Your student record
This page provides more information about your student record online.
Frequently asked questions
What is the ‘Student system’?
The University’s student records management information system, on which we record information about students, their enrolments, assessments and awards. By doing this, we can provide you with a complete record of your study.
Why has the University bought a new student records system?
The old one had been running since 1997, and it was time for us to upgrade so that we could use new technology and software to enhance our services to students.
I’ve just joined the University as a student - how will the new Student system affect me?
You may already have used some of our new services: these include our online application form for admissions; the management of offers in Clearing; our Confirm a Place off-site self-enrolment service and our full registration service on-site which nearly all of our new students will go through at the beginning of term.
Is it only new students who will use the new services?
No – from 20 September we will be introducing two other services. The ‘Build Curriculum’ service allows students to enrol on their preferred optional modules. This service is not available on all courses, but where it is offered, both new students and students returning to study will be able to use it. The other service will be available through StudyNet and is called ‘Student Record’.
What is the ‘Student Record’ in StudyNet?
Student Record is your personal view of the new Student system. There are 2 tabs on the menu bar:
- My Courses, where you will be able to view what information we hold about:
- Your course and module enrolments
- Your grades when they’re published (won’t be available until January/February next year)
- My Profile, where you can check and update
- Your addresses and contact details
The Student Record will also give you access to any online services available to you – these show under ‘My actions’ on the side bar.
The student record home page
When will I be able to see my Student Record?
Students joining their course for the first time will already have been sent a direct link to it, so that they can use the online service ‘Confirm a Place’. We plan to open it up in StudyNet from 20 September, and any returning students whose records we have moved into the new system will be able to access it from then. There will be quite a few students who won’t be able to see it until later in the term.
How do I log into the Student Record?
Follow the links in StudyNet, and use your University log-in account and password to log in. You don’t need any different account details. Remember you can change your password if you want to – there are instructions in StudyNet to help you do this. IH Helpdesk can help you if you have any difficulties logging in.
Is there anything I have to do on the Student Record?
Yes! It is really important that as soon as you have access you check your address and contact information. You need to make sure we have them recorded correctly so that we can communicate with you either by post or by email or phone. It is up to you to make sure they are correct throughout your time at the University – if they aren’t correct, you may miss important information about your studies, and may not receive information about your results or awards. The Notes for students using the Student Record give more information about updating this information
My addresses/contact numbers are wrong – why is this?
We’re sorry if any of your details are wrong. It may be because:
- You’re returning to study and updated them during self-enrolment or on StudyNet but when we moved your record across, we did not pick up the updated information
- There is a restriction on the length of the address in the new Student system and we have lost part of your address
- You had not updated them in the old system, so we were holding inaccurate information
Is there anything else I need to do when I can access the Student Record?
Please keep checking the ‘My actions’ section on the Student Record. If there are any online services open for the course instances you are enrolled on, they will be displayed here. An icon for ‘Confirm a Place’ or ‘Build Curriculum’ online services will be displayed here if they are available.
I’ve checked my personal details in Student Record and my name/date of birth is wrong – what should I do?
If you are a new student, please inform Registry staff when you attend your registration session in the Learning Resources Centre (LRC) or in the Student Centre. If you have already registered or are a student who is returning to study, please contact Student Registry by email: Student.Registry@herts.ac.uk
I can see the course I’m enrolled on in Student Record, but I don’t know what the words ‘stream’ and ‘structure’ and ‘status’ mean?
The student record home page
Each of the lines is explained below:
- Year: this is the year of the course you are studying, so 1 means that you are studying on the first year of the course (note: students may repeat course years or study part time, so take longer than a year to complete)
- Academic year: each academic year runs from 1 August to 31 July. Sometimes this is referred to as the ‘session’. The 2011 academic year started on 1 August this year
- Structure level: you can ignore this – it relates to the way the Student system is set up, and will always show as 1
- Start/end date: this is the period of study for your current year of study. The start date may not be precise – sometimes the beginning of the month has been used as a default, but your joining instructions should make clear when you are expected to start studies
- Mode of study: whether you are studying full time on your course, part time, by distance learning, or on a course that also allows a sandwich year out
- Status: this displays your enrolment position with the University on the year you are studying Location: for many students, this will show as UH Hatfield campus (whether you are studying mostly at College Lane or de Havilland); but if your course is taught at another college, you will see the relevant location
- Stream: this is a broad description of the subject routes on the course you are studying. It isn’t an exact description, and is used where there is more than one route within a course.
I’ve heard the term ‘course instance’ used. What does this mean?
There is an ‘instance’ of a course for each academic year it is studied in. Each instance is given a code so that we can identify easily where you are in your studies. An instance is also defined by the year of the course, whether you are studying full time or part time, the location at which you are studying, and your subject route (stream).
My status is showing pre-registered/self-registered/registered/provisionally registered. What does this mean?
Statuses indicate your current enrolment position:
- Pre-registered: you are not yet fully enrolled on your course this year – either you are a new student yet to complete Confirm a Place and full registration; or you are a returning student who is in the process of being moved between courses/course instances
- Self-registered: you are not yet fully enrolled on your course this year – but you have completed the initial self-enrolment process. If you are a new student, you still need to complete the full registration processes in the Learning Resources Centre (LRC) or Student Centre. If you are a returning student, you will need to swipe in on return to study Registered: you have completed all the registration process for this year and are fully enrolled
- Provisionally registered: this means you are a new student who has been asked to provide more information to Student Registry so that they can complete your registration. You need to provide this information as quickly as possible – if in doubt, go to the Student Centre or email on Student.Registry@herts.ac.uk
- Other statuses may be used if you withdraw from your course (withdrawn), if you take a temporary break from study (dormant), or if you transfer after your first year (transferred).
One of my modules is showing a subject registration status of repeat (or deferral, or referral). What does this mean?
You will see this if you are returning to study and you have failed a module previously. The module registration status is your enrolment position on that module:
- Registered: is the normal status on a module Repeat: means that you are re-enrolled to study that module again and will be re-taking assessment
- Referral: means that you have been offered a referral in the assessment
- Deferral: means that you have been offered a deferral in the assessment
- Exempt: means that you have already taken the module (not necessarily that you passed it)
One of my modules is showing a subject registration status of de-selected or withdrawn?
You will see this where you are no longer studying a module that you were previously enrolled on:
- De-selected: means that one of your optional modules was entered in error or you have changed your mind about studying it
- Withdrawn: means that you have withdrawn from the course permanently or you have been allowed to take a temporary break from studies – in either case this status will be applied to all your modules
I’ve clicked on the link to the Student Record in S1tudyNet and I can’t see anything?
You won’t be able to see anything if:
- You’re currently finishing off a year of study such as a full time postgraduate programme or a course that started after February this year
- You’re returning to study and didn’t manage to complete self-enrolment before it closed on 16 September (note: doesn’t apply to you if you are a new student joining a course for the first time)
- We haven’t yet moved your record to the new Student system for other technical reasons
- If you’re finishing your course this year and graduating or leaving the University, you won’t get access to the Student Record unless you have applied for a new course and starting to study again
I’m returning to study on my course this September and I missed the deadline for self-enrolment on 16th September. What do I need to do?
You need to confirm to your course administrator/School office that you are definitely returning to study so that they can manually adjust your record. There is likely to be some delay in moving your record to the new system. We are only able to move your record once we know for certain you are returning to study, which is normally done via self-enrolment. We have already moved 10,000 student records to the new system where students did manage to complete self-enrolment.