Course enrolment changes to be actioned by Student Systems

In the first instance, course enrolments are managed and maintained by the student administration teams in the Schools and any changes to enrolments should be actioned in line with the deadlines in the Key Dates, wherever possible. Please refer to the current Key Dates at the link below:

Key Dates

However, Schools may have instances where they will request that Student Systems removes, withdraws, or enrols a student on a particular course if this change is no longer possible to complete themselves in EUCLID. Cases requiring intervention from our team will be considered on the following guidelines:

Requesting the removal of a course enrolment

We will remove course enrolments in circumstances where the school cannot action the change, and there is a significant impact to the student. This broadly covers the following circumstances:

• The student is on an Invoiced at Course Level (ICL) programme. In these cases, we will inform the Fees team of any courses that have been removed so the student can be re-charged correctly.
• The course's period is 'Other' or FLEX in EUCLID so cannot be removed, but the course has not actually started so students haven't engaged with it yet.
• The student's programme has changed and it was not possible for the School to remove/withdraw the old programme's courses prior to the programme change.
• The student is now on interruption and it was not possible for the School to remove/withdraw the courses prior to the interruption being requested.
• Courses for visiting students.
• Study Away courses.

We will not remove courses if:

• The course is from a previous academic year.

• The course is already withdrawn and the student is not on an Invoiced at Course Level programme.

  • Withdrawn courses will not impact the student as they do not appear on a student’s HEAR transcript, are not included in progression calculations, and should not appear in Learn.

  • Withdrawn courses also will not impact the student’s fees if the student is not on an Invoiced at Course Level programme.

  • Information on the HEAR transcript is available below.          

• The course is a Null Sit, guidance below.

HEAR Transcript

Null Sit Guidance

Requesting to enrol students on a new course

Academic and nominated administrative staff will be able to enrol a student onto any course during the current academic year, provided that both the staff member and student are from the same School and there is available space on the course. Please see guidance on this at the link below:

How to Enrol and Edit Courses

If a course needs to be added to a previous academic year, then please contact us explaining this retrospective change is required as it is not standard practice to enrol students outwith the current academic year.

There may be exceptions or cases which are not covered by the above guidelines. In such instances, please email Student Systems explaining why the course needs to be added/removed and we will evaluate the request on a case by case basis.