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Inbound study abroad students — how to retrieve on SITS v2 (created August 2015 — AM) 1 of 34

Inbound study abroad students — how to retrieve on SITS

CONTENTS

TERMINOLOGY ................................................................................................................................................ 2

SUMMARY OF THE CHANGES ........................................................................................................................... 2

PROGRAMME CODES ....................................................................................................................................... 4

NON-ERASMUS ...................................................................................................................................................... 4

PROGRAMME CODE STRUCTURE — INB PROGRAMMES: ................................................................................................. 4

REASON FOR FEE VARIATION (RFV CODE) ........................................................................................................ 5

HOW TO VIEW THE RFV CODE ATTACHED TO AN INDIVIDUAL STUDENT ............................................................................... 6

HOW TO RETRIEVE GROUPS OF STUDENTS BASED ON THEIR RFV CODE ............................................................................... 6

ASSIGNING STUDENTS TO A COLLEGE AND DISCIPLINE — STUDY ABROAD INBOUND TEAM ........................... 7

AT THE TIME OF APPLICATION / PRIOR TO THE STUDENTS’ ARRIVAL .................................................................................... 7

CHANGES TO MODULES — IMPACT ON COLLEGE AND DISCIPLINE ...................................................................................... 8

REGISTERING STUDENTS ON MODULES — COLLEGE STAFF .............................................................................. 8

CHANGES TO MODULES — IMPACT ON COLLEGE AND DISCIPLINE ...................................................................................... 9

HOW TO RETRIEVE INBOUND STUDY ABROAD STUDENTS ............................................................................. 10

BY PROGRAMME CODE(S) — IRRESPECTIVE OF HOME COLLEGE ...................................................................................... 10

By single programme code:.......................................................................................................................... 10

Using multiple programme codes (stringing values together):.................................................................... 11

BY PROGRAMME CODE(S) + HOME COLLEGE AND/OR DISCIPLINE(S) ................................................................................ 12

Assigned to a specific College and/or discipline(s) ....................................................................................... 12

USING PART OF THE PROGRAMME CODE / PROGRAMME CODE SUFFIX .............................................................................. 15

Non-Erasmus students (International Exchange, Study Abroad Fee Paying and Science Without Borders) 15

Erasmus students ......................................................................................................................................... 18

FREQUENTLY ASKED QUESTIONS (FAQS) ....................................................................................................... 21

WHEN WILL THE INBOUND STUDY ABROAD STUDENTS COME THROUGH TO THE SPR SCREEN SO THAT I CAN START REGISTERING

THESE STUDENTS ONTO MODULES? ........................................................................................................................... 21

WHAT HAPPENS IF A STUDENT’S MODULES CHANGE? ................................................................................................... 21

CHANGE OF PROGRAMME FORM — UNDER WHAT CIRCUMSTANCES WILL ONE NEED TO BE COMPLETED? ................................ 21

APPENDIX 1: BASIC SITS FUNCTIONS .............................................................................................................. 22

APPENDIX 2: WILDCARDS .............................................................................................................................. 23

GOLD STAR (·*) AND SINGLE CHARACTER (·?) .............................................................................................................. 23

OTHER WILDCARDS: ............................................................................................................................................... 24

APPENDIX 3: QUICK ANALYSIS ....................................................................................................................... 26

APPENDIX 4: DROP/KEEP RECORDS ............................................................................................................... 29

APPENDIX 5: STRINGING VALUES TOGETHER VIA THE OR WILDCARD ............................................................ 32

APPENDIX 6: LIST OF IN USE ERASMUS PROGRAMME CODES ........................................................................ 32


TERMINOLOGY

Inbound study abroad is a “catch all” term for a variety of mobilities listed below. It refers to a

student coming from another institution (usually but not always a partner) who will study here for a

semester or a year as part of their degree programme.

Erasmus refers to all students who are:

citizens of one of the EU Member States or citizen of Iceland, Liechtenstein or Norway registered students at one of our Erasmus partner universities.

Erasmus is a student exchange programme – these students do not pay any tuition fees to Exeter.

Non-Erasmus refers to the following sub-groups of study abroad students:

a. International exchange refers to students who come from non-Erasmus countries whose

universities have an exchange agreement with Exeter. These students don’t pay any fees as

it’s a student exchange.

b. Study Abroad Fee Paying is split into 2 groups. Students from non-Erasmus countries from a:

o Non-partner University, who pay full fees. These students are referred to as

independent applicants or self-funded.

o Partner University, who pay discounted fees.

c. Science Without Borders (SWB) refers to students who are part of the SWB programme, a

Brazilian Government scholarship programme which aims to send 101,000 Brazilian students

on undergraduate sandwich courses, PhD sandwich courses and full PhDs to study in

science, technology, engineering, mathematics and creative industries at top universities

around the world.

Erasmus and non-Erasmus students will be enrolled on separate programme codes.

SUMMARY OF THE CHANGES

The changes affect non-Erasmus students, i.e. international exchange, study abroad fee paying and

Science without Borders students.

What are the changes?

1. From 2015/6, non-Erasmus inbound study abroad students will be assigned to one of 12 generic

‘inbound’ programme codes based on their:

Faculty (UG, PGT, PGR)

Length of study (semester vs. one year)

Location (Exeter or Penryn)

http://www.exeter.ac.uk/international/abroad/erasmus/studyplacements/

http://sciencewithoutborders.international.ac.uk/about/subject-areas.aspx

http://sciencewithoutborders.international.ac.uk/about/subject-areas.aspx


Notes:

Existing non-Erasmus (i.e. former JYA) students on one-year programmes who started in

January 2015 and who are finishing in January 2016 will be moved to the new

programme codes. Students have been advised.

Existing Erasmus programme codes will remain unchanged. Students will remain on

discipline-specific programme codes (e.g. One Year Business and Economics, One

Semester Biosciences).

Exception! New Humanities-wide programme codes have been created to align with the

HUMS bilateral agreements.

Programme code Programme name Cornwall?

L1S0HPSHPS07 One Semester Humanities-Wide

L1S0HPSHPSCA One Semester Humanities-Wide - C

L1Y1HPSHPS11 One Year Humanities-Wide

L1Y1HPSHPSCB One Year Humanities-Wide - C

2. Non-Erasmus students will no longer be attached to a College of ‘JYA’ (this term will no longer be

used).

Students will be attached to the College and Discipline where the majority of their credits are

being taken. See section entitled Assigning students to College and Discipline — SA Inbound

Team for details.

3. A new field has been added to the SPR screen (Discipline) that will display students’ discipline

codes, reflecting what is on their SCE record (updates from SCE will be immediate).

Note: The Discipline field will only be populated for all students as of the 2015/6 academic year,

i.e. students starting in 2015/6 or progressing into 2015/6.


PROGRAMME CODES

Non-Erasmus

12 new programme codes have been created for non-Erasmus students, i.e. international exchange,

study abroad fee paying and Science without Borders students.

All of these new programmes names will start by INB (inbound). They are all 6 digits with the

exception of the PGR code.

Programme name Programme code Cornwall? MOA Faculty

INB Semester 1 L1S009

SEM

UG

INB Semester 2 L1S010

INB Semester 1 - C L1S0CA

INB Semester 2 - C L1S0CB

INB 1 Year L1Y106 F

INB 1 Year - Cornwall L1Y1CB

INB Semester 1 P1S001

SEM

PGT INB Semester 2 P1S002

INB Semester 1 - C P1S0CA

INB Semester 2 - C P1S0CB

INB 1 Year P1Y102 F

INB Postgraduate Research 1 Term P1T0R02 SEM PGR

These codes will replace the previous JYA programme codes of L1Y101, L1Y1CA, P1S0T01 and

P1S0TCA, which will be taken out of use.

Programme code structure — INB programmes:

Characters 1 + 2 Character 3 + 4 Characters 5 + 6 (UG + PGT)

Characters 5 – 7 (PGR)

L1 = UG P1 = PGT or PGR

S0 = one semester only (UG or PGT) T0 = one semester only (PGR) Y1 = entire year

Numbers for Exeter-based programmes Letters for Cornwall-based programmes

R02

Note: The above programme prefixes of L1* and P1* are not new/unique to these new programme

codes. Erasmus students are also attached to programme codes beginning with L1* and P1*, and

the former JYA programme used these suffixes as well. It’s important to be aware of this when

retrieving records.


REASON FOR FEE VARIATION (RFV CODE)

The Reason for Fee Variation is used to identify the type of fees the student will be paying. It applies

to incoming study abroad students as well as our own students that are away studying or on

placements.

This information is maintained by Student Records and the SA Inbound team, is held in the SCE

screen (RFV Code field) and, from 2015/6, will now be fed into SPR UDF 9:

Possible values for inbound study abroad students:

As all non-Erasmus students (i.e. International Exchange, Study Abroad Fee Paying and Science

Without Borders) will be attached to generic programme codes based on their Faculty, study

duration and location, you can differentiate between these different sub-types of students via the

RFV Code — there are 4 possible values.

Erasmus students can be identified by a single RFV code of EZ.

Type of student Sub-type RFV Code Fee Status *

Non-Erasmus**

Study Abroad Fee-Paying (Inbound International Non-Partnership Full Fee)

IEN International (I)

Study Abroad Discounted Fee-Paying (Inbound International Partnership discount fee)

IEP

International Exchange (Inbound International Exchange no fee)

IEX

Science Without Borders

ISW

Erasmus Erasmus *** (Erasmus Incoming)

EZ Erasmus (Z)

* The Fee Status field will remain in SPR, above the Discipline field. ** Non-Erasmus — these students will be attached to the new INB programme codes. *** Erasmus students — they will remain attached to the existing, discipline-specific codes.


How to view the RFV code attached to an individual student

1- Retrieve the student’s record in SPR.

2- Click on the button on the top right-hand corner of the SPR screen.

3- The RFV Code is located in field 9.

How to retrieve groups of students based on their RFV code

1- From a blank SPR screen (press F12 to clear your screen), click on the UDF button in the

top right-hand corner. The below screen will appear.


2- In the RFV Code field (#9), enter the code(s) that you wish to retrieve on:

a. more than one RFV code, type each one separate by the OR wildcard (·|).

b. all of the RFV codes except a specific one (e.g. not EZ), then enter the NOT EQUAL TO

(·!·=) wildcard followed by the code that you wish to exclude:

c. exclude more than one RFV code, enter the NOT EQUAL TO (·!·=) wildcard followed by

the first code, followed by the AND (·&) wildcard, then the NOT EQUAL TO (·!·=)

wildcard, and end with the 2nd code you wish to exclude:

3- Once you’ve specified your search parameters, click on the button.

4- You will be returned to the SPR screen. Enter the remainder of the search criteria as needed (e.g.

programme(s)/start year/discipline(s), College, etc. — details in this document) and then press

F5 to retrieve your records.

The records retrieved in SPR will represent the search criteria input into UDF as well as in SPR.

ASSIGNING STUDENTS TO A COLLEGE AND DISCIPLINE — STUDY ABROAD INBOUND TEAM

At the time of application / prior to the students’ arrival

Prior to their arrival and based on the modules requested on their study plans at the time that they

applied, the Study Abroad Inbound team will allocate students to a “home” College and discipline —

these represent where the majority of their credits lie.

For example, if a student has chosen more than 50% of credits of ARC* modules, the student

will be provisionally allocated to a discipline of Archaeology (ARC) in the College of

Humanities (HUM).

Should any students have an equal number of credits in different disciplines, the SA Inbound

team will allocate their College and Discipline based on what they are studying at their home

University.


Students are advised at time of application that they should choose at least 50% of their credits in

one subject area in order to avoid timetable clashes on arrival at Exeter.

The College and Discipline will be allocated on the CAPS screen and will carry over to/be reflected on

the students’ SCE and SPR records when the ATR (Applicant Transfer Process) is run.

These details will be reflected on the SPR screen:

Changes to modules — impact on College and discipline

As students’ modules can change, any impact on their “home” College and discipline should be

shared with the SA Inbound Team, so that their SITS records can be updated as needed. See details

in Registering students to module — College staff.

The spreadsheet on the shared drive will also be amended (by the SA team) to reflect these changes.

REGISTERING STUDENTS ON MODULES — COLLEGE STAFF

College staff can view “home” College and Discipline information on the shared drive as applications

are processed, but can only allocate students to modules after ATR has taken place, i.e. once the

student has a SPR record.

After ATR has taken place, Colleges are encouraged to view the study plans and liaise with students

via email in order to begin module allocation (i.e. register students on modules in SMO screen).

Early module allocation will:

help to minimise workload for Colleges during Fresher’s Week

allow their modules to be timetabled sooner


benefit the students in that they will be able to view the list of modules they’ve been

registered on within the Student Record System.

o term 1 timetables are released to new students on September 14th and term 2 on

October 26th — see 2015 timetable schedule for details:

https://admin.exeter.ac.uk/academic/timetable/tt/2015/pro_sched.php

Students will be attending meetings with Colleges throughout Fresher’s Week to finalise their

module choices and are encouraged to see their “home” discipline first. Coordinator meeting times

for all Colleges can be viewed on the Study Abroad Inbound webpages —

http://www.exeter.ac.uk/international/students/studyabroad/septemberarrivals/

Changes to modules — impact on College and discipline

Students’ modules will fluctuate throughout Fresher’s Week and sometimes this means that the

original “home” College and/or Discipline allocated should be amended to reflect where they are

now taking the majority of their credits.

Sometimes, students will be evenly split between disciplines (e.g. 50% of credits in one

discipline and 50% in another) and it’s not always clear what the “home” discipline should

be. Speak with the SA Inbound team if you have any queries or concerns.

College staff are asked to keep track of the affected students and send the Study Abroad Inbound

team ([email protected]) a list of students whose discipline/College should change on:

Monday, October 5th (term 1), and

Monday, January 25th (term 2)

(dates represent the Monday after change of module deadlines — end of 2nd week of term).

The necessary changes will then be made on SITS and the new “owner” informed.

https://admin.exeter.ac.uk/academic/timetable/tt/2015/pro_sched.php

http://www.exeter.ac.uk/international/students/studyabroad/septemberarrivals/

mailto:[email protected]


HOW TO RETRIEVE INBOUND STUDY ABROAD STUDENTS

Depending on what type of inbound study abroad students that you want to retrieve, there are

several different search combinations that you can perform.

Search tip! Although the programme codes for existing/new students have changed, the

programme prefixes have not, i.e. L1Y*, L1S*, P1S*, P1Y* are still being used.

Unless you’re specifying the entire programme code(s)*, use a combination of the Status, Start

Year/Date, Expected End Year/Date fields to avoid retrieving students from prior years.

* From 2016/7 onwards, when searching on the new INB programme codes, you will always need to

specify the enrolment status/years to ensure you are only retrieving current students.

By programme code(s) — irrespective of home College

By single programme code:

Example 1 — Retrieve students on programme L1S009 (semester 1, non-Erasmus), from all Colleges,

that started in term 1 of 2015/6:

Example 2 — Retrieve students on programme L1Y106 (one-year, non-Erasmus), from all Colleges,

that are finishing in 2015/6 or in 2016/7. This search will capture anyone who started/is starting in:

term 2 of 2014/5 and is finishing in 2015/6

2015/6 and finishing in 2015/6

term 2 of 2015/6 and finishing in term 2 of 2016/7

To capture 2 expected end

years, this was entered into the

Expected End Year field:

2015/6·|2016/7


Example 3 — Retrieve students on L1S0BIOBIO01 (One Semester Biosciences, Erasmus) that are

starting in 2015/6:

Note: As only 2 criteria were specified for the above searches, students of any enrolment status (e.g.

RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year.

Using multiple programme codes (stringing values together):

Type each individual programme code, separated by the OR (·|) wildcard. See Appendix 5 for a link

to the OR wildcard formulae.

Example 1 — Entering L1S009·|L1S010·|L1Y106 in the Programme field will retrieve students on

those 3 programmes, from all Colleges, that started in 2015/6.

Example 2 — Entering L1S009·|L1S010·|L1Y106 in the Programme field and 2015/6·|2016/7 in the

Expected End Year field will retrieve students on those 3 programmes, from all Colleges, that are

finishing in 2015/6 or 2016/7.

Note: As only 2 criteria were specified for the above search, students of any enrolment status (e.g.

RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year.


By programme code(s) + home College and/or Discipline(s)

Assigned to a specific College and/or discipline(s)

Note: You only need to specify the College/Discipline for non-Erasmus as Erasmus students are

attached to discipline-specific programmes.

Example 1 — Retrieve students on programme L1S009 (UG semester 1, non-Erasmus, Exeter) whose

home College is SSI, starting in term 1 of 2015/6:

Example 2 — Retrieve students on programme L1S009 and L1S0CA (UG semester 1, non-Erasmus,

Exeter and Cornwall) whose home College is SSI, starting in term 1 of 2015/6:


Example 3 — Retrieve students on programme L1Y106 (UG one-year, non-Erasmus, Exeter) whose

home College is SSI and discipline is LAW, that are finishing in 2015/6 or in 2016/7. This search will

capture anyone who started/is starting in:




Example 4 — Retrieve students on L1Y1CB (UG one-year, non-Erasmus, Cornwall) whose home

Colleges are LES, HUM or EMP (all disciplines), that are finishing in 2015/6 or in 2016/7. This search

will capture anyone who started/is starting in:





Example 5 — Retrieve students on programme P1S001 (PGT semester 1, non-Erasmus, Exeter)

whose home College is EMP, but whose discipline is not PHY (will only retrieve ENG, COM, and MAT

as CSM is specific to Cornwall and those students are on a separate programme code), starting in

term 1 of 2015/6:

Example 6 — Retrieve students on programmes L1S009, L1Y106, P1S0001 and P1Y102 (mix of UG

and PGT, semester 1 and one year, non-Erasmus, Exeter) whose home College is LES, whose

disciplines are GEO or BIO (e.g. excluding PSY and SHS) who are starting on 21/Sep/2015 (this will

therefore exclude any one-year students finishing in January 2016):

Note: As only 2 criteria were specified for the above searches, students of any enrolment status (e.g.

RPR, RCD, RCE, etc.) will be retrieved, which is advisable at the start of the academic year. You may

want to retrieve on specific enrolment statuses later in the year.


Using part of the programme code / programme code suffix

Non-Erasmus students (International Exchange, Study Abroad Fee Paying and Science Without Borders)

Instead of searching on individual programme code or strings of programme codes, you can search on the below combinations.

Search tips!

Populate the Discipline and/or College fields as needed, to help you to only retrieve your students.

Use the Location field as an alternative to being more specific in your programme code searches (i.e. excluding those that end in C?).

If you only want to retrieve certain types of non-Erasmus students (e.g. study abroad fee paying only, SWB and international exchange only, etc.), start by entering your search criteria in the UDF, then use SPR. See page 6 for details.

The ‘any single character’ wildcard (·?) is being used as new non-Erasmus programme codes are all 6 characters, except for PGR programme (7 characters). Using the gold star would retrieve students on the Erasmus programmes that have the longer programme code with the same prefix of L1*, for example.

Which students do you want to retrieve? Programme Status Start Year / Start Date

Expected End Year / End Date

Location

UG non-Erasmus that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)

L1·?·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL

UG non-Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)

L1·?·?·?·? ·!·=RCO (once students have completed after term 1)

2015/6·|2016/7 Blank field = both locations or REGDEVON or REGCORNWALL




Location

One-year UG non-Erasmus finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)

L1Y·?·?·?

·!·=RCO (once students have completed after term 1)

2015/6·|2016/7

Blank field = both locations or REGDEVON or REGCORNWALL

Semester (1 or 2) UG non-Erasmus L1S·?·?·?

2015/6

Semester 1 UG non-Erasmus L1S·?·?·?

21/09/2015

Semester 2 UG non-Erasmus

L1S·?·?·? 11/01/2016

Cornwall UG non-Erasmus semester (1 and 2)

L1S·?C·? 2015/6

PGT non-Erasmus that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)

P1·?·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL

PGT non-Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students who started in term 2 of 2014/5)

P1·?·?·?·? ·!·=RCO (once students have completed after term 1)

2015/6·|2016/7

One-year PGT non-Erasmus finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)

P1Y·?·?·? ·!·=RCO (once students have completed after term 1)

2015/6·|2016/7




Location

PGT semester (1 or 2) non-Erasmus that started in 2015/6

P1S·?·?·? 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL

PGT non-Erasmus semester (1 and 2) – Cornwall

only — that started in 2015/6

P1S·?C·? 2015/6

UG and PGT non-Erasmus one-year that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5)

L1Y ·*·|P1Y·* 2015/6 Blank field = both locations or REGDEVON or REGCORNWALL

UG and PGT semester 1 that started in 2015/6

L1S*·|P1S·* 21/09/2015

UG and PGT semester 2 that started in 2015/6

L1S*·|P1S·* 11/01/2016

UG and PGT one-year that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)

L1Y ·*·|P1Y·* ·!·=RCO (once students have completed after term 1)

2015/6·|2016/7


Erasmus students

The programme code structure for Erasmus students can vary, which makes it more difficult to search for these students using a combination of

programme code prefixes and wildcards.

Undergraduate students — see variations below.

Postgraduate students — it is recommended that you search for these students using their complete programme code.:

o Although most codes tend to start in P1*, this prefix is shared by non-inbound study abroad students, and there are some other exceptions

(e.g. LLM Law on PTL1LAWLAW*, Business School double degree students on PTS1*, etc.).

o Search by entire programme code(s) + start/end dates.

o There is no need to specify the College and/or Discipline as the programme codes are discipline-specific.

Search tips! (UG only)

Populate the Discipline and/or College fields as needed, to only retrieve your students. If entering one or more Colleges and/or disciplines, separate by the OR (·|) wildcard.

The “One Semester” Erasmus programme codes do not distinguish between Semester 1 and Semester 2 so use the Start Date to specify this.

Use the Location field as an alternative to being more specific in your programme code searches (i.e. excluding those that end in C?).

To ensure you’re only retrieving Erasmus students, prior to entering your search criteria in SPR, do this:

o Step 1 – from a blank SPR screen, click on the UDF button.

o Step 2 - enter EZ in the RFV code field (9) and click Apply.

o Step 3 – in SPR, specify a combination of values as per table below:


Which students do you want to retrieve?

Programme Status Start Year / Start Date


Location College and/or Discipline

UG Erasmus (excl. FCH) that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5 and FCH students)

L1·* (will not retrieve students on 6-digit INB programmes as long as EZ was specified as the RFV code)


2015/6

BLANK = ALL or REGDEVON or REGCORNWALL

As needed, to reduce records retrieved

UG Erasmus (incl. FCH) that started in 2015/6 (excludes one-year students who started in term 2 of 2014/5 and FCH students)

L1·*·|UFF001 (will not retrieve students on 6-digit INB programmes as long as EZ was specified as the RFV code)


2015/6

BLANK = ALL or REGDEVON or REGCORNWALL (will exclude UFF001)

As needed If populating College field, ensure that you also include FCH otherwise it will be excluded. Example: HUM·|FCH will retrieve students who belong to Colleges of HUM and FCH only.

UG Erasmus (excl. FCH) that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)

L1·*


2015/6·|2016/7

BLANK = ALL or REGDEVON or REGCORNWALL


Which students do you want to retrieve?

Programme Status Start Year / Start Date


Location College and/or Discipline

UG Erasmus (incl. FCH) that are finishing in 2015/6 or 2016/7 (includes all semester students as well as one-year students that started in term 2 of 2014/5 and those starting in term 2 of 2015/6)

L1·*·|UFF001


2015/6·|2016/7

BLANK = ALL or REGDEVON or REGCORNWALL (will exclude UFF001)

As needed If populating the College field, ensure to include FCH also otherwise the UFF001 records will be excluded. Examples: Search on HUM·|FCH to retrieve students from HUM and FCH Colleges only. Search on HUM to retrieve Humanities students only, even if UFF001 was specified in the Programme field.

Semester (any) UG Erasmus that started in 2015/6

L1S·*·|UFF001

2015/6

Semester 1 UG Erasmus (incl. FCH) that started in 2015/6

L1S·*·|UFF001

21/09/2015

Semester 2 UG Erasmus (excl. FCH) that started in 2015/6

L1S·*

11/01/2016 As needed

Cornwall — semester 1 UG Erasmus that started in 2015/6

L1S·*C·? 2015/6

Cornwall UG one-year Erasmus that are finishing in 2015/6 or 2016/7 (includes one-year students that started in term 2 of 2014/5 and starting in term 2 of 2015/6)

L1Y·*C·? 2015/6·|2016/7


FREQUENTLY ASKED QUESTIONS (FAQS)

When will the inbound study abroad students come through to the SPR screen so that I can start

registering these students onto modules?

The Applicant Transfer (ATR) took place on 5th August 2015, for students starting in term 1. Colleges can register students onto modules from that date. Students starting in term 2 will be transferred at a later date (TBC).

What happens if a student’s modules change?

If a student is allocated to modules outside of the initially allocated College and Discipline, the

student’s programme will not have to change.

However, should a student’s College and Discipline need to change, contact the SA Inbound Team

([email protected]). For details, see Changes to modules – impact on College and discipline.

Change of programme form — under what circumstances will one need to be completed?

As non-Erasmus programme codes are generic and students are allocated on the basis of faculty,

length of study and location, a change of programme form will only be required if the student wishes

to change:

from a semester programme to a one-year programme or vice versa

campuses, i.e. move from Penryn to Exeter or vice versa

The change of programme forms would be completed by the student and the Study Abroad Inbound

team.

mailto:[email protected]


APPENDIX 1: BASIC SITS FUNCTIONS


APPENDIX 2: WILDCARDS

A very useful feature of the system is being able to define retrieve profiles using special characters

known as wildcards.

Wildcards are identified by the presence of a bullet preceding another character, e.g. ·*

Wildcards can be entered in two ways:

1. Right-click, select ‘Insert Wildcard’ and select the required wildcard from the list.

2. Hit the Gold key followed by the required character on the main keypad (e.g. *, ? or !). The Gold key is located as follows:

PCs — + key on your numeric keypad.

Laptops — Ctrl key (or sometimes the Esc key)

Gold star (·*) and single character (·?)

·* The gold star means search for any characters (and an unlimited number of them).

Shortcut — use the asterisk (*) key on your numerical keypad.

How to use it — examples:

Typing F·* in the ‘Mode of attendance’ field in SCE will retrieve all records whose modes of

attendance begin with the letter F and ends in any number of characters — will retrieve

values of F, FD, FAS, FAW, FIV, etc.

Typing L1Y·* into the Programme field in SPR will retrieve all records that begin with L1Y and

end in anything else.

Only typing a ·* within a field will retrieve all records with a value in that field (i.e. not blank).


·? The single character wildcard is used to search for any one character. Used if the records

you require have a specific length.

Shortcut — use the slash (/) key on your numerical keypad.

How to use it — examples:

Typing F·? in the ‘Mode of attendance’ field in SCE will retrieve all records whose mode of

attendance code is only 2 digits long — FA, FD or FJ.

Typing F·?·? in the ‘Mode of attendance’ field in SCE will retrieve all records whose mode of

attendance code is 3 digits long — FAW, FIV or FAS.

Combining the gold star (·*) and single character (·?) wildcards

For example, searching on UFA·?PSYPSY·* into the Programme field in SPR will retrieve all records

that begin with UFA, have any one character as the 4th digit, followed by PSYPSY and then ending in

anything else.

Other wildcards:

Wildcard Name Description

·| OR Allows two different search strings in the same field.

Example: Entering L1S09·|L1S010 will retrieve records for both of

those programme codes.

·! Not Used to exclude a value from your search results.

Example: Entering ·!Z in the Fee Status field will retrieve records

with a fee status other than Z.

·!·= Not equal to See description for not wildcard (same use).

·!·= Equal to Allows you to specify what values you wish to retrieve. Not

particularly useful as simply entering one or more values (separated

by the OR wildcard) will lead to the same results.

Example: Entering ·!·=FAW in the Mode of Attendance field will only

retrieve records where the mode of attendance is FAW.

Search tip! If you wish to retrieve any records where a field is

blank, place the equal to wildcard in the field, by itself.


·& And Most common use is when performing a search using multiple NOT

wildcards, to further refine your search.

Example: If you wish to search on a value of L1·* but wish to exclude

results with values of L1Y101 and L1Y1CA, you would enter the

following into the Programme field: L1·*·!·=L1Y101·&·!·=L1Y1CA

(translates to “equal to L1* but not L1Y101 and not L1Y1CA)

·> Greater than Useful when searching for date ranges.

Example: Entering ·>01/01/1995 on the Date of Birth field would

retrieve records where students born from 02/01/1995.

Logic is the same for letters (e.g. searching on ·>F will retrieve values

beginning with F and above but excluding F itself).

·>·= Greater than

or equal to

Useful when searching for date ranges.

Example: Entering ·>·=01/01/1995 on the Date of Birth field will

retrieve records where students born on or after 01/01/1995.

Logic is the same for letters (e.g. searching on ·>·=F will retrieve

values beginning with F and above, including F itself).

·< Less than Useful when searching for date ranges.

Example: Entering ·<2014/5 in the Start Year field will retrieve

records where the students’ start dates are in 2013/4 and earlier.

Logic is the same for letters (e.g. searching on ·<F will retrieve values

beginning with A, B, C, D or E).

·<·= Less than or

equal to

Useful when searching for date ranges.

Example: Entering ·<·=2014/5 in the Start Year field will retrieve

records where the students’ start dates are in 2014/5 and earlier.

Logic is the same for letters (e.g. searching on ·<·=F will retrieve

values beginning with A, B, C, D, E or F).

·; Gold semi-

colon

Same function as OR wildcard.


APPENDIX 3: QUICK ANALYSIS

This function is useful if you want to analyse the data contained in one of the fields that you retrieved records for, you can perform a quick analysis.

For example, if you retrieved 25 students belonging to multiple programmes, you could perform a quick analysis on the programme code (or programme name) to see how many students belong to each programme.

How to perform a quick analysis:

1. Retrieve the desired records — complete the necessary fields depending on what information

you wish to retrieve and then retrieve (F5 or ).

2. Place your cursor in the data entry portion of the field that you wish to analyse. For example, of the 10 records that the above search retrieved, to analyse the values that are in the Discipline field, place your cursor on the value of ARC below.


3. Go to Misc > select Quick Analysis.

4. Click OK in the dialog box that comes up.

By placing your cursor in the field

that you want to analyse the results

for, SITS knows which field to

perform the analysis on.

In this case, it will analyse the

contents of the Discipline field

(recently re-purposed and officially

named SPR_QUAL.SPR in SITS)


5. This screen will appear.

6. In the above example, we can see that there are 8 unique records. The different values listed in the Discipline field for the 10 retrieved records and their proportion is listed in the section to the right.

7. To close the screen click OK and you will be returned to your search screen.

To export the list above into a spreadsheet, click on the Export button. Then click on the icon to specify a save location and file name.

8. Once you’ve specified its save location, you’ll be brought back to the above dialog box. Click OK

and the list will automatically launch in Excel.


APPENDIX 4: DROP/KEEP RECORDS

It can sometimes be challenging to perform the perfect search. Or sometimes, once you’ve

performed a search, you may realise that you have retrieved some records that you don’t want.

Once you’ve retrieved your records, instead of clearing your screen and trying again, you can drop or

keep certain records without having to perform a new search. Records are dropped/kept based on

the content of one field.

1. Place your cursor on the data entry portion of the field that you wish to use to drop/keep records. For example, of the 804 records on screen, I wish to drop all records that have a value of RCE in the Enrolment Status field. To drop these records, place your cursor on the value (RCO in the example below) in the Enrolment Status field below.

2. Select Misc > Drop records.


3. This screen will appear:

4. Depending on the operation you need to perform, click on the radio buttons as appropriate. For example:

a. To drop all records that have a value of RCE in the Enrolment Status field, select Drop records and Select by Value. A new section will appear, where you can specify what value to drop (RCE in this example):

Note: You can change the field to base the “drop” on clicking on the dropdown menu (where Status code is listed). In the above example, the Status Code field is listed because you placed your cursor in that field in step 1.


b. Alternatively, you could have typed in RC ·* and it would have dropped all records where the enrolment status value starting in RC (i.e. would have dropped RCO, RCE, RCA).

c. To drop the current record (i.e. record currently open on SITS screen), make the following selection:

5. Click OK once you’ve made your selections.

6. You will no longer have any records with an enrolment status of RCE on your screen. In the example provided above, the total number of records was reduced from 807 to 370.


APPENDIX 5: STRINGING VALUES TOGETHER VIA THE OR WILDCARD

See the SITS > How To page > String values together via OR wildcard — formulae

http://as.exeter.ac.uk/it/systems/sits/howdoi/howtoandfaqs/

APPENDIX 6: LIST OF ERASMUS PROGRAMME CODES

These programmes are all marked as being “in use” in SITS but doesn’t necessarily mean that they

have been used recently / are still being used.

This list was last updated on August 11th 2015.

Programme code Short name Full name

L1S008 ONE SEM FCH One Semester Flexible Combined Honours

L1S0BIOBIO01 1 SEM BIO One Semester Biosciences

L1S0BIOBIOCA 1 SEM BIO One Semester Biosciences - C

L1S0CSMCSMCA REN ENER SEM1-C One Semester Renewable Energy - Cornwall

L1S0CTHCTH01 1 SEM THEOLOGY One Semester Theology

L1S0ECSECS01 1 SEM ENGIN One Semester Engineering

L1S0ECSECS02 1 SEM ENG & MAN One Semester Engineering and Management

L1S0ECSECS03 1 SEM COMP SCI One Semester Computer Science

L1S0ECSECSCA ONE SEM ENG - C One Semester Engineering - C

L1S0EDUEDU01 1SEMEDUC One Semester Education

L1S0EGLEGL01 1SEMENGL One Semester English

L1S0GAEGAE01 1 SEM GEOG One Semester Geography

L1S0GAEGAECA SEM 1 REN ENERG Semester One Renewable Energy - C

L1S0GAEGAECB SEM 2 REN ENERG Semester Two Renewable Energy - C

L1S0GOAGOACA ONE SEM GEO C One Semester Geography - C

L1S0HPSHPS01 SEM ONE EURO ST Semester One European Studies

L1S0HPSHPS03 1 SEM HPS STUDS 1 Sem Historical Political and Sociological Studs

L1S0HPSHPS04 ONE SEM POLITIC One Semester Politics

L1S0HPSHPS05 ONE SEM HIST One Semester History

L1S0HPSHPS06 ONE SEM SOCIO One Semester Sociology

L1S0HPSHPS07 ONE SEM HUMS One Semester Humanities-Wide

L1S0HPSHPS08 ONE SEM ARCH One Semester Archaeology

L1S0HPSHPSCA ONE SEM HUMS C One Semester Humanities-Wide - C

L1S0IAIIAI01 SEM 1 ISLAMIC S Semester One Islamic Studies

L1S0LAWLAW02 1 SEM LAW One Semester Law

L1S0LAWLAWCA ONE SEM LAW - C One Semester Law - C




L1S0MASMAS01 1 SEM MATHS One Semester Mathematics

L1S0PHYPHY01 1 SEM PHY One Semester Physics

L1S0PSYPSY01 1SEM PSY One Semester Psychology

L1S0SBESBE01 SEM ONE BUSECON Semester One Business and Economics

L1S0SBESBE02 SEM TWO BUSECON Semester Two Business and Economics

L1S0SHSSHS01 1 SEM SPORTSCI One Semester Sports Science

L1S0SMLSML01 SEM 2 APP TRAN Semester Two Applied Translation - Feb to May

L1S0SMLSML02 1 SEM GERMAN One Semester German

L1S0SMLSML03 1 SEM FRENCH One Semester French

L1S0SMLSML04 1 SEM ITALIAN One Semester Italian

L1S0SMLSML05 1 SEM SPN One Semester Spanish

L1S0SMLSML06 1 SEM FILM STUD One Semester Film Studies

L1S0SMLSML07 1 SEM PORTUGESE One Semester Portuguese

L1S0SPASPA01 1SEMDRAMA One Semester Drama

L1Y105 ONE YEAR FCH One Year Flexible Combined Honours

L1Y1BIOBIO01 ONE YEAR BIOLOG One Year Biology

L1Y1BIOBIO02 PNE YR BIOSCI One Year Biosciences

L1Y1BIOBIOCA ONE YR BIO-C One Year Biosciences - C

L1Y1CHECHE01 ONE YEAR BIO ME One Year Bio Med Che

L1Y1CSMCSMCA ONE YR ENG(CSM) One Year Engin(CSM) - C

L1Y1CTHCTH01 ONE YEAR THEOLO One Year Theology

L1Y1CTHCTH02 ONE YEAR CLASSI One Year Classics

L1Y1CTHCTH03 ONE YEAR LATIN One Year Latin

L1Y1CTHCTH04 ONE YR THE REL One Year Theology and Religion

L1Y1CTHCTH05 ONE YR CLA ANC One Year Classics and Ancient History

L1Y1ECSECS01 ONE YEAR COMP S One Year Comp Sci

L1Y1ECSECS02 ONE YEAR ENGINE One Year Engineering

L1Y1ECSECSCA ONE YEAR ENG -C One Year Engineering - C

L1Y1EGLEGL02 ONE YEAR APPLIE One Year Applied Linguistics

L1Y1EGLEGL03 ONE YEAR ENGLIS One Year English

L1Y1EGLSML01 ONE YR ENGL/GER One Year English/German

L1Y1GOAGOA01 ONE YEAR ARCHAE One Year Archaeology

L1Y1GOAGOA02 ONE YEAR GEOG(S One Year Geog(SSt)

L1Y1GOAGOA03 ONE YEAR GEOG(A One Year Geog(Arts)

L1Y1GOAGOA04 ONE YEAR GEO One Year Geography

L1Y1GOAGOACA ONE YR GEO - C One Year Geography - C

L1Y1HPSHPS01 ONE YEAR HISTOR One Year History

L1Y1HPSHPS02 ONE YEAR POLITI One Year Politics

L1Y1HPSHPS04 ONE YEAR SOCIOL One Year Sociology

L1Y1HPSHPS07 1YR HIST & ARCH One Year History and Archaeology

L1Y1HPSHPS08 1 YR HPS STUDS 1 Year Historical Political and Sociological Studs

L1Y1HPSHPS10 ONE YR SOC/PHL One Year Sociology / Philosophy

L1Y1HPSHPS11 ONE YR HUMSWIDE One Year Humanities-Wide

L1Y1HPSHPSCA ONE YR HISTOR C One Year History (Cornwall)

L1Y1HPSHPSCB ONE YR HUMS C One Year Humanities-Wide - C


L1Y1IAIIAI01 ONE YEAR IAI One Year Institute Arabic Studies

L1Y1LAWLAW01 ONE YEAR LAW One Year Law

L1Y1MASECS01 ONE YR MATH/COM One Year Maths and Computer Science

L1Y1MASMAS01 ONE YEAR MSOR One Year MSOR

L1Y1MASMAS02 ONE YEAR MATHS One Year Maths

L1Y1MASMAS03 ONE YR MATHWCS One Year Maths with Computer Science

L1Y1PHYPHY01 ONE YEAR PHYSIC One Year Physics

L1Y1PSYPSY01 ONE YEAR PSYCH One Year Psych(Sci)

L1Y1PSYPSY02 ONE YEAR PSYCH One Year Psych(SSt)

L1Y1SBESBE06 ONE YR BUSECON One Year Business and Economics

L1Y1SBESBE07 ONE YR BUSINESS One Year Business

L1Y1SHSSHS01 ONE YEAR EX/SP One Year Ex and Sp Sci

L1Y1SHSSHS02 ONE YE SPORT SC One Year Sports Science

L1Y1SMLSML01 ONE YEAR GERMAN One Year German

L1Y1SMLSML03 ONE YEAR SPANIS One Year Spanish

L1Y1SMLSML04 ONE YEAR FRENCH One Year French

L1Y1SMLSML05 ONE YEAR ITALIA One Year Italian

L1Y1SMLSML06 ONE YEAR G/RUSS One year German and Russian

L1Y1SMLSML07 ONE YEAR FLM ST One Year Film Studies

L1Y1SMLSML09 ONE YR PORTUG One Year Portuguese

L1Y1SPASPA01 ONE YR DRAMA One Year Drama

P1S0CSMCSMCA 1SEM PGT CSM One Semester PG Taught

P1S0CTHCTH01 ONE SEM CLASSIC One Semester Classics

P1S0EGLEGL01 1SEM ENGLISH PG One Semester English (PGT)

P1S0HPSHPS01 ONE SEM TURKISH One Semester Turkish Studies

P1S0HPSHPS02 SEM PHD PHI SOC One Semester PHD Philosophy Sociology

P1S0SBESBE02 SEM2 BUS ECO F Semester Two Business and Economics (Feb to May)

P1S0SBESBE03 SEM1 BUS EC OCT Semester One Business and Economics (Oct-Jan)

P1T0CSMCSMCA 1 TERM PG CSM One Term PG Taught CSM

P1T0CSMCSMCB MIN RES MAN T1 Mineral Resource Management - Term 1

P1T0CSMCSMCC MIN RES MAN T2 Mineral Resource Management - Term 2

P1Y1EDUEDU04 PG 1 YR EDU RES One Year Education Research

P1Y1LAWLAW02 ONE YEAR LAW One Year Law (PGT)

P1Y1SBESBE09 ONE YR BUS ECON One Year Business and Economics

PTL1LAWLAW11 LLM LAW

LLM Law (both University of Exeter and inbound Erasmus students can be enrolled against this programme)

UFF001 ONE SEM FLEXI One Semester Flexible Combined Honours

inbound study abroad students how to retrieve on sits contents · inbound study abroad students —...

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