Student Records and Operations

The University has around 15,000 undergraduate and 3,000 postgraduate taught students (full and part-time), as well as a number of further education, exchange and temporary students. The Student Records & Operations (SRO) team is responsible for the administration and management of data underpinning these students' academic life cycles and related business processes (working closely with the University’s academic Schools).

Portfolio list

Student Records and Registration

The SRO Team are responsible for general maintenance of student records (programme transfers, leave of absence, withdrawal, stretch, etc.), and programme and module registration (including annual re-registration and registration for reassessment modules). Registration includes the new students’ registration events to confirm students’ identities and right to study, distribute ID cards, and undertake immigration compliance activity.

SRO also provide advice and guidance to:

  • students in relation to their student records and registration processes.
  • academic Schools on academic regulations and approve waivers to these in appropriate individual circumstances.

Student Finance

Working closely with the Finance Office, the SRO Team are responsible for all aspects of taught student finance. This includes tuition fees (setting and charging), administration of student bursaries and scholarships, US Federal Loans administration, Student Loans Company processes, and administering the Hardship Fund. (NB. The Finance Office are responsible for payment processes for tuition, accommodation and other fees.)

Student Immigration Compliance

The SRO Team lead on the University’s student immigration compliance activity, including the annual Basic Compliance Assessment and CAS (Confirmation of Acceptance of Studies) allocation. The team are also responsible for issuing CAS for continuing students’ visa extensions, maintenance and monitoring of student visa records, reporting of students to UKVI, and policy and compliance oversight and co-ordination.

Student Engagement Monitoring

The SRO Team have University-level responsibility for student engagement monitoring processes for taught students, including Digital Registers and associated reporting. The team work closely with academic Schools who are responsible for enacting these processes and following up in cases of non-engagement.


The SRO Team provide University-level leadership for the delivery and operation of assessment-related processes and data for all taught programmes.

The team are responsible for all aspects of centralised examinations (online and in-person), including the development of the exam timetable for each exam period. With support from academic Schools, the team manage:

  • the central examinations venues (Main venue and Additional Requirements venue), including management of invigilators.
  • the online exams helpline to provide support to students experiencing issues, e.g. with submission.

Whilst academic Schools are responsible for enacting processes for managing student assessment marks, the SRO team provide central co-ordination, guidance and training. The team also work with academic Schools on the development of assessment processes and systems, as well as the ongoing management of the assessment typology.

Academic Misconduct

The SRO Team have University-level responsibility for academic misconduct procedures, including servicing Major Academic Misconduct Committee and Academic Misconduct Appeals Committee meetings. Minor Academic Misconduct Committee meetings are serviced by academic Schools.

The SRO Team also undertake developmental work to improve policy, processes and systems relating to academic misconduct, as well as contributing to the University’s work to improve academic integrity and good scholarship.

Taught Student Progression and Awards

The SRO Team provide University-level leadership and have overall responsibility for processes relating to taught student progression and awards, including release of results to students, mitigating circumstances and programme boards. Whilst academic Schools are responsible for enacting these processes, the team provide central co-ordination, advice, guidance and training in these areas.

The team are also responsible for managing all aspects of LUSI student records, including marks management and programme boards, for 鶹Ƶ College validated programmes.


Working with academic Schools and a number of other University services, the SRO Team plan, prepare and deliver the summer and winter graduation ceremonies, including preparation of all student records, certificates and ceremony plans, and arrangements for Honorary Graduands and University Medallists.

The team are also responsible for the production of copy certificates and transcripts.

Student Data Management & Information Compliance

Linked to their responsibilities around managing the student record, the SRO team are responsible for student data management, including the student privacy notice, appropriate handling of data, and data retention. The Deputy Academic Registrar is the University’s Applicant & Student Data Steward.

The team are also responsible for ensuring high standards of data quality in our student data, as well as student data protection compliance (e.g. Data Subject Access Requests, appropriate release of data to law enforcement authorities).

Statutory Student Returns

The SRO Team are responsible for all statutory HESA returns relating to students, i.e. HESA Student, Initial Teacher Training (ITT), Unistats, and Aggregate Offshore Record (AOR). The team also undertake the monthly returns to ESFA (Education and Skills Funding Agency) of the Individualised Learner Record (ILR) for Foundation Art & Design (FE programme) and Apprenticeship students.

In addition, the team provide support to Planning and Marketing & Advancement in completing the HESES (Higher Education Students Early Statistics) and Graduate Outcomes returns respectively.

Student Systems

Working closely with colleagues in IT Services, Student Records and Operations staff are responsible for the ongoing management of LUSI (student records system) and Co-tutor (staff-student relationship management system). The team manage requests for enhancements to these systems and maintain LUSI access.

In addition, the team are jointly responsible (with ITS) for the development of roadmaps for these systems, managing the project pipeline, and delivering a variety of projects. These projects aim to review, identify and embed the most effective processes and practices within the University's IT systems. Consultation with colleagues (academic and administrative), communication and coordination are key elements required to achieve these aims.