System notices

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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.

 

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:

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.

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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:

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.

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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:

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.

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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:

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.

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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:

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.

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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.

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:

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.

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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:

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.

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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:

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.

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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:

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.

All student systems available!

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

Service Update - Please see the Service Update for July 2021 on the Notices page.

 

Contact us


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

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

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