A census of registered students on each programme of study is taken on 31 October of each year.
The census data is used:
- As the base to undertake initial forecasts of the HEFCE grant and any financial holdback for the new academic year.
- To measure student intakes against College/School targets.
- As the base from which we will forecast the student population and tuition fee forecast as required by HEFCE in December.
- For the statistical profile and other management information purposes.
Only those students who are normally registered as of 31 October are included in the census. It is therefore essential that all students engaging on their programme have ‘Normally Registered’ status on the Banner student record system by 31 October.
How students complete registration
Students must register themselves online through the www.my.bham.ac.uk for each academic year of their programme.
All new students are sent emails providing their ADF username/password and asking them to complete registration. Returning students are sent an email to inform them when my.bham is open for registration. Returning students who do not know their ADF username/password or experience problems while registering can contact the Registration Helpline 0121 414 9009.
Unless arranged otherwise, Registry are not able to register students on their behalf, as the registration process is a binding legal contract between the individual student and the University.
How to check which students have not completed registration
Lists of students and their registration status as recorded on the Banner student record system can be acquired through BOXI.
Run the appropriate report to Identify unregistered students in via BOXI (PDF - 495KB).
Students who are registered have the status ‘NR – Normally Registered’
Students that have yet to complete their registration will be recorded as ‘AS – Provisional Registered’ (new students) or ‘ER – Expected to Re-register’ (returning students)
If you do not have access to BOXI this can be requested through the IT Services Helpdesk
Encouraging students to complete registration
Students who have not completed registration are automatically sent regular reminders to encourage them to do so.
Schools are asked to encourage students who are in attendance but not registered to complete this process as soon as possible. In previous years we have found that direct contact from Schools in addition to the reminders from Registry has been effective in persuading students to complete their registration.
From Week 2, Registry will contact taught students who remain unregistered advising them that failure to register via my.bham may lead to their records being closed down. Support and advice will be provided if students report that they are unable to complete the registration process. Students will be further contacted before records are to be closed down.
The schedule of communications with students is included in the Registration Audit Schedule at the top of this page.
The students who remain unregistered in your School can be identified by the BOXI report as mentioned above. If you require assistance in interpreting or generating the report, please contact your usual Student Administration contact.
Postgraduate Research Students (PGRs)
To enable a postgraduate researcher to register online, a progress decision must first be processed in BIRMS. Please ensure that all progress decisions that are outstanding are actioned in BIRMS to enable postgraduate researchers who should be normally registered to register online by 31 October and be incorporated into the census.
PGRs who are in attendance and who have not completed online registration should be encouraged to do so. In previous years we have found that direct contact from Schools has been effective in getting PGRs to complete their registration.
PGRs who have not registered can be identified by the BOXI report referred to above. If you require assistance in interpreting or generating the report please contact your usual Student Administration contact.
Students who will not be taking up their place / are withdrawing from their programme
Please inform your Student Administration contact of any student who will not be taking up their place on the programme or will not be returning to continue with their studies.
Please also inform Research Student Administration of any PGRs who have agreed a later start date. This is vitally important for all Tier 4 PGRs so that the UKVI (Home Office UK Visas and Immigration service) can be informed of the revised start date.
If you have any further queries regarding the census please contact:
Matt Wildig, Head of Taught Student Administration
firstname.lastname@example.org / telephone x46379
Claire Evans, Head of Research Student Administration
email@example.com / telephone x42587