Academic Administration (AA): Frequently Asked Questions

If you need to ask Academic Administration (AA) a question then have a look at our FAQs first - it might prevent you from having to send an email and wait for a response.

It lists many of the questions that the AA team receive via email or phone, along with answers plus links to more information.

If you can't find an answer then you can also search the larger bank of FAQs (LINK) which is updated regularly.

Please note:

These faqs are for QMU home (Scottish) students only.
Collaborations students should contact their home educational institute or Collaborations.
QMU Online (HEP) students should contact Studentsuccess.

Quick Link Navigation for Questions about: <anchor links>

Academic Administration
Academic Calendar
Canvas & ATLAS
Certificates &Transcripts
Deferral and Withdrawal
Extenuating Circumstances
Feedback & Marks
Helpdesk
Induction
International
Letter & Form Requests
Modules & Programmes
Personal Academic Tutor (PAT)
Professional Registration
Reassessment
Timetable

1. Academic Administration

Academic Administration (AA)

When are the AA team available?

We operate Monday to Thursday 9am to 5pm, and Friday from 9am to 4.30pm.

Email: AcademicAdministration@qmu.ac.uk

What does AA do?

The Academic Administration team can help you with submission of assignments, extenuating circumstances, module enrolment and various status letters.

2. Academic Calendar

Exams

When are the exams?

Please refer to the Academic Calendar and Examinations and Assessment.

Reassessments

When is summer reassessment week?

Please refer to the Academic Calendar and Examinations and Assessment.Your latest reassessment letter (via the Student Portal) will provide you with further information.

3. Canvas & ATLAS

Assignment submission

How do I submit an assessment/assignment?

Electronic assessments are generally submitted into submission areas on Canvas, however you should refer to instructions on your module Canvas site. There is further information on Canvas Helppages or on the Canvas Learning Technologies guide.

I’ve submitted the wrong version of my assessment! Can you help?

If the deadline hasn’t yet passed and the submission was made through a Turnitin Dropbox, the student can simply submit over their old assignment. If the deadline has passed, the already submitted version cannot be accessed. The student may submit into the Post Deadline Dropbox, but must contact their module coordinator as it is at their discretion whether or not they will accept this new submission and whether any marks will be capped etc.

4. Certificates &Transcripts

Award Certificate

When will I receive my certificate?

A link to your Academic transcript on the Student Portal will be emailed to you on completion of your course (following release of results after the Board of Examiners). The date you will receive your certificate is dependant on the time of year that you complete your course, as well as the dates of the Board of Examiners and Senate (for ratification). General timescales can be found on the Graduation webpages.

Transcript

I'm a former QMU student, can I have a copy of my transcript?

Please refer to the Transcripts & Document Request web pages. which contains full information on how to go about requesting documentation including transcripts and documents for professional registration.

Can I have a transcript?

You can see your Transcript via the Student Portal . Please note that your transcript will not be confirmed or up to date until your marks have been presented and formally released following a Board of Examiners meeting. There is information about transcripts on the QMU website. If you are not a current student then you must request a transcript via our Document Request area.

When will my transcript be released?

You will be notified by email when your transcript is available on the Student Portal. Please note that your transcript will not be confirmed or up to date until your marks have been presented and formally released following a Board of Examiners meeting, which may take upwards of 2 weeks. There is information about transcripts on the QMU website.

Where do I see my transcript?

You can see your Transcript via the Student Portal. Please note that your transcript will not be confirmed or up to date until your marks have been presented and formally released following a Board of Examiners meeting. There is information about transcripts on the QMU website.

How long will it take to release my transcript after a Board of Examiners?

5. Deferral and Withdrawal

Deferral

Can I defer, and how do I defer?

Please refer to the thinking of leaving web pages to find deferral forms and guidance to support your decision making.

Withdrawal

I want to leave, what do I do?

Please refer to the thinking of leaving web pages to find relevant forms and guidance to support your decision making.

6. Extenuating Circumstances

EC evidence

I can't upload my evidence to the EC portal (it's too big)

You should upload a word document with a sentence written on it noting that evidence will be emailed separately due to size upload issues, then submit your EC request as normal. Then email the evidence directly to your PL.

7. Feedback & Marks

Degree classification

How do I work out my degree classification?

Please refer to the General Assessment Regulations for guidance.

Module fail

I think I’ve failed a module, what do I do?

Please refer to the General Assessment Regulations for guidance on how to work out if you have failed a module (where this is more than one assessment component). If you then still believe you have failed then you can contact your Module co-ordinator, Personal Academic Tutor (PAT) or Programme leader for support. In general terms if you have failed a module this will be confirmed at a Board of Examiners and a further attempt will be offered (subject to regulations (LINK). The details of the reassessment will be included on your reassessment letter on the Student Portal and you MUST check this carefully. In many (but not all) cases reassessment will take place during the summer reassessment period which is noted on the Academic Calendar.

Overall module mark

Can you tell me if I have passed a module overall (more than one component)?

Please refer to the General Assessment Regulations for guidance.

8. Helpdesk

Password

I can’t remember my password or it's not working

Please refer to the IT support pages on the QMU website. Alternatively you can contact the Helpdesk for support.

9. Induction

Where do l find information about induction?

Induction events are scheduled on student’s timetables. You can find further information on the Induction for new students web pages.

10. International

Visa

Can you give me a letter to help with a visa issue?

Any and all questions related to visas must be directed to the International Office, as only they can support international students with immigration letters. If you are a home student e.g. a student needing to apply for a visa for a work placement overseas, then this is not normally something we can help with.

11. Letter & Form Requests

Bank account

I need a letter to open a bank account

Current students who have matriculated may be issued a student confirmation letter for opening a bank account. You need to provide the name of the bank and the address of the branch where you want to open the account to Academic Administration. To prevent money laundering, international students are only permitted to be issued one bank letter at a time. This applies to non-EU and EU (including Ireland) students alike. If a bank letter has already been issued to an international student please advise why a new bank account is required - this reason will be noted on the replacement letter.

Council tax

Can I have a council tax letter?

Yes, we can send you a Student status letter which you can send to your Council as proof of your student status. Contact Academic Administration.

Can you fill in my council tax form?

Yes, we can fill in the form, however you must first fill in the relevant sections and then we can finalise and stamp it, then pdf and return to it you. Contact Academic Administration.

Can you help me to get council tax discount?

Yes, we can send you a Student status letter which you can send to your Council as proof of your student status. Contact Academic Administration.

Jury duty

Can I have a jury excusal letter?

Yes, however please send Academic Administration a picture of your citation first as we need to refer to the reference nos and dates when we produce your letter. An excusal cannot be provided without this.

Proof of address

Can you add my address to a student status letter as proof of my address?

Academic Administration cannot provide proof of your address unfortuntely, as this is not information that QMU centrally maintains and verifies. You wil need to use another method for proof of address e.g. council tax bill, bank statement, energy bill. We can however provide you with a student status letter which evidences your course and dates of study, or you can download one from the Student Portal.

Railcard

I want to apply for a Railcard, can you fill this form out for me?

Please fill out your form and send it to Academic Administration to be checked, signed and stamped. There is also (normally) a requirement for a passport-sized photo to be stamped and signed on the back. If this is required please take your form to the Registry Information Point which is located on level one (next to the Student Services and Finance helpdesks).

Reference request

Can you give me a reference?

Academic Administration can provide a student status letter or fill in a basic reference related to your course start or end dates. If you need a character reference or academic reference this should be sent to Academic Administration and we will send it to your Programme leader (PL) or Personal Academic Tutor (PAT) to complete. Before providing any reference QMU require you to give your approval to release your personal data, and on receipt of a request we will email you to seek this. This is due to GDPR requirements. If you know a reference request is imminent then you can email Academic Administration in advance to give your approval.

Semester dates

Can you give me a letter with dates of when I'll finish for the summer, I need this for my job

We can provide you with a standard student status letter, and you will have to direct your employer to the Academic Calendar for semester date information. You can also access a Confirmation of Term Dates letter via the Student Portal. Note if you are an international student plesae direct your query to the International Office.

12. Modules & Programmes

Module change

How do I swap or change a module?

Please email Academic Administration with the module you wish to drop, and the module you wish to join, providing full module names and codes. Note that modules can only be changed within the first 3 weeks of a semester, and is subject to space being available on the module you wish to swap to. Therefore you should always provide two alternatives if you wish to swap. You can be added to a wait list if your first choice is not available (subject ot the 3 week deadline).

Module options

How do I pick my optional / elective modules?

Students will be informed when they will be able to select their electives. Undergraduates should see their options and have the opportunity to register their choices for the following academic year on the Student Portal. Postgraduates are sent an email with their options in early September. There is further information on the module choices web pages.

Module swapping deadlines

What is the deadline for swapping an Elective or Optional module?

Modules can only be changed within the first 3 weeks of a semester, and is subject to space being available on the module you wish to swap to. If you wish to swap please email Academic Administration with the module you wish to drop, and the module you wish to join, providing full module names and codes. You should also provide two alternative choices in case there is no space on your preferred module (you can be added to a wait list for your first choice, subject to the 3 week deadline).

Programme change

How do I change programmes?

If you are looking to change programme, you should complete the Change of Programme Form on the Module and Course Record web page. Any changes of programme need to be agreed with the Programme Leader of the course that you are looking to move from and the Programme Leader of the course you are looking to move to. Changing to another programme within the same academic year can normally only be considered within the first few weeks of the course.

13. Personal Academic Tutor (PAT)

PAT

Who is my PAT?

Students can check who their personal academic tutor (PAT) is on the Student Portal by clicking on the “Personal Academic Tutor and Modules for [current academic year]” under the “Your Student Record” section of the home page. If there is no PAT noted then please contact Academic Administration.

PAT change

Can I change my PAT?

To change your PAT please email Academic Administration with your rationale, and we will liaise with your Programme Leader to agree this.

14. Professional Registration

Registration

Can you help me with overseas professional registration e.g. CORU?

Please refer to the Transcripts & Document Request web pages, which contains full information on how to go about requesting documention including transcripts and documents for professional registration.

15. Reassessment

Reassessment fees

When do I pay my reassessment fees, and how do I pay?

Please refer to the information on the Examinations & Assessment web pages.

Reassessment specification

Where do I get details of what I need to do for my reassessment?

For reassessments in the main Summer reassessment period please check your Reassessment letter available on the Student Portal first, and then go to the Canvas site for your reassesment module which will contain reassessment specifications/details and assignments for submission if relevant. For Reassessments outwith the main summer period please refer to your Reassessment letter via the Student Portal Student Portal, for information, and contact your module co-ordinator or Programme Leader if you require additional information.

16. Timetable

Seminars

Can I change seminar groups?

Please refer to the Timetable web pages for information.

Timetable access

How can I see my timetable?

The most reliable source of timetable information is the Student Portal, as the information here is personalised to you and automatically updated. Certain parts of the Student Portal, including the personalised timetable, may also be accessed via the MyQMU App. To check the location and/or time a certain lecture/seminar is being held at, consult the timetables.