System notices

Expand All

Expand All

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.

Expand All

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The two existing read-only access levels (SVFC_GR_RSTR and SVFC_GR_ALL) have been replaced by a single access level (SVFC_GR_VIEW).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.

Expand All

eVision (including College Records and Graduate Supervision), Student Self Service, Graduate Applicant Self Service and SITS:Vision will be unavailable from 7am to 9am on Tuesday 3rd November while important infrastructure work is undertaken on the database. Systems are expected to be available at 9am but will be considered "at risk" until 12pm. "At risk" in this context means that the system is expected to be available but support teams will be closely monitoring the system. If you encounter any difficulties after 9am please contact the Student Systems Support Centre. Apologies for any inconvenience caused.

SITS:Vision and eVision will be considered "at risk" on Tuesday 20th October from 7am to 9am while essential infrastructure work is being undertaken. "At risk" in this context means that no disruption to is expected however the service will be operating with reduced resilience during this period. If you do encounter any problems please contact the Student Systems Support Centre.

Student Support Plans (SSP) for disabled students are now accessible through eVision.

Members of the Disability Advisory Service (DAS) who require access to view and/or download Student Support Plans (SSPs), upload, delete and disseminate them on a need to know basis can do this within eVision now rather than via email.

Disability Coordinators in departments, colleges, Estates and libraries will also be able to view and download SSPs within eVision and disseminate them on a need to know basis.

Members of Exams Services and anyone else who has been ‘delegated’ access in eVision to view a student’s support plan because they need to be aware of a students’ disability and may need to take action can also access the SSPs.

Students can now also view their SSP at any time via Student Self Service.

Quick reference guides for the roles of DAS, Disability Coordinators (including Estates and libraries), Exams Services and those who have been ‘delegated’ access to view an SSP can be found on the eVision User Guides webpage.

This development facilitates more secure and effective sharing of disability information within eVision rather than via email, for the purposes of fulfilling our obligations towards disabled students under the Equality Act (2010).

Student Systems have made a few changes to the eVision homepage to improve its usability in response to your feedback.

The photo banner, which was displayed at the top of the page, has now been replaced by interactive shortcuts to three areas of frequently used functionality.

  1. Student Search: providing the ability to quickly search for a student by entering their name (full name, forename, surname, known as or student number). The Advanced Search link will direct you to the main Student Search screen to allow you to enter other search parameters e.g Year of Programme or Student Status.
  2. Dataviews: providing a link to your top four dataviews and a link to All Dataviews if the one you wish to run is not listed.
  3. My Students: providing a list of your students, where you are the student’s supervisor or advisor. You may also have a link to the On-Course Applications Dashboard, Graduate Supervision Reporting Dashboard and DAS Student Support Plans according to your access permissions.
evision landing page image

Training manuals have been updated to reflect this change and eLearning will be updated in due course. If you have any enquiries about these please contact the Student Systems Support Centre.

Reports and dataviews within eVision will be considered "at risk" on Thursday 8th October 7am to 9am due to infrastructure work required to the underlying server configuration. "At risk" in this context means that the service is expected to remain available as usual but there is a very small chance of some service disruption while changes are being implemented. If you do encounter any issues please contact the Student Systems Support Centre.

The functionality to submit and review Mitigating Circumstances to Examiners (MCEs) has now been reinstated in eVision and Student Self Service. 

Further process guidance can be found on the Exams and Assessment staff webpages and guidance on the eVision process can be found in eVision User Guides and Quick Reference pages.

 

Service Status

Although SSSC are continuing to work remotely please assume that service remains as normal. The period leading up to the start of the academic year from September through to October is usually one of the busiest times of year however we will continue to aim to respond to queries as soon as possible. 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.

Expand All

Dataviews and Reporting within eVision will be considered "at risk" on Monday 28th September 8.30am to 12pm while essential IT infrastructure work is being undertaken. "At risk" in this context means the service will be operating with reduced resiliency and users could potentially encounter a very short, single interruption to service during the morning but otherwise the service is expected to be available as normal. If you do encounter any issues during this period please contact the Student Systems Support Centre. Apologies in advance for any inconvenience caused.

Service Status

Although SSSC are continuing to work remotely please assume that service remains as normal. The period leading up to the start of the academic year from September through to October is usually one of the busiest times of year. SSSC are also likely to be understrength throughout part of September but we will continue to aim to respond to queries as soon as possible. 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.

Expand All

Service Status

Although SSSC are continuing to work remotely please assume that service remains as normal. SSSC are likely to be understrength at times throughout August due to annual leave but we will indicate any impact to service within the System Availability tab on the Student Systems Homepage.

For the August Bank Holiday weekend, SSSC will be closed on Friday 28th August and will reopen again on Tuesday 1st September at 8.30am.

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.

Expand All

Due to examination results, Undergraduate Admissions are under embargo during July and August. Results and decisions must not be communicated outside of the university before the embargo periods end (Tuesday 4th August for Scottish Qualifications Authority results and Thursday 13th August for all other results). Users are strongly encouraged to undertake the online embargo training course developed by UCAS.

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

The OxCORT system is being replaced by the new Teaching Management System (TMS) before Michaelmas Term 2020. As part of the shutdown of OxCort please be aware of the following dates and times:

  • Tutors must submit all reports by midnight on Friday 31st July 2020
  • Reports must be processed for payment and marked as Completed by midnight on Monday 31st August 2020
  • From Tuesday 1st September 2020, OxCORT will become read-only for 12 months before being decommissioned.

If you'd like to discuss this, please speak with your registrar / administrator, or email tmsproject@ox.ac.uk

For more information about TMS, please visit: https://projects.it.ox.ac.uk/edu-it-tms.

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 2020

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 16th October. Colleges and Department can continue to register students up to Friday 30th 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 17th August 2020 in preparation for Michaelmas Term 2020/21. 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 2020/21 registration period. Returning students will be able to register online via Student Self Service from 1st September 2020.

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 17th and Friday 21st August, during which time the student records and the system will rollover from the 2019/20 to 2020/21 academic year. The main impact of this will be noticeable within eVision and Dataviews where the default academic year will begin to show as 2020/21.

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.

The Examiner Appointments and Payments (EAP) system will be unavailable from 5pm Monday 3rd August to 9am Thursday 6th August. This is required to complete the rollover of the system from 2019/20 to the 2020/21 academic year and also to implement a change to the functionality. At this stage the rollover is expected to take place as stated but if there are any changes to the schedule we will notify users as soon as possible.

 

Academic Year rollover

The main work required during this downtime is to rollover the system to show as the 2020/21 academic year. The rollover won’t affect the functionality in the system other than the default year will show as 2020/21. Please note that this does not affect the ability to make changes or payments for 2019/2020 examination boards. You must, however, ensure you have selected the academic year 2019/20 before making any changes.

 

External Practitioner role

External Practitioner is a new role that individuals can be appointed to on an examination board for 2020/21 and this change will be implemented at the time of the rollover. Full details and guidance will be available in the 2020-21 Examinations and Assessments Framework (EAF).

 

Ongoing development work

In addition to the above, a number of defects are being looked at within the system. Work is currently underway to correct a problem where users’ payment details are not correctly being updated in the system. These fixes should remove a workaround that the Exams & Assessments team have had in place to manually correct this information.

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

The new online ‘UG Admissions: Confirmation and A-level week for Colleges’ and ‘UG Admissions: Confirmation and A-level week for Departments’ eVision courses are now available. The purpose of these online courses is to successfully guide you, as a College Admissions Officer or Department Admissions Coordinator, through the Undergraduate Admissions confirmation steps in eVision for A-Level week.

To find out more about these courses, please view the college course description or department course description or click here to enrol (college) or enrol (department). Once you have enrolled you will shortly receive an email explaining how to access the video. If you encounter any issues then please contact Student Systems Training for assistance.

Service Status

Although SSSC are continuing to work remotely please assume that service remains as normal. SSSC are also providing additional support for Online Teaching and Learning throughout July. SSSC are likely to be understrength at times throughout July and August due to annual leave but we will indicate any impact to service 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.

Expand All

As part of the On Course Applications project, a series of changes and defect fixes have now been deployed to eVision functionality for managing supervisors both within Student Records and Graduate Admissions.

Changes to Manage Student Records functionality

The following changes have been made within the Student Records tab of eVision:

  • Manage Supervisors: Record Primary Supervisor – you can add/remove a primary supervisor flag against a supervisor record who, by default, will receive completed on course applications requiring a supervisor review. Note that this is not mandatory and the primary supervisor flag should not be added for students from the Medical Sciences Division and the Chemical Biology, Organic Chemistry and Astrophysics departments within the MPLS Division who have decided not to identify primary supervisors as default.
  • Manage Supervisors: Future Dated Supervisors – you can record a future dated supervisor relationship that will become active on the start date specified. Note that if the Graduate Supervision Reporting (GSR) reporting window is open this should automatically create supervision reports when the start date is reached however you may need to check this and manually add reports if the supervisor reporting window has already closed.
  • Retrieve Supervisor, Add Students: Defaults – When adding students to a supervisor in bulk, the supervisor weighting will automatically be set to 100%. The supervisor will also be automatically recorded as the primary supervisor, except for students from Medical Sciences and the MPLS departments mentioned above.

Please also note the following policy guidelines in relation to recording and maintaining supervision relationships:

  • All matriculated students and some part-time non-matriculated students should be assigned at least one supervisor who will expected to submit supervision report via GSR and will receive payment following submission. Where multiple supervisors are assigned the weightings must total 100%.
  • A Thesis/Dissertation Supervisor may be assigned for PGT students if required by the department/faculty, and may submit a report in GSR (but will not receive a supervision payment).
  • A ‘No Supervisors Relationship Report’ is created in Weeks 4 & 5 of each term detailing to GSAs which students do not have an active supervisor relationship in SITS.
  • For all PGR offer-holders the UAB must normally appoint a Supervisor at the point of admission. However as the Supervisor may not yet be set up in the system, this is not mandatory, for example if the Supervisor is new to Oxford and not yet set-up in the Core User Directory (CUD).
  • PGT supervisors are normally added by GSAs by the end of Thursday of week 6 of Michaelmas term.

Changes to Graduate Admissions functionality

The following changes have been made within Graduate Admissions functionality:

  • UAB Administrator: Record Decision – The ‘Add Supervisor’ section has been updated to include the Primary Supervisor flag and add warning messages.
  • Applicant Summary – The ‘Research’ Tab has been updated to display the Primary Supervisor flag.

Training and User Guides

For further details of the changes listed please see the relevant training guides On Course Graduate Student Record Management (Section 12) for Student Records and UAB Graduate Admissions Manual (Sections 5.4, 5.5 and 11.2) for Graduate Admissions changes.

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

The Graduate Supervision Reporting (GSR) window for Trinity Term 2020 opens for students on Monday 8th June and closes at noon on Friday 26th June. Automated email notifications will be sent to students on 8th June with an invitation to submit a self-assessment report. Reporting for supervisors opens on Monday 29th June and closes at noon on Friday 24th July. 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

Although SSSC are continuing to work remotely please assume that service remains as normal. SSSC are also providing additional support for Online Examinations and Teaching and Learning taking place in June and July. It isn't anticipated that there will be any future disruption to service but if this occurs we will indicate any impact to service 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 is now available for May 2020 on the Support Statistics page.

Expand All

This is to confirm that SITS:Vision 9.9 upgrade has completed successfully and all systems are now available again. Systems will be considered “ at risk” until midday on Monday 18th 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 9.9 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 9.7 to 9.9. 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 15th May 5pm to 9am Monday 18th May 9am (“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 15th May to 9am Monday 18th May and will be considered “at risk” until midday on Monday 18th 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. 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 team members are currently working from home but are operating as per normal and are able to provide support for all student systems. SSSC are providing support for Online Examinations and Teaching and Learning taking place in May and June. Consequently it is anticipated that the support desk may be operating at times with limited capacity. If this occurs we will indicate any impact to service 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. Please note that the SSSC will be closed for the Bank Holidays on Friday 8th May and Monday 25th May.

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:

Please note that the SITS 9.9 upgrade is due to take place on the weekend of 16th/17th May therefore eVision (including Student Self Service and Online Graduate Applications) and SITS:Vision will be unavailable for the duration. Please see SITS 9.9 upgrade notices for further 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.

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

Due to the impact of the Coronavirus pandemic and a revision in the policy around mitigating circumstances notices to examiners (MCE), the ability to submit new notices has been suspended in eVision/Student Self Service until further notice.

Please refer to the revised mitigating circumstances policy in the Examinations and Assessment Framework and further information on the interim process is also available at https://www.ox.ac.uk/coronavirus/students/faq.

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

Expand All

This is to provide advanced notice of the planned SITS:Vision 9.9 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 9.7 to 9.9. 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 15th May 5pm to 9am Monday 18th May 9am (“at risk” until 12pm)

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 15th May to 9am Monday 18th May and will be considered “at risk” until 12pm Monday 18th 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 users 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 queries about the upgrade, please contact the Student Systems Support Centre.
 

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

eVision (including Student Self Service and online Graduate Applications) and SITS:Vision will be considered "at risk" from 5pm Monday 6th April to 12pm Tuesday 7th April while essential IT infrastructure work is being undertaken. "At risk" in this context means that no disruption is expected but the service will be operating with reduced resiliency during this period. If you do encounter any issues during this period please contact the Student Systems Support Centre.

Service Status

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

The team are continuing to work from home and we 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. Please note that the SSSC will be closed over the Easter weekend from 5pm Wednesday 8th April and will reopen at 8.30am on Tuesday 14th April.

We are continuing to experience some intermittent issues with the telephone system so please email if you are unable to contact us by phone.

Accessing student systems remotely

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

Training provision

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

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

 

Expand All

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

Service Status

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

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

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

Accessing student systems remotely

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

Training provision

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

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

 

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

The changes made are a follows:

Supervision Main Page

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

Supervision Reporting Dashboard

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

Edit Report/View Report page

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

Student Details screen

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

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

Expand All


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

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


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

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

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

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

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

oca dashboard

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

 

Expand All

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

Background

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

Further Information and Support

Guidance for students is available on the Oxford Students website.

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

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

Expand All

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

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

Expand All

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

Dynamics 365 Upgrade

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

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

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

 

 

 

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

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

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

Expand All

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

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

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

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

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

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

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

Expand All

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

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

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

Expand All

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

This is to remind administrators involved in admissions and on course registration of the dates for student registration and the importance of marking the University Card Form as Sent/Release to Card Office in eVision. In addition, this is also to provide hints and tips and to remind you of resources available as further background information on the registration process.

Registration window for Michaelmas 2019

The registration window opens for new and returning students and staff on 1st September and closes for students on Friday 18th October. Colleges and Department can continue to register students up to Friday 1st November.

Why is it important to make the Card Form as Sent/Release to Card Office in eVision?

If the Card Form is not marked as sent ('Release to Card Office' for undergraduate admissions and 'Send Card Form' for graduate applications) in eVision, this will delay the creation of the student's on-course record (Applicant Transfer or ATR). Applicant Transfer must be completed before the University Card and Single Sign-On details for registration can be generated. It takes a minimum of three nights from when a student's University Card form is processed in eVision to their Single Sign On (SSO) being issued in order for them to log onto IT facilities. By making sure you have marked the card form as sent in eVision you are ensuring that this process doesn't take longer than it needs to.

What do I need to check I've done?

  • Mark the Card Form as sent - Once your applicant has fulfilled their conditions and you have sent the Card Form to your applicant, please make sure you mark the Card Form as Sent/Release to Card Office in eVision too.
  • Act upon any issues - If you receive a message that an on-course record cannot be generated (e.g. because a condition is outstanding) then aim to rectify the issue promptly.
  • No School or University email address - Encourage applicants to update their email addresses from school or university addresses before they return their Card Form.

Background information on the registration process

For more detailed information on the registration process please see the registration process diagram and related FAQs that can be found on the IT Services help pages.

For more user guides with information on marking the Card Form as Sent/Release in eVision please see the Training pages on our website.

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

 

 

The Data Quality Team (DQT) and the Academic Records Office (ARO) will run the progression process within eVision and SITS:Vision in the week commencing Monday 19th August 2019 in preparation for Michaelmas Term 2019/20. This message is to advise you of the process so you can prepare for any changes which may affect your own systems, and to ensure you are aware that aspects of student records may change.

What is the progression process?

The progression process for this term will roll forward students who are as a Michaelmas Term students and whose anniversary of registration is in September onto their next year of study (e.g. first year students will become second year students). This will then allow students to re-register for the Michaelmas Term 2019/20 registration period. Returning students will be able to register online via Student Self Service from 1st September 2019.

What changes might I notice?

This is an important part of the system functionality and as such you will notice some changes to student data affected by the progression process, including:

  • Most of your returning students will have been rolled forward onto the next year of their study.
  • The student Enrolment status will change from 'Enrolled' to 'Ready to Enrol - Returner' until the student has re-registered in Student Self Service.
  • As students begin to register there are likely to be frequent updates to personal details.

When is it happening and what will be the impact?

Progression will be undertaken by ARO and DQT primarily between Monday 19th and Friday 23rd August, during which time the student records and the system will rollover from the 2018/19 to 2019/20 academic year. The main impact of this will be noticeable within eVision and Dataviews where the default academic year will begin to show as 2019/20.

Who do I contact for further information and advice?

If you require any further information in regard to progression please do not hesitate to contact the Academic Records Office for all matters concerning Undergraduates and Visiting/Recognised Students and the Data Quality Team for queries regarding Postgraduate Taught and Research Students. If you have any further questions regarding rollover activities please contact the Student Systems Support Centre.

Expand All

Due to examination results, Undergraduate Admissions are under embargo during July and August. Results and decisions must not be communicated outside of the university before the embargo periods end (Tuesday 6th August for Scottish Qualifications Authority results and Thursday 15th August for all other results). Users are strongly encouraged to undertake the online embargo training course developed by UCAS.

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

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

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

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

Accessing SITS:Vision via Remote App

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

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

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

Further actions and future reminders

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

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

Systems availability

All student systems available!

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

COVID19 SERVICE UPDATE - Please see the Notices page for further information.

 

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