Help: Student Fees & Stipends

The students fees and stipends tool allows you to manage the fee and stipend data for each student in your area, for each academic session of the student's study.

 

Using the tool

From the home page, click on the 'student fees & stipends' icon. You will be shown a page listing rows of students with various columns of data (registration, names, supervisor, department, degree, reggistration status, start, end). The action column contains a 'view' link that allows you to view a particular student in detail. The final Status column contains coloured indicators of green, amber or red to indicate if the students fee/ stipend information is complete (green), in progress (amber) or empty (red).

 

if you have responsibility for more than one department/ area, you will see a drop down list of departments. You can use the 'limit to' drop down to restrict the list of students to a single department. Finance and system admin level users are able to limit to single department or to 'all' students. The limit filters can also be used to limit the list to particular degree programmes or to show only students where their fees/ stipend data are complete, in progress or not started:

 

Data status/ completion

the student list page uses a 'traffic light' system to give a quick status report for each student. The full status is indicated by the colour (Red, Amber, Green) plus the border (black or white/ hidden) to indicate if the data is locked (ready for export) or not locked (for further editing).

Green (no border) = data complete, awaiting lock
Green (black border) = data complete and locked for export (see below)
Amber = data entry in progress
Red = no data entered

 

 

Managing the data

To access the data for a particular student, click the view link. The screen will update to show you further details about that particular student and their funding:

 

Adding data

• type the account code into the account box - the system will start to match existing account codes which you can click to select instead of having to type the entire code

• enter the amount in the amount box
• for the source of the funding, start to type in the filter box - the drop down above will show a list of all matching sources. Simply select the source from the list

 

• select the number of months the funding is for
• check the session drop down is set to the correct session for this funding
• you can add any notes in the notes box
• click the add button

You can add as many 'lines' of data as you wish - students can have multiple funding sources.
Adding Stipends data from the 'Stipend' tab works in exactly the same way as adding fees.

 

Editing data

To edit existing data

• click the edit button next to the line of data you wish to edit

• the screen will update and allow you to make changes. Each data field works the same was as for adding new data

• once you have completed your changes, simply click the save button to store the changes

 

Deleting data

to delete an entry

• click the delete button next to the data you wish to remove
• confirm the deletion in by clicking 'OK' in the pop-up
• the data line will be deleted and the screen will update

 

 

Finalising and locking data

Until data is 'finalised' for a student, it is assumed that the data is still being managed and it will NOT be included in any data exports.  Once you are happy the data for a student is complete, click the 'Finalise and Lock' button.

You will be asked to confirm the lock. This will flag the data so that it is included in any exports that are made (based on a 'time stamp').  Stipend and Fee data must be finalised separately, so it is possible to complete one set of data while still working on the other.

 

If you need to change the data, it is possible to unlock it:

 

You can then make any changes that are needed. Remember to Finalise and lock the data again, which will add a new 'time stamp' allowing the system to export the udpated data as required.

 

Copying data

You can copy data lines for a student from one session to another. This can save time if the funding in different sessions is very similar e.g. the data is identical in each year (account, source) except for a small change in the funding amount.

to copy data

• click the copy button in the line of data you wish to copy

 

• make any changes to the data (e.g. alter the amount)
• select the session you wish to copy the funding line to
• click the save a copy button

 

 

 The line of data will be saved to the session you have selected.