Information for Validated Institutions
The information below is intended as a simple guide to Registry Services-related student administration for staff at City, University of London's validated institutions.
All matters relating to student registration and status are handled directly within Registry Services. If you have any additional questions they can be directed to us via e-mail email@example.com or by telephone on 020 7040 8321.
The main areas surrounding student registration and status issues fall in to six main categories:
- ID Cards
- Student Withdrawals and Deferrals
- Data Verification
- Degree Certificates
- Alumni Database
During the summer, institutions should provide us with basic data on the students who will be registering on to the course. The timing of this will vary between institutions depending on the nature of the courses, and their proposed start dates. There will be liaison between Registry staff here at City and with staff at your institution regarding the appropriate timescale. New student data can be provided to us using this template spreadsheet.
Once Registry has the new student data, a basic record can be generated on City's student record system. This basic data will then be augmented by the additional information collected from the students' completed registration form. On receipt of the completed forms, we are then able to produce those students with City, University of London ID Cards, which will be delivered to the Institution securely within 14 days.
Formal Registration with City
These registration forms will be provided to institutions on receipt of the new student data so that they can be sent out to students in advance of the formal day of registration. Additional forms can be obtained from us as necessary.
Completed batches of forms should be sent to Registry as soon as possible before the start of term. It is important that registration forms are completed IN FULL so that the City is provided with comprehensive management information. This is required of all students registering at City. It is however, still the responsibility of the validated institute to keep a full record of the programme of study for each student including data that might be required for a transcript.
2. ID Cards
City's Security Services are aware of all new students who have had a record generated on the student record system. On receipt of a batch of completed registration forms, ID cards can then be produced for those students registered. The ID card will allow students entry to City and to the facilities as laid out in your Validation Agreement. In the event of a student misplacing their ID card, or if there are any cards missing from the initial batch of cards, the City Registry should be contacted and arrangements made for the issue/re-issue of new cards.
In the majority of cases, a validated student's picture does not appear on their ID card. Where the picture would be, there is a blank square and the inclusion of the department code 'Ext Validated' is sufficient to allow students' access to City. Should there be any event where a student experiences difficulty in accessing City while in possession of a valid ID card, the institution should contact the relevant Course Board Secretary as a matter of urgency.
3. Student Withdrawals and Deferrals
For management information purposes, it is important that City is notified as soon as possible of any changes to a student`s registration status. Changes usually take the form of withdrawals from their programme of study, periods of deferral, and transfers from one course to another, including transfers to writing-up status for research students. Institutions should complete the standard Notification of Transfer or Withdrawal form produced from SITS. Completed forms should be sent to the City Registry for processing.
Course officers at Validated Institutions should use the old version of the NTW form.
4. Data Verification
During each year, an exercise is undertaken across City to ensure the accuracy of the information held on all students on all courses. This inevitably includes those students on validated courses. The City Registry will provide each institution with electronic lists of students and ask them to verify the data within a prescribed timescale.
5. Degree Certificates
Following meetings of Boards of Examiners, the minutes and Reports of Board of Examiners meetings (pass lists) should be sent directly the City Registry. After their approval by the Academic Registrar, information can then be transferred to the student record system for the production of degree certificates. At that point, the original signed pass lists will be returned to the institution. It is important to note that the pass list should also be used to ensure that the full names of the students are provided as they should appear on the certificate.
Degree certificates are printed on certificate parchment that uses the City crest and the crest or logo of the validated institute.
6. Alumni Database
Following the award of a degree or diploma, City will normally transfer the student's record to its alumni database. Students will receive alumni information on the same basis as all other graduates of City.