Student Portal | Student Progress (2024)

Getting started

If you are asked to enter login details please use the same User Name and password as your University IT account and e-mail in the formatuserid@newcastle.ac.ukoremail.address@newcastle.ac.uk

Step by step video

Registration status

All students need to registereachyear with the University.Everyyear,when youfirst login,you will be asked to agree to theUniversity’s Registration Terms and Conditions.

You’re advised to spend some time looking through the terms and conditions. You won’t be able to register unless you accept these terms and conditions.

Registration status

This is animportantscreen, it tells you if youhave:

• confirmedyour data
• registered
• paid your fees
• anoutstanding query on your record

Click on thedifferentlinksonthe Student Portalto confirm or amend your data.You can alsoraise queries with youracademic/graduate schoolor theFinance Office.

TheRegistrationStatus screen prompts what you need to do. When you’ve completedataska green tick will show in place of thered cross. Whenall ofthe boxes have a green tick – then you must click on the‘Register’button. The‘Register’buttononlyworks whenall oftheoutstanding taskshave been completed.Once you have clicked on the ‘Register’ button you have successfully completed your registration.

When you’re fully registered, you’ll get the following message:

'You have completed the registration process for the current academic year.Howeveryou can use this system to keep your address and other details up to date. You can also use the system to generate some documentation that you may need to confirm your student status.'

Programme details

During theregistrationperiod,you need to check your details carefully before registering. Most students will progress on their programme. Others may need to repeat a year or transfer.

If the programme and stagearecorrect,select‘Save’.

If the programme and stage shown on the Programme Details screenareincorrect, do not save the programme. Instead, use the ‘Enquire’ option.Includewhy you think your programmeorstagearewrong and this will be sent to youracademic/graduate school office. You will receive an email confirmingyourmessage has been sent.A member of staff from the school will then confirm to you when this has been updated accordingly, or if they have any further questions for you.

Finance

You will only be able to access this screen after you’ve confirmed your programme of study. When you’ve confirmed your programme the fees due will be displayed here.

If you’re not paying your fees yourself – and this has already been cleared in the system – you will not have to check anything on this screen.

If youhave topay fees before you can complete registration the details will be displayed on this screen. If you use the screen to payonline, you will be able to complete registration sooner. Otherwise, you will need to visittheFinanceteamin person.

The Finance teamcanbecontactedby telephone: +44 (0) 191 222 5786 oremail:tuition-fees@ncl.ac.uk

Modules

Newstudents choose their modulesduring the registration period. Instructions on how to do this will be provided by your academic school.

Students returningto study in the next academic yearshouldhave alreadyselectedtheirmodulesearlier in the year. Thisallows time tocreateindividualtimetables.Any changesmadeto your modules after this time are subject totimetableclashes.

Although we always trytoensure popular optional choice combinations do not clash, new students selecting their modules may need to check thetimetable first.

Module choice

If you’re usingthe Student Portal for your module choice, youneedto confirm your programme of study first.Your module choice is only provisional, itmay need approval by your school.

Most full-time undergraduate studentshave tochoose 120 credits of modules. Mostfull timepostgraduate students choose 180 credits. The Student Portal knows what course you’re studying and whether you’re studying full time or part time. Itwon’t let you submit your modules unless you have selected the right number of modules.

If you have compulsory modules these will be shown automatically and you won’t be able to change them.If there isanexceptional reason why you need to change compulsory modules, use the‘Send Enquiry’option.This will be sentto your academic school for review who will be in touchwith youin due course.

Optional modules are those listed as part of your programme and from which you will choose most of your modules. If you need to choose optional modules, click on the‘OptionalModules’button then use the tick boxes and press‘Select’.

If you choose incorrect modules you can delete them using the bin icon on the main module screen.

Some degree programmes allow you to have a free choice of module. The‘Free Search’button allows you to search for all live modules in the University.You will need to be careful when you choose modules from this list, ensuring they relate to your programme of study.

There is an indicator against module codes iftheyare apre-requisite module –i.e.a module that you should already have studied or be studying. It’s your responsibility to checkifyou have studied pre-requisites for all optional or free choice modules.

Some optional or free choice modules are capped, meaningonly a limited number of students can do these modules. You will only be able to choose a capped module if there are still places on it. Youmightneed to be quick to submit your modules.

Other students may submit while you’remaking your choices,so youcouldbe rejected for a module. If a capped module is already full you won’t be able to choose it,but you cansign up on a waiting list.Information regarding how to sign up for a waiting list willbe sent to you after the module choice period has ended.You will receive email confirmation when you’ve signed up for a waiting list.

Producing your own documents

A number of Official University documents can be produced and printed via the Student Portal.

Registration Document

You can access this document once you have completed all registration tasks. If you are unable to download the university app to create a digital smart card, you will need to show this registration document on your phone or digital device to receive your smart card.

Certificate of Registration

A Certificate of Registration is a letter confirming you are registered for a specific academic year. Current students may need them to prove their registration status. You can also produce it for previous academic years.

Council Tax Certificate

Most students are entitled to some form of exemption or discount, but this depends on individual circ*mstances. If you are exempt from paying Council Tax you will need to submit a Council Tax Exemption Certificate providing details about your course.

Once registered for an academic year, if you are studying a full time programme, you should be able to download a copy of your council tax certificate via the Student Portal.

If you have any difficulties doing this, taught students should emailstudent-registration@ncl.ac.ukand research students should email their graduate school: HaSS and SAgE students should emailgradschool@newcastle.ac.ukand Medical students should email:medpg-enquiries@ncl.ac.uk.

If you are not sure whether you are eligible for a Council Tax Exemption, further information can be found at theStudent Finance Wellbeing webpage.

Transcript

A Transcript of Study is a comprehensive list ofmodules takenandmarks achieved.Current Undergraduate or Postgraduate taught students can print a transcript if they requireevidence of modules studied and marks achieved.

During the exam board periods, access to transcripts may be restricted.

Student Support Plan

You will only be able to view this document if you have met with Student Health and Wellbeing Services about specific support and adjustments.

A Student Support Plan is produced by the Student Health and Wellbeing Service and it sets out identified support and reasonable adjustments, and the information staff need to be aware of to ensure that you can access and participate in your course of study.The Student Support Plan is intended to be a working document and can be updated at any point during your studies.

If you feel this is something you could benefit from, please contact the Student Health and Wellbeing Service directly by emailing:disabilityadvisor@ncl.ac.ukor by booking an appointment via theirweb enquiry form.

Ifyou require these documents to be officially stampedby the University,donot print them yourself.Instead,send your request tostudent-registration@ncl.ac.ukor, if you are on campus,call in toStudent Services atlevel 2, King’s Gate.

Absence request

To submit an absence request, please follow the steps below:

• login tothe Student Portal andselect 'Absence Request'
• to add a newrequestclick '+Add new request'
• select the reason for your absence from the 'absence reason' drop down
• enter the details of your absence
• attach documents or select‘I will submit evidence later’
• tick the declaration and submit

Your new request willappear in the Absence Request Overview. You can change orcancel your request from this screen.Any comments from your school will appear in the absence request.

Student data

Data screens1 and 2contain most of the information that the University holds about you. It’s important the information is correct and complete.

What we keep and why

Studentdata 1 screen

This screen holds important personal information about you,includingyourcontact details. When you register for the first time some of the fieldsmayhave already been populated with data collected from you during the admission processes.Itis important you check that everything is correct and make any amendments. We will ask you to check the data on this screen at the start of each academic year,but you can accessthe Student Portal any time during your studiestoupdate your details.

Itisimportant that we have up to date contact details for you. Please ensureyourpersonal email address, mobile phone number and postal addresses are correct.We need your current home and term-time addresses to send anywrittencorrespondence to you.Wealsoneedyourtrusted contactinformation,ofa relative or friend, so we can contact themif you become illduring your timeatuniversity,or for any other emergencies.It is a requirement underUniversity regulations that students shouldnotifyus of anychangesof address by updating their details in the Student Portal.

Once you’ve finished checking and amending the data,press the‘Save’button at the bottom of the screen. If you’ve missed any compulsory fields these will be highlighted in red and you’ll need togo back and complete them before pressing the‘Save’button again.

Studentdata 2 screen

You will only be required to check and amend the data on this screen when you first register with the University,or if you start a postgraduate programme after completing undergraduate studies.

If you’re a new undergraduate student who has completed A-levels or equivalent qualifications before starting University,these should be listed here. If anything is missing orincorrectplease let us know by clicking on the ‘Qualifications enquiry’ button at the bottom of the screen. The key information we need is the level of the award, the subject and the date.

If you’re a postgraduatestudentyourprevious qualifications will not be listed on this screen.We asked you to supply evidence of your qualifications to us during the application process, sowe don’t need you to check this information. You only need to complete the ‘highest qualification before starting the course’ field by selecting the appropriate option from the dropdown list.

The remaining fields on the Student data 2 screen are key pieces of personal information which weare required to collect for statistical purposes and for our statutory returns to external bodies such as HEFCE (The Higher Education Funding Council for England). The information you provide is stored and used in strict confidence. Although we would like all of our students to complete these fields,if you do notwantto supply this information you can select the ‘information refused’ option.

We often receive queries about the followingtwofields included in this part of the screen:

• Is your gender the same as at birth? – If your gender has changed since you were born you should select ‘No’ from the dropdown list.If your gender has remained unchanged you should select ‘Yes’.
• Care leaver – If you’reaUK or EU student we need to know whether you have been in care prior to commencing your studies at the University. Being in care is defined as accommodation and/or care provided by a local authority or health care trust where a parent/guardian are prevented from doing so. International students from outside the EU donotneed to complete this field.

Once you’ve finished checking and amending the data press the‘Save’button at the bottom of the screen. If you’ve missed any compulsory fields these will be highlighted in red and you must go back and complete them before pressing the‘Save’button again.

If you have queries about the data fields on the Student Data 1 or Student Data 2 screens please contactStudent Registration.

Support with the Student Portal

If you have problems with registration contact youracademic or graduateschool first.Contact detailscan be foundatthe back of theStudent Guideoryou cansend a message to your school using the ‘Enquire’ button on theStudent Portal‘Programme Details’ screen.

The Student Data Team provide support during the registration period. They can help with queries related tothe Student Portal including, registration issues, document requests, changes to your circ*mstance etc.

Telephone+44 (0) 191 208 3423 oremailthemfor help.

If you have technical problems withthe Student Portal orother Universitysystems,pleaseemailIT Service Deskor telephone +44 (0) 191 208 5999.