasted until 11.15 when the problem was fixed. While we have been able to find and fix the issue, which should not re-occur, we can’t recover the updates that were committed during this time and are, therefore, unable to re-process them.

Further actions and support

We have been able to identify a small number of users who were potentially impacted by the issue and have contacted them individually advising them to check any updates they may have made to any of the systems above and re-process them if they do not appear to have been saved. 

Please accept our apologies for any inconvenience caused. If you have any questions or concerns about this issue or if you are contacted by an applicant, a student or member of staff who thinks they may have been impacted by this problem, please do contact the Student Systems Support Centre.

This is to provide a reminder and confirmation that the SITS:Vision 10.7 Upgrade is going ahead as scheduled.

SITS: Vision upgrade

SITS: Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.5 to 10.7. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be no major changes for users however the aforementioned systems will be unavailable for the duration of the upgrade work.

Downtime – 5pm Friday 10th May to 9am Monday 13th May (“at risk” until midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence, the systems listed above will be unavailable from 5pm Friday 10th May to 9am Monday 13th May and will be considered “at risk” until 12pm midday Monday 13th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues. Please ensure that you have logged out of eVision and/or SITS:Vision before 5pm as you may find that you suddenly lose connection and any updates you haven’t saved.

Access to Emergency Contact Details

For the duration of the upgrade, provision has been made for users with existing access to be able to access student Emergency Contact Details. Please see the FAQ “How can I access Emergency Contact Details” under General eVision FAQs on the Student Systems website for further information.

Further communications

Notices and updates will be posted on eVision and Student Self Service leading up to the upgrade. You will also see a pop up reminder each time you login to eVision which you can switch off (tick the ‘Don’t show me again’ tick box). Please check the Student Systems website for the system status and any further information while the upgrade is underway. We will contact all users to confirm when the upgrade has been completed and all systems are available again.

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

The Service Report for April 2024 is now available on the Support Statistics page

In preparation for the SITS 10.7 Upgrade on the weekend of the 11th/12th May, essential maintenance work is required on SITS:Vision in order to pre-emptively address a server issue that has been identified in testing. The maintenance work is being undertaken over two consecutive evenings from 4pm Monday 29th April to 10am Tuesday 30th April and from 4pm Tuesday 30th April to 10am Wednesday 1st May in order to minimize the possibility of any disruption to service. Note that this work will not impact eVision or any other non-production SITS:Vision environments.

As a consequence, SITS:Vision will be considered "at risk" while the maintenance work is being undertaken. "At risk" in this context means that no interruption to service is expected but the service will be operating with reduced resiliency. If you encounter any issues logging into SITS:Vision during the maintenance work or any issues outside of these periods on 30th April please contact the Student Systems Support Centre. 

The Service Report for March 2024 is now available on the Support Statistics page. 

This is to provide advanced notice of the planned SITS:Vision 10.7 Upgrade.

SITS: Vision upgrade

SITS: Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.5 to 10.7. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. We do not currently believe there are any significant changes for users but we will confirm in future communications and will update the SITS Upgrade webpage accordingly.

All of the systems mentioned above will be unavailable for the duration of the upgrade work.

Planned system downtime – 5pm Friday 10th May to 9am Monday 13th May (“at risk” until 12pm midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence, the systems listed above will be unavailable from 5pm Friday 10th May to 9am Monday 13th May and will be considered “at risk” until 12pm midday Monday 13th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Further communications

Leading up to the upgrade, we will send you further communications to confirm the upgrade is proceeding and provide reminders about the downtime. We will also provide reminders via the AAD News Alert, and on the eVision landing page. Students will be informed via Student News and notices will be added to the Student Self Service landing page.

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

eVision (including Student Self Service and Graduate Applicant Self Service) and SITS:Vision will be considered "at risk" on the weekend of on Saturday 23rd and Sunday 24th March while essential maintenance takes place. "At risk" in this context means that no interruption to service is expected but the service is operating at reduced resilience.

Prior to this, on Wednesday 20th March from 7am to 9am users may encounter a very brief interruption to service while some preparatory work is undertaken. Apologies for any inconvenience caused.

If you do encounter any problems outside of these windows please contact the Student Systems Support Centre.

We’d like to make you aware of changes that are being implemented to SITS:Vision user accounts, specifically around password criteria and management.

Background

Following recommendations by external auditors and OxCERT we need to make improvements to the current management of SITS:Vision accounts in order to improve security and bring it more in line with current GDPR and IT standards. Over the past few months Student Systems have been developing new rules around password management which have already been applied to SITS:Vision accounts in non-production environments.

Password criteria changes

The new criteria for password management has been established and will be applied to all SITS:Vision user accounts in the SITS LIVE environment which consists of the following:

• A password will need to be a minimum of 16 characters long
• A password will now be case-sensitive.
• Password history for the previous 5 passwords will be kept.
• Passwords will expire 1 year after being changed with on screen warnings prior to expiry.

Changing your password

From Tuesday 19th March, an expiry date will be set against passwords for all active SITS:Vision LIVE user accounts in a rolling update so not everyone’s password expires at the same time. A week before your password is due to expire you will start to see an expiry notification when logging into SITS:Vision.

To change your password simply navigate to the PWD screen in SITS:Vision and set yourself a new password following the criteria stated above. If your password has already expired and it is within a week of the expiry date you will still be able to login but the system will prompt you to change your password immediately. If it is more than a week since expiry you will receive an ‘Invalid Login’ message and will need to ask SSSC to provide you with a temporary password.

If you wish, you can change your password before being prompted to do so. We would particularly recommend this if you don’t access SITS:Vision very frequently.

Further support and documentation

For further information please visit the  SITS:Vision User Guides page of the Student Systems website where the document ‘How to access SITS:Vision’ contains more detailed information with screenshots.    

If you have any enquiries regarding the email above or password expiry please contact the Student Systems Support Centre.

We’d like to make you aware of changes that are being implemented that will change how SITS:Vision users access and use the Oracle SQL Developer tool within Connect Remote Apps.

Background

The Oracle SQL Developer tool is currently provided to a limited number of SITS:Vision users within Connect Remote Apps in order to run reports and queries against SITS databases. We need to make improvements to the way SQL accounts are managed which are in line with recommendations made by both OxCERT and the university’s external auditors. For the last few months, members of IT Services and Student Systems have been working on configuring a method to provide users with individual user accounts.

New user account setup

From Monday 18th March,  all users will begin to be assigned their own user account to access SQL Developer. These new accounts will be setup in stages, starting with the majority of user who access SITS LIVE data using read_only level of access. Users will be sent an automated email from the Oracle server with login credentials, a temporary password and advice on password rules for re-setting your password. From there, you can access SQL Developer as you usually do, setup a connection and change your password.

Once all users have been provided with their accounts, the old Oracle accounts and connections will be removed from the system and, going forward, the only way to access to data via SQL Developer will be via your own user account.

Further support and documentation

All users will receive a separate email from the Student Systems Support Centre prior to your account being created with more specific details on how to setup your new account. In addition, please visit the SITS:Vision User Guides page of the Student Systems website where the document ‘How to access SQL Developer’ contains more detailed information with screenshots.    

If you have any enquiries regarding the creation of the accounts or any issues setting up your account please contact the Student Systems Support Centre.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 12th March from 7am to 9am in order to apply an additional Oracle database patch to fix a defect. The systems will then be considered "at risk" until 12pm midday. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for February 2024 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 20th February from 7am to 9am in order to apply the latest Oracle database security patches to the servers. The systems will then be considered "at risk" until 12pm midday. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for January 2024 is now available on the Support Statistics page.

Following the assessment process review one year ago, the Coursework Extensions project was initiated to improve the processing of all types of extension requests for taught degrees summative coursework (including student self-certifications and late submission penalty waivers). 

From Tuesday 30 January 2024, we are replacing the existing procedure (that uses Microsoft Forms and highly manual processing methods) with a more streamlined, integrated and intuitive solution within eVision, which will be used for over 80% of coursework extension requests. 

Note: The main exception is where student record, the course details, or the relevant assessment items are not held within eVision. In addition, the Department for Continuing Education are not fully adopting the new process until Michaelmas Term 2024. If your Continuing Education course is adopting the new procedure now, your course administrator will notify you.

For these exceptions, please continue to follow the existing process until further notice.

Using the new eVision process, any data held around students and their courses/assessments will be auto populated into the extension request. Automated workflow will progress the request through each process stage and relevant parties will be automatically notified of the outcome.  

As a result, these changes will significantly reduce the time and effort required for managing the coursework extensions process, whilst improving data accuracy and security.

Full details how to use this new eVision process can be found on the eVision User Guides page. If you have any enquiries please contact the Student Systems Support Centre.

eVision (including Student Self Service and Graduate Applicant Self Service) and SITS:Vision will be considered "at risk" on Tuesday 23rd January from 7am to 9am while essential maintenance takes place. "At risk" in this context means that no interruption to service is expected but support teams will be closely monitoring the system for any issues. If you do encounter any problems within this window please contact the Student Systems Support Centre.

The Service Report for December 2023 is now available on the Support Statistics page.

The SSSC will be closed during the Christmas Vacation from 3pm Wednesday 20th December 2023 and will reopen at 8.30am on Tuesday 2nd January 2024. 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 note that the SSSC will be operating with limited service cover on the afternoons of Wednesday 6th December and Wednesday 13th December from 2pm to 5pm. We will be unable to provide telephone or Teams support during these times so if you encounter an issue please email SSSC and we will get back to you as soon as possible. Apologies for any inconvenience caused.

eVision (including Student Self Service and Graduate Applicant Self Service) and SITS:Vision will be considered "at risk" on Tuesday 5th December from 7am to 9am while essential maintenance takes place. "At risk" in this context means that the systems should be operating normally but users may encounter a momentary interruption to service while the work is being undertaken. If you encounter a lengthy outage to the system or any issues outside of this window please contact the Student Systems Support Centre.

The Service Report for November 2023 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 14th November from 7am to 9am in order to apply additional server resources to support the systems going forward. The systems will be considered "at risk" until 12pm midday on Tuesday 24th October. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for October 2023 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 24th October from 7am to 9am in order to apply the latest Oracle CPU security patches to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 24th October. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for September 2023 is now available on the Support Statistics page.

Dataviews and Reporting within eVision will be considered "at risk" from 8am Wednesday 4th October to 5pm Thursday 5th October while essential maintenance is undertaken to the underlying servers. "At risk" in this context means that the service will be available but as it is operating with limited capacity you may occasionally encounter slow performance. Note that eVision as whole is not impacted by this work.

If you do encounter any issues accessing reports or find any reports unavailable please contact the Student Systems Support Centre.

The Service Report for August 2023 is now available on the Support Statistics page.

A number of changes have been made within eVision in preparation for students joining the new Astrophoria Foundation Year (AFY) programme in September 2023.

More information about the programme can be found here: Oxford’s Astrophoria Foundation Year Programme | University of Oxford

The changes have been made to enable users to identify Foundation Year students within the system, and include/exclude them in reporting as required.

Foundation Year students are identifiable within eVision as follows:

• Point of Entry – will appear as ‘0’ as a selection parameter and in reports.
• Year on Programme – will appear as ‘0’ as a selection parameter and in reports.
• UCAS Course Code (where it appears) – will contain a suffix of ‘F’ (e.g. F10F MChem Chemistry Foundation, rather than F100 for the standard MChem Chemistry).
• The Astrophoria Programme has been set up as an academic department within Oxford University Department of Continuing Education (7G07XJ). ‘Foundation Year within Oxford University Department of Continuing Education (7G07XJ)’ will be set up, and appear, as a co-owning department on the applicable courses.

These parameters can be used in search facilities in eVision Reports and Dataviews.

The duration of the Foundation Year course is 1 year, so you will notice in eVision that the 'Expected End Date' and 'Expected Award Date' for AFY students will be updated accordingly to show the standard course duration plus 1 additional year.

If you have any questions about the Astrophoria Foundation Year programme, please contact foundationyear.admin@admin.ox.ac.uk.

The Data Quality Team (DQT) and the Academic Records Office (ARO) will run the progression process within eVision and SITS:Vision commencing from Monday 21st August 2023 in preparation for Michaelmas Term 2023/24. 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 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 2023/24 registration period. Returning students will be able to register online via Student Self Service from 1st September 2023.

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 21st and Friday 25th August 2023 during which time students records will rollover to 2023/24. The eVision/SITS:Vision systems will then be set to the 2023/24 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 2023/24.

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 Data Quality Team for queries regarding postgraduate taught and research students and the Academic Records Office for all matters concerning undergraduates and visiting/recognised Students and. 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 2023/24 academic year.  This will last from Monday 21st August to Thursday 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 2023/24 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 2023

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 13th October. Colleges and Departments can continue to register students up to Friday 27th October.

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.

We’d like to give you prior notice that the Examiner Appointments and Payments (EAP) system will be unavailable from 5pm Monday 7th August to 10am Friday 11th August. This is required to complete the rollover of the system from 2022/23 to the 2023/24 academic year. The rollover won’t affect the functionality of the system other than the default year will show as 2023/24. Once complete, you will still be able to make changes or payments to 2022/23 examinations boards. You must, however, ensure you have selected the academic year 2022/23 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.

The Service Report for July 2023 is now available on the Support Statistics page.

A number of changes have now been deployed to the College Records Groups functionality. These changes relate to the GDPR deletion process which will remove all records (except Collections) that were created using the College Records functionality six years after a student has completed their course. These changes will enable colleges to give a Group ‘protected’ status meaning that Group Memberships for all students within the Group will not be deleted by the GDPR process.

The changes made are as follows:

Manage Groups

• A new parameter has been added to the Group Search screen (‘Group memberships excluded from GDPR deletion process?’) with appropriate options (‘All’, ‘Yes’, or ‘No’). Group Search Results will now show a corresponding column for current GDPR Deletion Status and a ‘Yes’ or ‘No’ flag. This has also been applied to the ‘Group List’ and ‘Group Selection List’ search results screens.
• The Group Details screen now includes a ‘GDPR Note’ at the top the screen which states whether or not the Group has been excluded from the GDPR deletion process.  This status can be changed via the ‘Edit Details’ button for an active Group, or the ‘Reactivate’ button for an inactive Group.
• The ability to add or amend the ‘Exclude from GDPR Deletion Process’ flag appears when you either Create, Edit, Remove or Reactivate a Group. An accompanying note will also appear explaining what the flag is for.

Student Groups and Student Details

• On the ‘Student Groups’ tab a new column now appears called ‘Excluded from GDPR Deletion Process?’. Guidance text will also appear at the top of the tab.
• The Student Details screen will now include a note warning the user that elements of the student record have now been deleted. The note only appears if a student has been through the GDPR deletion process, i.e. more than six years after they have completed their course.

Member Groups

• On the Member Groups tab a new column appears with the ‘Excluded from GDPR Deletion’ flag. Guidance text will also appear at the top of the tab.

Groups Report

• The Groups Report now includes a parameter called ‘GDPR Deletion Status’ allowing you to add the values ‘All, ‘Excluded from deletion process’ or ‘Included in deletion process’. A corresponding column will appear in the search results called ‘Excluded from GDPR deletion process’.

Further information and contacts

Details of the new changes will be added to the various College Records manuals which can be found on the Student Systems website.

If you have any further questions about the change listed please contact the Student Systems Support Centre (SSSC).

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 25th July from 7am to 9am in order to apply the latest Oracle database security patches to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 25th July. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for June 2023 is now available on the Support Statistics page.

As a result of enhancements requested via the College Records User Group, a number of changes have now been deployed to College Records as follows:

Student Search and Member/Person Searches

• Single Sign On (SSO) has been added as a parameter for both Student and Member/Person searches.
• ‘Actual End Date’ has been added as a new field when Student search results are displayed.

Student and Member Notes Tabs

• The sort order on the Student and Member Notes tabs has been changed to display the most recent Note first.

Student and Member Rooms Tabs

• Tab labels have been changed from ‘Resources’ to ‘Rooms’.
• The ‘Add’ and ‘Edit’ buttons now allow you to create/change the ‘Assigned Date’ and the ‘Room’ field now displays the ‘Room Name’, ‘Building Name’ and ‘Site Name’.

Student and Member Documents

• When clicking on links for documents within either ‘Student Documents’ or ‘Employment’ the document will now open in a separate tab giving you the option to view or download the document.

Other changes to Student related screens

• The ‘Student Details’ page now indicates in bold text details of students who have migrated to/from the college and which college they have moved to/from.
• The ‘Student Documents’ tab will now show links to documents used in Graduate Admissions including a link to the Application file PDF and links to UAB and College documents.
• The ‘Student Enrolments’ tab now includes the degree classification under the ‘Oxford Academic History’ section.

Further information and contacts

Details of the new changes will be added to the various College Records manuals which can be found on the Student Systems website.

If you have any further questions about the changes listed please contact the Student Systems Support Centre (SSSC).

The Service Report for May 2023 is now available on the Support Statistics page.

As we reach the main TMS reporting period for Trinity Term, we’d like to make you aware of some recently deployed changes and provide a few other updates and reminders.

TMS Survey, Development and Known Issues

The TMS User Group and Management Committee have now viewed the initial results of the survey undertaken early in Hilary term. We received over 300 responses, which included some very detailed suggestions for improvements, and will be conducting in-depth analysis to ensure these are all noted and addressed when possible. We would like to acknowledge that some of the feedback has been very challenging, and it is very clear that improvements are needed.

Based on the feedback, the User Group identified some immediate priorities, including increasing the amount of time allowed before a user is “timed out” from 20 minutes to 3 hours, and making additional resources available to allow the system to perform adequately at busy times. These changes are being actioned and should be in place for the Trinity Term reporting period.

Please visit the TMS Webpages for details of current known issues within the system, progress with investigations and any available workarounds or advice. Please note that this part of the website is being updated frequently as advice changes and new issues are discovered and fixed.

Revised Register of Approved Payments

Following uplifts to national and University pay, a revised Register of Approved Payments effective from Trinity Term 2022/23 is now available on the TMS Website. Global payment rates within the TMS system itself have also now been updated.

Further information and support

If you have any enquiries about the changes mentioned above or encounter any issues please contact the Student Systems Support Centre.

This is to confirm that SITS:Vision 10.5 upgrade has completed successfully and all systems are now available again. Systems will be considered “ at risk” until 12pm midday on Monday 15th May while support teams closely monitor systems for any issues.

If you do encounter any problems with eVision or SITS:Vision please contact the Student Systems Support Centre (SSSC).

This is to provide a reminder and confirmation that the SITS:Vision 10.5 Upgrade is going ahead as scheduled.

SITS:Vision upgrade

SITS: Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.3 to 10.5. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be no major changes for users however the aforementioned systems will be unavailable for the duration of the upgrade work.

Downtime – 5pm Friday 12th May to 9am Monday 15th May (“at risk” until midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence, the systems listed above will be unavailable from 5pm Friday 12th May to 9am Monday 15th May and will be considered “at risk” until 12pm midday Monday 15th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues. Please ensure that you have logged out of eVision and/or SITS:Vision before 5pm as you may find that you suddenly lose connection and any updates you made haven’t saved.

Access to Emergency Contact Details

For the duration of the upgrade, provision has been made for users with existing access to be able to access student Emergency Contact Details. Please see the FAQ “How can I access Emergency Contact Details” under General eVision FAQs on the Student Systems website for further information.

Further communications

Notices and updates will be posted on eVision and Student Self Service leading up to the upgrade. You will also see a pop up reminder each time you login to eVision which you can switch off (tick the ‘Don’t show me again’ tick box). Please check the Student Systems website for the system status and any further information while the upgrade is underway. We will contact all users to confirm when the upgrade has been completed and all systems are available again.

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

The Service Report for April 2023 is now available on the Support Statistics page.

eVision (including Student Self Service and Graduate Applicant Self Service) and SITS:Vision will be considered "at risk" on Tuesday 25th April 7am to 9am and Tuesday 2nd May 7am to 9am while essential infrastructure work is being undertaken in two parts. For both these periods, "at risk" means that systems will be closely monitored by support teams but no interruption to service is expected and systems should be operating normally. However if you do encounter any problems within these periods please do contact the Student Systems Support Centre.

This is to provide advanced notice of the planned SITS:Vision 10.5 Upgrade.

SITS: Vision upgrade

SITS: Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.3 to 10.5. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. We do not currently believe there are any significant changes for users but we will confirm in future communications and will update the SITS Upgrade webpage accordingly.

All of the systems mentioned above will be unavailable for the duration of the upgrade work.

Planned system downtime – 5pm Friday 12th May to 9am Monday 15th May (“at risk” until 12pm midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence, the systems listed above will be unavailable from 5pm Friday 12th May to 9am Monday 15th May and will be considered “at risk” until 12pm midday Monday 15th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Further communications

Leading up to the upgrade, we will send you further communications to confirm the upgrade is proceeding and provide reminders about the downtime. We will also provide reminders via the AAD News Alert, and on the eVision landing page. Students will be informed via Student News and notices will be added to the Student Self Service landing page.

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

The Service Report for March 2023 is now available on the Support Statistics page.

eVision (including Student Self Service and Graduate Applicant Self Service) will be considered "at risk" on Tuesday 28th March from 7am to 9am while essential maintenance takes place. "At risk" in this context means that the systems should be operating normally but users may encounter a momentary interruption to service while the work is being undertaken. If you encounter a lengthy outage to the system or any issues outside of this window please contact the Student Systems Support Centre.

The Service Report for February 2023 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 14th March from 7am to 9am in order to apply the latest Oracle security patches and perform essential maintenance to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 14th March. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

As we reach the main TMS reporting period for Hilary Term, we’d like to make you aware of some recently deployed changes and provide a few other updates and reminders.

TMS Changes

Work is continuing to improve the system based on feedback received last year. A new batch of changes has now been deployed to the system which we hope will further improve experience of using the system. The most recent changes deployed are:

• Changes to the ‘Manage Hours’ and ‘Collection Markings’ screens for tutors, to simplify the navigation and editing functions and increase the number of combinations which can be added.
• Improvements to page navigation functions on the Academic Reports screen for all users.
• Updated layout of individual College Tutorial/Class Academic Reports screens to make it clearer which entries relate to which fields.
• Providing the ability to add coloured flags to reports for administrative purposes within the ‘Batch View’ of Academic Reports, with the addition of a new filter option on the ‘All Academic Reports’ screen to exclude reports that do not have a coloured flag set.
• Adding the ability for Organising Tutors who have the additional permission to Accept college reports to also Release reports to students.

Details of the changes have now been updated within the various user manuals on the TMS. Please see the Guidance and Support tab on the TMS website. 

Known Issues

Please visit the TMS Webpages for details of current known issues within the system and any available workarounds or advice although please note that this part of the website is being updated constantly as advice changes and new issues are discovered.

We’d like to draw your attention to the issue of ‘Staff Not Appearing’ within TMS. This is a complex problem which incorporates multiple scenarios and while it is sometimes possible to fix individual cases it may not always achievable. Please continue to report any cases to the Student Systems Support Centre but also bear in mind that it may sometimes prove necessary to make alternative, off-system arrangements to ensure prompt payment. Any unresolved cases will be recorded as part of the problem and the issue remains a top priority for support and development teams.

TMS Survey and future development

An invitation to all TMS users to participate in an online survey was sent out in January and closed at the end of Week 4. Analysis is currently underway on the vast amount of feedback received with the aim of presenting results to the TMS User Group and Management Committee within the next few weeks. The User Group will be working through the survey feedback at the end of March with the aim of establishing future priorities for development.

Thank you for all your feedback and contributions. Although the survey has now closed please contact the Student Systems Support Centre if you have any further feedback.

Further information and support

If you have any enquiries about the changes mentioned above or encounter any issues please contact the Student Systems Support Centre.

The Service Report for January 2023 is now available on the Support Statistics page.

The Service Report for December 2022 is now available on the Support Statistics page.

The SSSC will be closed during the Christmas Vacation from 3pm Wednesday 21st December 2022 and will reopen at 8.30am on Tuesday 3rd January 2023. 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 3rd January.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 13th December from 7am to 9am in order to apply updated Oracle security patches and perform essential maintenance to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 13th December. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Please note that the SSSC will be operating with limited service cover on the afternoons of Tuesday 6th December and Wednesday 7th December from 2pm to 5pm. We will be unable to provide telephone or Teams support during these times so if you encounter an issue please email SSSC and we will get back to you as soon as possible. Apologies for any inconvenience caused.

The Service Report for November 2022 is now available on the Support Statistics page.

As we reach the main TMS reporting period for Michaelmas Term, we’d like to make you aware of some recently deployed changes and provide a few other updates and reminders.

TMS Changes

Following feedback over the last academic year, a batch of changes have been deployed which we hope will improve the experience of using the system, particularly for tutors when submitting reports. The changes are:

• Making payment rates default and automatically save on all payment lines when adding a payment claim to an individual report.
• Allowing tutors to set default payment claim details on all reports within one Teaching Arrangement.
• Adding programme of study and “tutor is a student” filters to academic reports lists.

Screenshots of the changes are contained within the workflows available on the TMS Tutor Self Help Guide page on the Student Systems website. Specifically, please see the following PDF guides:

• Add a Payment Claim to an Academic Report
• Add Default Payment Claim
• Batch Edit Reports
• Manage Hours for a Teaching Group Report

Development teams are continuing to work through feedback to look at changes to the system. Work on the next batch of changes has already commenced and details of these changes will be communicated in due course.

New Quick Reference Guide (QRG) for Tutors

In response to feedback from tutors a new QRG has been created for ‘Completing and Submitting Academic Reports in TMS’. A copy is now available on the Student Systems website, so please do feel free to distribute it to new and existing tutors as you choose.

Reminder of Annual Tasks

A brief reminder of some annual tasks which may need to be completed for your college or department:

• Authorising new users, adding roles, and creating profiles
• Removing leavers  - deactivating college profiles and cancelling authorisations (if necessary)
• Checking existing user profiles and extending authorisation if necessary
• Adding/editing/removing stint adjustments
• Refreshing all Dynamic Student Groups to update memberships
• Setting up local payment rates for the 2022/23 academic year

You may also like to look into the use of templates, which allow the recreation of Teaching Arrangements, so are useful when teaching is repeated each term or each year.  Please see the Quick Start Guide for Offices webpage for details of relevant self-help guides and further supporting documentation.

Known Issues

Please visit the TMS Webpages for details of current known issues within the system and any available workarounds or advice although please note that this part of the website is being updated constantly as advice changes and new issues are discovered. In particular, we’d like to draw your attention to a newly reported issue with Dynamic Student Groups which is currently being looked at as a priority by technical teams

Further information and support

If you have any enquiries about the changes mentioned above or encounter any issues please contact the Student Systems Support Centre.

The Service Report for October 2022 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be considered "at risk" on Tuesday 15th November September from 7am to 12pm midday while essential infrastructure work is undertaken to improve load balancing of the system. "At risk" in this context means that no disruption to service is expected although users may experience slow performance for very brief periods. 

Apologies for any inconvenience caused. If you encounter significant performance problems or any other issues during this period please contact the Student Systems Support Centre.

The Service Report for September 2022 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 27th September from 7am to 9am in order to apply essential Oracle database security patches to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 27th September. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for August 2022 is now available on the Support Statistics page

Some essential work on one of the University’s data centres is planned from 3pm on Monday 5th September until 1pm on Wednesday 7th September. SITS/eVision will still be available during this time but users should be aware that the system will be running at reduced capacity and resiliency during this time. 

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Please note that the OxCort system that is currently in a read only state will be permanently switched off from Wednesday 31st August. The OxCort website will also be decommissioned shortly afterwards. OxCort has now been replaced by the Teaching Management Systems (TMS). For further information on TMS please visit the Student Systems website.

The Data Quality Team (DQT) and the Academic Records Office (ARO) will run the progression process within eVision and SITS:Vision commencing from Monday 15th August 2022 in preparation for Michaelmas Term 2022/23. 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 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 2022/23 registration period. Returning students will be able to register online via Student Self Service from 1st September 2022.

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 in two stages. DQT will run progression for postgraduate taught and research students between Monday 15th August and Friday 19th August. The ARO will run progression for undergraduate and visiting/recognised students between Monday 22nd August and Friday 26th August after which student records will have been rolled over to 2022/23. The eVision/SITS:Vision systems will then be set to the 2022/23 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 2022/23.

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 Data Quality Team for queries regarding postgraduate taught and research students and the Academic Records Office for all matters concerning undergraduates and visiting/recognised Students and. 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 2022/23 academic year.  This will last from Monday 15th August to Wednesday 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 2022/23 opens on the 1st September.

The Service Report for July 2022 is now available on the Support Statistics page

We’d like to give you prior notice that the Examiner Appointments and Payments (EAP) system will be unavailable from 5pm Monday 8th August to 10am Friday 12th August. This is required to complete the rollover of the system from 2021/22 to the 2022/23 academic year. The rollover won’t affect the functionality of the system other than the default year will show as 2022/23. Once complete, you will still be able to make changes or payments to 2021/22 examinations boards. You must, however, ensure you have selected the academic year 2021/22 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.

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 2022

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 14th October. Colleges and Departments can continue to register students up to Friday 28th October.

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.

eVision (including College Records and Graduate Supervision Reporting) Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Tuesday 26th July from 7am to 9am in order to apply essential Oracle database security patches to the database servers. The systems will be considered "at risk" until 12pm midday on Tuesday 26th July. "At risk" in this context means no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for June 2022 is now available on the Support Statistics page.

The Service Report for May 2022 is now available on the Support Statistics page

This is to confirm that SITS:Vision 10.3 upgrade has completed successfully and all systems are now available again. Systems will be considered “ at risk” until 12pm midday on Monday 16th May while support teams closely monitor systems for any issues.

If you do encounter any problems with eVision or SITS:Vision please contact the Student Systems Support Centre (SSSC).

This is to provide a reminder and confirmation that the SITS:Vision 10.3 Upgrade is going ahead as scheduled.

SITS: Vision upgrade

SITS: Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.1 to 10.3. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be some minor changes to eVision, Student Self Service and Graduate Applicant Self Service including the following:

• Internet Explorer will no longer be supported within SITS 10.3.
• You will see some cosmetic style changes, e.g. help icons appearing in a slightly different place.

For further details of the changes please visit the SITS Upgrade webpage. All of the systems mentioned above will be unavailable for the duration of the upgrade work.

Downtime – 5pm Friday 13th May to 9am Monday 16th May (“at risk” until midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence the systems listed above will be unavailable from 5pm Friday 13th May to 9am Monday 16th May and will be considered “at risk” until 12pm midday Monday 16th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Access to Emergency Contact Details

For the duration of the upgrade, provision has been made for users with existing access to be able to access student Emergency Contact Details. Please see the FAQ “How can I access Emergency Contact Details” under General eVision FAQs on the Student Systems website for further information.

Further communications

Notices and updates will be posted on eVision and Student Self Service leading up to the upgrade. You will also see a pop up reminder each time you login to eVision which you can switch off (tick the ‘Don’t show me again’ tick box). Please check the Student Systems website for the system status and any further information while the upgrade is underway. We will contact all users to confirm when the upgrade has been completed and all systems are available again.

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

The Service Report for April 2022 is now available on the Support Statistics page.

This is to provide advanced notice of the planned SITS:Vision 10.3 Upgrade.

SITS:Vision upgrade

SITS:Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 10.1 to 10.3. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be some cosmetic changes to eVision, Student Self Service and Graduate Applicant Self Service including the following:

• Internet Explorer will no longer be supported within SITS 10.3.
• You will see some minor style changes including container header colours and help icons.

Further details of changes will be added to the SITS Upgrade webpage in the near future. All of the systems mentioned above will be unavailable for the duration of the upgrade work.

Planned system downtime – 5pm Friday 13th May to 9am Monday 16th May (“at risk” until 12pm midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence, the systems listed above will be unavailable from 5pm Friday 13th May to 9am Monday 16th May and will be considered “at risk” until 12pm midday Monday 16th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Further communications

Leading up to the upgrade, we will send you further communications to confirm the upgrade is proceeding and provide reminders about the downtime. We will also provide reminders via the AAD News Alert, and on the eVision landing page. Students will be informed via Student News and notices will be added to the Student Self Service landing page.

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

The Service Report for March 2022 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Tuesday 22nd March from 7am to 9am in order to undertake essential maintenance to the underlying database. The systems will be considered "at risk" until 12pm midday on Tuesday 22nd March. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Reporting and Dataviews on eVision will unavailable on Tuesday 8th March from 7am to 9am while essential maintenance is undertaken. eVision is otherwise unaffected by the outage. Apologies for any inconvenience caused. If you encounter any problems outside of this timeframe please contact the Student Systems Support Centre.

The Service Report for February 2022 is now available on the Support Statistics page.

The Service Report for January 2022 is now available on the Support Statistics page.

The Service Report is now available for December 2021 on the Support Statistics page.

The Student Systems Support Centre (SSSC) will be closed during the Christmas Vacation from 3pm Wednesday 22nd December 2021 and will reopen at 8.30am Tuesday 4th January 2022. 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 4th January.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Tuesday 14th December from 7am to 9am in order to undertake essential maintenance to the underlying database. The systems will be considered "at risk" until 12pm midday on Tuesday 14th December. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Reporting and Dataviews on eVision will be considered "at risk" on Tuesday 7th December from 7am to 9am while essential maintenance is undertaken. "At risk" in this context means that reports and dataviews will remain available however you may notice some performance issues while the maintenance is underway. Note that the maintenance work does not impact eVision generally. If you do encounter any problems please contact the Student Systems Support Centre.

On an ongoing basis SSSC are working partially onsite and partially remotely. We are currently experiencing an unprecedented number of support calls, mainly related to the new TMS system and, in addition, we are also expecting to be extremely busy with the upcoming Graduate Admissions December deadline (Friday 3rd December) and the Graduate Supervision Reporting (GSR) student deadline for Michaelmas term (Friday 10th December). There is likely to be some delay in responding to support queries and we may not be able to deliver telephone or remote support at times during December. We will post regular updates on the Service Status across the website. Apologies in advance for any delay or inconvenience caused.

There will be several service outages this month for essential maintenance. Please see the Notices for December 2021 for further details

The SSSC will be closed over Christmas/New Year from 3pm Wednesday 22nd December and will reopen at 8.30am on Tuesday 4th January.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for November 2021 is now available on the Support Statistics page.

The Service Report for October 2021 is now available on the Support Statistics page.

On an ongoing basis SSSC are working partially onsite and partially remotely. November is expected to be a very busy month as the new TMS system is used for Michaelmas reporting, the main Graduate Admissions period beginning and the first Graduate Supervision Reporting (GSR) window of the year. SSSC are already receiving a heavy volume of support calls so apologies in advance for any delay in getting back to you but if there are any major disruptions to service we will update the website accordingly.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Tuesday 2nd November from 7am to 9am in order to undertake essential maintenance to the underlying database. The systems will be considered "at risk" until 12pm midday on Tuesday 2nd November. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for the short notice and any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for September 2021 is now available on the Support Statistics page.

Service Status

SSSC staff are in the process of gradually returning to the office through October and November but the service is operating as normal. October continues to be very busy for SSSC and we are continuing to receive a heavy volume of support calls mainly related to registration and the new Teaching Management System (TMS). We are expecting call volumes to drop slightly as we get further into October but if service is severely impacted we will post relevant notices.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Tuesday 28th September from 7am to 8am in order to undertake essential maintenance to the underlying database. The systems will be considered "at risk" until 12pm midday on Tuesday 28th September. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for the short notice and any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for August 2021 is now available on the Support Statistics page.

Service Status

SSSC are continuing to work remotely but service remains as normal. September/October are one of the peak periods for SSSC and as such we would expect a large volume of support calls mainly around registration related activities plus, this year, with the Teaching Management System (TMS) going live. In addition we will be operating at reduced capacity due to staff leave. If service is severely impacted we will post relevant notices but if you are struggling to contact us by phone please email instead. If it is helpful, please also July 2021 Notices below for details of where to find hints and tips related to registration.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for July 2021 is now available on the Support Statistics page.

Service Status

SSSC are continuing to work remotely but service remains as normal. We are expected to have a gradually heavier number of support calls up to the start of the 2021/22 academic year. SSSC will also be operating at reduced capacity throughout August due to  staff annual leave. If service is severely impacted we will post relevant notices but if you are struggling to contact us by phone please email instead. Just to make you aware also that there will be a number of data and system changes leading up to the start of the academic year including progression of student records and registration of new students. Please see the July 2021 Notices below for further details and guidance.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Examiner Appointments and Payments (EAP) system will be unavailable from 5pm Monday 2nd August to 9am Thursday 5th August. This is required to complete the rollover of the system from 2020/21 to the 2021/22 academic year.

The rollover won’t affect the functionality in the system other than the default year will show as 2021/22. Once complete, you will still be able to make changes or payments for 2020/2021 examination boards. You must, however, ensure you have selected the academic year 2020/21 before making any changes.

Access to Inspera

In 2021/22, exam board members’ access to Inspera will continue to be managed by administrators, via a task in eVision. This task is populated with data from the EAP system.  Please therefore ensure that the details you enter into EAP are as accurate and complete as possible. This eVision task will display exam board members for 2021/22 (where defined in EAP) from Friday 1 October 2021.

Training documents and support

User guides and online training materials for 2021/22 are available on the Student Systems website.

If you have any enquiries regarding the rollover, please contact the Student Systems Support Centre . If you have any enquiries around processes or policies please continue to contact the Examinations and Assessments team .

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 2021

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 15th October. Colleges and Departments can continue to register students up to Friday 29th October.

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 16th August 2021 in preparation for Michaelmas Term 2021/22. 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 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 2021/22 registration period. Returning students will be able to register online via Student Self Service from 1st September 2021.

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 16th and Friday 20th August 2021 during which time student records will rollover to 2021/22. The eVision/SITS:Vision systems will then be set to the 2021/22 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 2021/22.

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.

This is to confirm that SITS:Vision 10.1 upgrade has completed successfully and all systems are now available again. Systems will be considered “ at risk” until 12pm midday on Monday 19th July while support teams closely monitor systems for any issues.

If you do encounter any problems with eVision or SITS:Vision please contact the Student Systems Support Centre (SSSC).

This is to provide a reminder and confirmation that the SITS:Vision 10.1 Upgrade is going ahead as scheduled.

SITS: Vision upgrade

SITS:Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 9.9 to 10.1. This routine upgrade will ensure that the University’s student records system remains up to date, secure and supported. There will be no major changes for users however the aforementioned systems will be unavailable for the duration of the upgrade work.

Downtime – 5pm Friday 16th July to 9am Monday 19th July (“at risk” until 12pm midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence the systems listed above will be unavailable from 5pm Friday 16th July to 9am Monday 19th July and will be considered “at risk” until 12pm midday on Monday 19th May. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Access to Emergency Contact Details

For the duration of the upgrade, provision has been made for users with existing access to be able to access student Emergency Contact Details. Please see the FAQ “How can I access Emergency Contact Details” under General eVision FAQs on the Student Systems website for further information.

Pop-Up Reminder

On the week leading up to the upgrade weekend you may see a notification which pops up within eVision providing a reminder about the upgrade (see example below). The pop up relating to the upgrade will appear once each day you login to eVision. However, you can switch off this reminder if you prefer by ticking the ‘Don’t show again’ checkbox or use the cross to close.

Further communications

Notices and updates will be posted on eVision and Student Self Service leading up to the upgrade. Please check the Student Systems website for the system status and any further information while the upgrade is underway. We will contact all users to confirm when the upgrade has been completed and all systems are available again.

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

The Service Report for June 2021 is now available on the Support Statistics page.

Service Status

SSSC are continuing to work remotely but service remains as normal. SSSC are expected to have a medium to heavy number of support calls as the academic year finishes but with a quieter last couple of weeks at the end of the month. The SITS:Vision 10.1 upgrade is expected to take place on the weekend of 17th/18th July which will involve eVision and SITS:Vision systems being unavailable but further communications will be posted on this closer to the time.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for May 2021 is now available on the Support Statistics page.

This is to provide advanced notice of the planned SITS:Vision 10.1 Upgrade.

SITS:Vision upgrade

SITS:Vision, the underlying application for eVision (including College Records and Graduate Supervision Reporting), Student Self Service and Graduate Applicant Self Service, will be upgraded from version 9.9 to 10.1. This routine upgrade will ensure that the University’s student records system remains up to date and continues to be supported. There will be no major changes for users however the aforementioned systems will be unavailable for the duration of the upgrade work.

Planned system downtime – 5pm Friday 16th July to 9am Monday 19th July (“at risk” until 12pm midday)

The SITS:Vision system and underlying Oracle database will be upgraded over the course of the weekend. As a consequence the systems listed above will be unavailable from 5pm Friday 16th July to 9am Monday 19th May and will be considered “at risk” until 12pm midday Monday 19th July. “At risk” in this context means that systems are expected to be available as normal from 9am but support teams will be closely monitoring systems for any issues.

Further communications

Leading up to the upgrade, we will send you further communications to confirm the upgrade is proceeding and provide reminders about the downtime. We will also provide reminders via the AAD News Alert, and on the eVision landing page. Students will be informed via Student News and notices will be added to the Student Self Service landing page.

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

Service Status

SSSC are continuing to work remotely but service remains as normal. SSSC are continuing to provide support for online examinations on the Inspera system in Trinity Term and as such are expecting heavy volumes of support calls until the middle of June. Apologies in advance for any delays in getting back to you during this period but if there is any substantial impact to service at any point this will be indicated within the System Availability tab on the Student Systems Homepage.

The SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for April 2021 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable on Saturday 15th May from 6am in order to undertake essential infrastructure work to migrate the SITS database to new servers. All systems will be available again on Sunday 16th May but will be classified as “at risk” until 12pm midday on Monday 17th May. “At risk” in this context means no further interruptions are expected but the system will be closely monitored for any disruption to service.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Service Status

SSSC are continuing to work remotely but please assume that service remains as normal. SSSC are providing support for online examinations on the Inspera system in Trinity Term and as such are expecting heavy volumes of support calls from around 24th May until the middle of June. Apologies in advance for any delays in getting back to you during this period but if there is any substantial impact to service at any point this will be indicated within the System Availability tab on the Student Systems Homepage.

eVision, Student Self Service and SITS:Vision will be unavailable on Saturday 15th May for infrastructure improvements. Please see the relevant notices for further information. 

The SSSC will be closed for both May Bank Holidays from 5pm Friday 30th April until 8.30 am on Tuesday 4th May and from 5pm Friday 28th May until 8.30am on Tuesday 1st June. Otherwise the SSSC are contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for March 2021 is now available on the Support Statistics page.

Following a change in policy, students can now submit MCE notices to examiners directly via Student Self Service. Previously, an MCE could only be submitted by colleges or departments for non-matriculated students. These changes have now been deployed to Student Self Service/eVision. Note that colleges and departments with non-matriculated students will still be able to submit a notice on behalf of a student should the student be unable to do so themselves.

Further guidance for students is available on the Oxford Students site. Further information for staff on the eVision changes are available on the Student Systems website.

Service Status

SSSC are continuing to work remotely so please assume that service remains as normal. If there is any substantial impact to service at any point this will be indicated within the System Availability tab on the Student Systems Homepage.

Please note that for the Easter weekend the SSSC will close at 5pm on Wednesday 31st March and will reopen at 8.30am on Tuesday 6th April.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Tuesday 16th March from 7am to 9am in order to undertake essential maintenance to the underlying database. The systems will be considered "at risk" until 12pm midday on Tuesday 16th March. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

Service Status

SSSC are continuing to work remotely so please assume that service remains as normal. If there is any substantial impact to service at any point this will be indicated within the System Availability tab on the Student Systems Homepage.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for February 2021 is now available on the Support Statistics page.

eVision (including College Records and Graduate Supervision Reporting), Student Self Service, Graduate Applicant Self Service and SITS:Vision, will be unavailable on Thursday 4th March from 7am to 9am in order to undertake essential maintenance. The systems will be considered "at risk" until 12pm Thursday 4th March. "At risk" in this context means that no further interruption to service is expected but the systems will be closely monitored.

Apologies for the late notice and for any inconvenience caused. If you encounter any issues outside of these times please contact the Student Systems Support Centre.

The Service Report for January 2021 is now available on the Support Statistics page.

Service Status

SSSC are continuing to work remotely so please assume that service remains as normal. If there is any substantial impact to service at any point this will be indicated within the System Availability tab on the Student Systems Homepage.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

Service Status

SSSC are continuing to work remotely but please assume that service remains as normal. The SSSC was closed over the Christmas vacation period and has now reopened (from 4th January) so please bear with us as we respond to a backlog of support calls raised during this period. January is one of the busiest months of the academic year for SSSC with two Graduate Admissions deadlines (Friday 8th January and Friday 22nd January) and the Graduate Supervision Reporting deadline for supervisors (Friday 15th January). We are expecting a high volume of support calls around these deadlines so apologies in advance for any delays in getting back to you. If there is any substantial impact to service around or outside of these dates, this will be indicated within the System Availability tab on the Student Systems Homepage.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for December 2020 is now available on the Support Statistics page.

The Student Systems Support Centre (SSSC) will be closed during the Christmas Vacation from 3pm Friday 18th December 2020 and will reopen at 8.30am Monday 4th January 2021. 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 4th January.

Service Status

SSSC are continuing to work remotely but please assume that service remains as normal. Support call volumes are expected to remain high into December for the final weeks of Michaelmas term and around the Graduate Supervision Reporting deadline for students on Friday 11th December. For the Christmas vacation period there will be a change freeze from Tuesday 15th December for all but essential/emergency changes to systems. The SSSC will close at 3pm on Friday 18th December and will reopen at 8.30am on Monday 4th January (see also separate notice on Christmas closure dates). If there is any substantial impact to service outside of these dates, this will be indicated within the System Availability tab on the Student Systems Homepage.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report for November 2020 is now available on the Support Statistics page.

As a result of enhancement requests agreed by the College Records User Group a number of changes to the Groups functionality within College Records are now available. The details are as follows:

Access levels 

There is no change to the existing update access level (SVFC_GR_CREA). 

The two existing read-only access levels (SVFC_GR_RSTR and SVFC_GR_ALL) have been replaced by a single access level (SVFC_GR_VIEW).  All users with read-only access have automatically been assigned the new access level. 

Groups eVision

The existing functionality has been enhanced to improve navigation and to allow users to carry out the following:

• Create Groups and Group Memberships
• Edit Groups and Group Memberships
• Remove Groups and Group Memberships
• Reactivate inactive Groups and Group Memberships

It will also be possible to manage group memberships for a student or college member from the Groups tab.

Role required: Manage Groups (SVFC_GR_CREA)

Creation of Group Memberships in bulk

This is new functionality which allows users to download a template spreadsheet which contains details of all Groups for their college and all college members.   Users can manipulate the data to match Groups with group members and can then import the completed spreadsheet via eVision.  This will create group memberships in bulk.

Role required: Manage Groups (SVFC_GR_CREA)

In addition a new Groups Report will be made available to users which will provide an extract of all Groups and Group memberships. This hasn’t yet been deployed but we will post an update on the College Records page when this report becomes available.

The College Records manuals have been updated to reflect these changes and can be found on the Student Systems website.  

If you have any questions regarding these changes please contact the Student Systems Support Centre.

The Graduate Supervision Reporting (GSR) window for Michaelmas term opens for students on Monday 23rd November and closes at noon on Friday 11th December. Automated email notifications will be sent to students on 23rd November with an invitation to submit a self-assessment report. Reporting for supervisors opens on Monday 14th December and closes at noon on Friday 15th January 2021. 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.

Service Status

SSSC are continuing to work remotely but please assume that service remains as normal. The peak support period around the start of the academic year has now passed however support call volumes remain high throughout Michaelmas term and up to the Christmas vacation particularly around Graduate Admissions and Graduate Supervision Reporting deadlines. If there is any substantial impact to service this will be indicated within the System Availability tab on the Student Systems Homepage.

SSSC remain contactable via the normal email and telephone number (student.systems@admin.ox.ac.uk, 01865 (2)84848) from 8.30am to 5pm Monday to Friday. 

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:

• SITS:Vision requires activation of Cisco VPN on an external device to access the system. Please see the SITS:Vision FAQ ‘Can I access SITS:Vision Remotely?’.
• Oracle Service Cloud (OSC) – can be downloaded from a link supplied by SSSC. Please see the page ‘Getting Help with Oracle Service Cloud (OSC)’ for details.

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.

If you have any questions, difficulties contacting us or issues accessing any of our systems please contact the SSSC using the contact details above.

The Service Report is now available for October 2020 on the Support Statistics page.