Student Registration User Guide - EXTENDED Version

Liverpool John Moores University

Student Registration User Guide

EXTENDED VERSION

Student Registration Helpline: tel: +44 (0)151 231 3289 (9am-4.30pm, Monday to Friday); email: [email protected]

Welcome LJMU’s online student registration process enables new students to complete their pre-enrolment checks and continuing students to re-register on their programme of study. Please read the following instructions carefully. It might be helpful to keep them open in a separate window from the registration form, and to refer to them as you move through the different steps. Need help? Each section contains specific guidance on the type of information required and you are advised to read this guidance carefully and to refer to Help Icons (information icons and question marks) where appropriate before amending or confirming your details. LJMU has a dedicated Registration Helpline you can contact should you encounter any problems or have any queries when completing your student registration checks:

tel: +44 (0)151 231 3289 (9am-4.30pm, Monday-Friday)

email: [email protected]

Data Protection Policy

LJMU is registered as a Data Controller with the Office of the Information Commissioner, as

required under the Data Protection Act 1998. We will only process and disclose data within

the terms of the Data Protection Act and its Data Protection Notification. Put simply this

means that we hold and process personal data relating to current and former students for a

variety of purposes including:

Maintenance of your student record (including your personal, academic and financial

details) and management of academic processes (such as academic audits,

assessment boards and awarding of degrees)

The management of student residences, alumni operations (including fundraising),

and for security purposes within University premises

The provision of advice and support to students (via the Student Zones in the

Learning Resource Centres, Liverpool Students’ Union, the World of Work Careers

Centre, etc)

Research purposes (such as the graduate first destination survey, employability

surveys or longitudinal surveys)

Some of your personal data, such as your racial or ethnic origin, physical or mental health,

religious beliefs or any relevant criminal convictions, is defined as ‘sensitive personal data’.

This means that it is subject to greater protection under the Act and is processed and stored

with due regard for confidentiality, sensitivity and legal requirements.

mailto:[email protected]


For further details on LJMU’s data protection and information sharing policies, go to:

www.ljmu.ac.uk/studenthandbook or email the University’s Data Protection Officer:

[email protected]

Updating your personal and programme data It is really important that all the personal information on your student record is 100% accurate. You will be able to update some of these details using the Student Registration form – such as your contact telephone numbers and term-time address. Some personal data – such as your surname, date of birth and permanent address – can only be updated by a member of staff in a Student Zone in one of LJMU’s Learning Resource Centres. Remember it is your responsibility to ensure your details are accurate.

Need help?

Please contact the Student Registration Helpline: tel: +44 (0)151 231 3289 (9am-4.30pm, Monday to Friday) email: [email protected]

http://www.ljmu.ac.uk/studenthandbook




Top tips 1. Don’t rush completing your student registration form

You don’t have to complete all the sections in one session; you can log out and come back at another time to complete the form. Just remember to save all your changes before you log out.

2. Use the Next button to move between sections To navigate through the form, simply click ‘Next’ when you complete each section; you will automatically move onto the next section. In sections where you don't need to make any edits, you must click ‘Next’ in order for these details to be saved as correct as part of the registration process. If you don’t, these sections will be shown as incomplete. To move between sections you can also use the menu on the left hand side or the numbers at the top of the form. You do not have to complete sections in order and you can return to complete sections at a later date. Please remember to save your changes.

Click the numbers or the menu

links to move between the

different sections of the form


3. Use the colour coding The Student Registration form uses colour coding to help you see more easily which sections you have to complete. As a general rule:

if a section is green it’s incomplete and you need to go and check/add the required information in order to complete the registration process

if it’s blue, this means you have completed this step

Blue boxes

mean sections

have been

completed.

Light green boxes mean sections are

still incomplete.

A dark green box means this is the

section currently being viewed


4. Click on the help and information links to find out more By clicking on these icons you will find out more about the type of information you need to provide and why.

5. Editing your details To start editing each of the sections, click the ‘Edit’ link (pencil icon) on the top right hand side of the form (see below). This icon is located in the same place in every section of the form.

Click the Edit / pencil link to start

editing each of the sections

Additional information is provided

alongside the fields of the

registration form.

Click on the ‘Question

mark’ symbol for more

information about each

step of the form.


6. Don’t forget to save your changes Once you have finished editing each step (or part of a step) remember to click the ‘Save changes’ button. If you try to go on to another section without saving your edits, you will see this message, giving you the chance to save or cancel any changes you have made.

7. Make sure you complete all the mandatory sections otherwise you won't be able to complete your student registration

All sections flagged with an asterix (*) must be completed in order for you to complete the student registration form. If you don’t complete a mandatory field, a message will pop up prompting you to complete the missing fields – see below for an example in section 4: Emergency Contacts. Simply click OK and go back and complete the required fields.


If any steps are incomplete by the time you complete step 10, you will see this message when you try to finish the registration process. Simply go back and complete the relevant sections indicated.


Getting started: Logging on You will need your LJMU username and password in order to log on to complete your student registration. Simply type your details in the relevant fields and then click ‘Log On’.

If you are a new student, you need to activate your University computer account in order to get your username and password. This is easy to do; all you need is your Student ID Number (this is printed on your enrolment form and begins with ‘PN’) plus your date of birth. Go to: https://myaccount.ljmu.ac.uk/NewStudent to activate your University computer account.

If you are a continuing student and you haven’t used your LJMU computer account for a while you may have to update your password before you are able to log on. You can do this at: http://www.ljmu.ac.uk/ITHelp/user-account/118083.htm#how

Problems logging on

1. Incorrect log in details If you type in the wrong details the following message will appear. Double-check you are entering the right details and then try again. If you are still having difficulties logging on, please contact the Student Registration Helpline: [email protected], 0151 231 3289.

If you type in the wrong

details, you will see this

message.

https://myaccount.ljmu.ac.uk/NewStudent

http://www.ljmu.ac.uk/ITHelp/user-account/118083.htm#how



2. Problems with your browser We recommend that you use one of the following browsers when completing your student registration:

Microsoft Internet Explorer 7, 8, 9 for Windows

Firefox 14 and above

Google Chrome 19 and above If you are using one the browsers below, you will still be able to complete the process but some of the functionality won’t work as well:

Microsoft Internet Explorer 8 (with Compatibility view) for Windows

Safari 4 and above for Mac

Safari 4 and above for Windows

If you are not using one of our recommended

browsers you will see this message. We would

advise you to use one of these browsers in order to

be able to use all the registration form functionality.


3. Not eligible to register If you think you need to complete the student registration process but see the message below, you should call the Student Registration Helpline to double-check you are eligible to do so.

If you see this message you should call the

Registration Helpline to double-check that you

need to complete the registration process.


Welcome screen When you have successfully logged on, you will see a Welcome screen like the one below. Once you have read the information, click on the ‘Begin registration’ link to move through to the next screen.

Click here to start the

registration process.


Step 1: Who are you? This is the screen you will see when you move to part 1 of the form.

A. Checking your primary name details

Your Primary Name will be the name supplied on your original application form to study at

the University and will be the name that appears on your final award certification.

You are not able to change your primary name details as part of the online student

registration process.

New students: If your Primary Name is incorrect, please bring relevant

documentation with you (such as your passport, marriage certificate, etc) when you

come to complete your enrolment at the University.

Continuing students: If your primary name is wrong, you should bring relevant

documentation with you to the Student Zone of your nearest Learning Resource

Centre as soon as possible.

B. Checking / changing your preferred name details

If you prefer to be called by a name other than your primary name – for example Liz instead

of Elizabeth, Phil instead of Philip, etc – you should click the Edit/pencil icon to make the

relevant changes to your student record.

Click on the Information

icon for more details.


If you try to move to another section of the form without saving your changes you will see the message below. You then have the opportunity to save or cancel any changes you have made to your details.

Click in the edit icon to edit

your preferred name details

Complete the required fields

and then click ‘Save changes’

This message will appear confirming

your record has been updated


This message will appear if you

haven’t saved your changes.


C: Checking your passport name: International students only If you are a student from outside the UK, you will also have to check that your passport name is correct. If your details are correct, click the Next button to proceed to the next step of the registration process. If your details are incorrect, click the edit/pencil icon to start editing your details.

Amend your

details as

required and

then click Save

Changes.

This message will appear confirming

your details have been updated.


D: Checking / changing your gender and date of birth details You are not able to change your gender or date of birth details using the Student

Registration form. Only a member of staff in a Student Zone of one of the Learning Resource

Centres can change this information. You will have to bring relevant documentation with

you in order for this change to be made to your student record.

New students: If your information is wrong, please contact the Student Registration Helpline immediately – email: [email protected], tel: +44 (0) 151 231 3289 (9am-4.30pm, Monday to Friday).

Continuing students: If your information is wrong, you should call into Student Zone

of your nearest Learning Resource Centre as soon as possible with relevant

documentation (such as your birth certificate).



Step 2: How do we contact you A: Your permanent home address details You are not able to change this information using the Student Registration form.

The Permanent Address shown will be the address supplied on your original application

form to study at the University and should be where LJMU can contact you outside term-

time and after you have completed your course.

New students: If your permanent address is incorrect, please bring relevant

documentation with you (such as a bank statement showing your name and your

permanent address) when you come to complete your enrolment.

Continuing students: If your permanent address has changed, you should bring

relevant documentation with you to the Student Zone of your nearest Learning

Resource Centre as soon as possible.

Click on the Information

icon for details


B: Checking / updating your term-time address details LJMU needs to know where you will be living during the academic year as we may need to

send you important correspondence.

You will be able to change your address details throughout the year and you should update

your student record if you move after you complete your enrolment.

If your term-time address is the same as your permanent address, simply click the ‘Same as

permanent address box’, choose the appropriate accommodation type and then click ‘Save

changes’.

To start editing your term-time address

details click the edit / pencil icon.

Tick the ‘Same as permanent address’ box

and your details will be copied across.


If your term-time address is different to your permanent address, you will need to add

details of your term-time address, completing the fields indicated below. Don’t forget to

save your changes.

You then need to select the correct

accommodation type from the drop down list

Then click ‘Save changes’

Update the required

fields and then click

‘Save Changes’


If you do not know your term-time address yet, please check the currently unknown box

(see below). Remember to save your changes.

D: Checking / changing your contact phone number(s)

You must enter at least one phone number in order to complete your Student Registration.

First, click the edit/pencil icon to edit your details, add the relevant number(s), and select

the number you would prefer LJMU to use should we need to contact you.

Please remember to save your changes.

Please select which number you would

prefer LJMU to use to contact you.

Tick this box if you don't know where you

will be living this term. Please remember to

update your student record as soon as you

know your term-time address.


E: Adding / changing your contact email address details You can include a personal email address as part of your Student Registration but this is not

compulsory.

Remember: The University will contact you using your official LJMU email account and you

should check this regularly for updates about your programme of study, fees and funding

and much more.

Add your personal email address details

here and then click ‘Save changes’


Step 3: Nationality and Citizenship Continuing students: You do not have to complete this step of the process as these details

are already part of your student record. If your details have changed since the last time you

completed the registration process, you must go to the Student Zone of your nearest

Learning Resource Centre and ask a member of staff to update your details. Please

remember to bring relevant documentation with you.

Only new students registering at the University for the first time need to complete this

step.

If your details are correct, you must click the ‘Next’ button to proceed to the next part of

the form. This will save your details as correct. If you use the numbers or menu to navigate

to the next section, this section will show as incomplete and you will not be able to

complete your student registration.

If you details are incorrect, click on the edit/ pencil icon and then use the drop down

menus to update your details.

To start editing your details,

click the edit/pencil icon.

If your details are correct on the form,

click the ‘Next’ button to move to the

next section of the form.


Use the drop down menus to select the

correct information for Nationality and/or

country of permanent residence. Then click

‘Save changes’. A message will then appear

to confirm your details have been changed.


Step 4: Emergency contact details

Every student is required to provide contact name(s), address(es) and telephone number(s)

for the person(s) who the University should contact in the unlikely event that an emergency

should arise.

If your emergency contacts are correct, simply click the Next button to approve this

information and move onto the next section of the registration form.

If you use the numbers or menu to navigate to the next step of the form, this section will

show as incomplete.

How to add or change your Emergency Contact details

Click Next to confirm your details

are correct and to move onto the

next section of the form.

Click the edit/pencil icon to

start updating your details.


The following message will appear to

confirm your changes have been saved.

Click on the ‘Add new contact’ link to add/amend details.

Additional fields in the form will then appear. Simply

provide the information requested and then click ‘Save

Changes’.


If you have added additional Emergency Contacts to your form, please remember to select

who should be your primary contact – this will be the person that LJMU will contact in the

unlikely event of an emergency.

Remember: You cannot change/delete your primary Emergency Contact without first adding another contact and selecting them as your primary contact.

If you try and delete your existing emergency

contact without adding new contact details you

will see the following error message.

Make sure you select your primary

emergency contact.


Step 5: Disability

Every student must complete this section of the Student Registration form.

Telling the University that you have a disability or specific support need (such as dyslexia) to

help ensure that you have access to the most relevant services and support during your

studies at the University. For advice on LJMU’s support for disabled students, email:

[email protected] or call 0151 904 6052.

Click the edit / pencil icon to start updating your details.

If you don’t have a disability, select ‘No’ and then click ‘Save Changes’ before moving onto

the next section of the form.

The following message will

appear confirming your

changes have been saved.



If you do have a disability, select ‘Yes’. You should then complete the additional questions

before clicking ‘Save Changes’.

If you select ‘Yes’ the following additional

questions will appear. Please select the

appropriate answers and then click ‘Save

Changes’.

The following message will

appear confirming your

changes have been saved.


Step 6: Education Details

Continuing students: You do not have to complete this step of the registration process as you

have already checked your educational details during previous registrations. If your details

have changed since the last time your complete the student registration process or if you

think your details are incorrect you must go to the Student Zone of your nearest Learning

Resource Centre and ask a member of staff to update your details. Please remember to bring

relevant documentation with you.

All new students must check that the educational details are correct the first time they

complete LJMU’s student registration process.

Please note:

This section of the form may already be pre-populated with details of the

qualifications supplied on your UCAS or LJMU application form. If this is the case, you

should check and if necessary add details of any missing qualifications.

You are not able to delete any of the pre-populated details that appear in this

section as these have been taken direct from your original application to study at the

University; you are only able to add new qualifications / institutions.

If you have been awarded a degree or CPD qualification previously by LJMU this will

not appear in this section as this information is already stored on your existing LJMU

student record and so does not need to be checked as part of your registration.

If any of the pre-populated information is incorrect you must alert staff when you

complete your enrolment, bringing the necessary documentary evidence with you to

prove you have been awarded specific qualifications.

If you are an undergraduate student, your A-Level results will be automatically

added to your record following the publication of results on UCAS.

If you want to add new qualifications you can do so as part of the student

registration process. You will be asked to provide documentary evidence proving you

have been awarded these qualifications when you complete your enrolment.


First, read through the qualifications listed for you to see if these are correct. If your

details are correct, click the edit/pencil icon.

Then select the relevant box at the base of the screen and the click ‘Save Changes’.

If you don’t select one of these boxes, you will see the following message. If you click ‘OK’,

the form will automatically be updated to say your details are correct. To proceed to the

next step, click ‘Next’. If you want to go back and change your details, you should click

‘Cancel’.


If you need to add details to your record, click the edit/pencil icon to begin updating your

details. You can then amend the relevant section(s) using the green + symbol to add new

information.

Use the green plus (+)

symbols to add new

details to the form.

Click the red cross (x)

symbol to delete

wrongly entered new

information.

The following

message will

appear confirming

your details have

been updated.


Deleting wrongly entered details

If you have added a new institution incorrectly and you want to delete it from your list, you

should click the red x symbol. Please be aware that if you delete an institution all

qualifications associated with this school, college or university will be removed from your

record.

To avoid any details being deleted by mistake you will see the following message when you

click the delete symbol. If you don’t want to delete this information click ‘Cancel’ and carry

on checking your form.

Changing institutional (school, college, university, etc) details In order to add new qualifications to your record you must first ensure that the awarding institution – such as your secondary school, college or university – is listed in your previous education details. To add a new institution, click the green plus (+) symbol for ‘Add Institution’ and then the following screen will appear.


Type in the name or postcode of your former institutions into the relevant fields and click

‘Search’. This will bring up a list of possible institutions. Simply select the right institution

and this will be added to your record.

Type in the name or postcode

for your institution and then

click search Then select the relevant

institution from the list of

results. These details will then

be added to your record.

Once the new institution has been added

to your record you will need complete

the additional fields relating to when you

studied there and what type of

institution it is.


Adding Pre-higher qualifications

After you have clicked the green plus (+) symbol for ‘Add Qualification’, the following screen

will appear.

Use the calendar function to

add your start and end dates.

Type in the name of your

qualification and then click

Search.

You should then select the

appropriate qualification type

from the list generated by the

search.


Adding Higher Education qualifications Please note: In order to add new higher education qualification to your record you must first

ensure that the awarding institution – such as your secondary school, college or university –

is listed in your previous education details.

To add a new qualification, click on the green plus (+) symbol.

Then select the correct subject

and grade awarded.

A new screen will appear. Type in

your qualification type and then

select the appropriate answer from

the list of results.


This qualification will be

added to your record. You

then need to add further

details including the subject

studied, grade and

examination date.


Step 7: Monitoring information

The Government requires all universities, including LJMU, to collect a range of information

about their students for monitoring purposes. This information also helps ensure that LJMU

provides the services and support our students need.

To start editing your details, click the edit/pencil icon.

A: Ethnicity

Every student is required to complete this section of the Student Registration form. If you

would prefer not to disclose your ethnicity you should select ‘Information Refused’ in the

drop down menu.


B. Criminal convictions

It is essential that you tell LJMU about any relevant criminal convictions, cautions, criminal

charges and pending cases irrespective of the date. Criminal convictions are not necessarily

a bar to studying at LJMU but failing to disclose these details could cost you your place at

the University. If your status changes after your complete your enrolment you must inform

the University as soon as possible. All disclosures regarding criminal records are considered

under the LJMU Criminal Convictions Procedure.

If you have any queries about LJMU’s Criminal Conviction Policy, contact the Student

Governance Department: email – [email protected]

Click ‘Yes’ if you have any relevant criminal convictions, cautions or

pending criminal cases/charges.

Remember: if you fail to disclose a relevant criminal conviction that

later comes to light, your place at LJMU may be withdrawn or you may

be asked to leave the University before completing your studies.



C. Socio-economic code

This section gathers the data we are required to send to the Higher Education Statistical Agency (HESA) about our new students. HESA is the central source for higher education statistics for the UK. This data is for statistical purposes only. This data is used by LJMU and HESA to establish if we are successfully recruiting students from backgrounds that may not traditionally study at university.

D. Parental higher education

This information is used by LJMU to help establish if we are recruiting students from backgrounds that may not traditionally have gone to university. You are simply asked if your parents went to university. If you would prefer not to disclose this information, please select ‘Information refused’ in the drop down menu.

Please select the occupation of your

parent, step-parent or guardian who

earns the most. If he or she is retired or

unemployed, give their most recent

occupation. If you are 21 or over, please

give your own occupation.


E. Unique learning number

You may have a unique learner number (ULN) if you have been studying a UK qualification from 2008 onwards. If you have this number, add it to your record; if you don’t please leave this field blank.

F. Equality monitoring information LJMU actively promotes diversity across the University community and has a comprehensive Equality and Diversity Policy that complies with national and European Union anti-discriminatory legislation. The information collected in this section in managed under strict data protection guidelines and is used by the University to monitor how we are recruiting students from different backgrounds. Sexual orientation, gender identity and religion If you would prefer not to disclose your sexual orientation, gender or religion, please select ‘Prefer not to say’ in the drop down menu.


Once you have updated all your details in step 7, don’t forget to click ‘Save Changes’ and

then click ‘Next’ to move on to the next section.

You will see this message to

confirm your amendments

have been saved.


Step 8: Your fees

In this section of the form, you need to confirm how you are planning to pay your tuition

fees. Don’t forget to save your changes before clicking ‘Next’ to move onto to Step 9 of the

form.

The options are:

Student Loan Company – this only applies to undergraduate students who have

applied for a tuition fee loan

Myself or family – which means you are paying your tuition fees yourself

Via official sponsor – this refers to students whose tuition fees are paid by sponsors

such as their employments, their government, etc. You will need to provide formal

documentary evidence of this sponsorship.

To make your selection, you must first click the edit/pencil icon.

Undergraduate students only

Click the edit/pencil icon to update your

details and select appropriate answer.

You should select Student Loans Company if you

are an undergraduate and have applied for or are

in receipt of a tuition fee loan.


Sponsored students only

If your fees are being paid by a sponsor, you will

have to bring proof of your sponsorship

arrangements when you enrol at the University.


Step 9: Programme information Important information for all students:

If your programme details are incorrect you must contact the Student Registration Helpline immediately. You are not able to change these details yourself via online student registration.

All students must click the edit / pencil icon in order to answer the question on whether

or not you are planning to study abroad. Simply select ‘Yes’ or ‘No’ as applicable, then

‘Save Changes’ and click ‘Next’ to proceed to the final steps of the registration process.

If any of the information listed in your My Academics

section is incorrect please contact the Student

Registration Helpline or the Student Zone of your nearest

Learning Resource Centre immediately.


Step 10: Enrolment blocks

Please note: Only continuing students re-registering for another academic year need to

check this section.

If you have no enrolment blocks showing on your record, you should click ‘Next’ to confirm

you have checked this section. This will then take you to the Declaration page – providing

you have completed all the previous steps correctly.

Click Next if you have no

enrolment blocks.


Completing your registration

In order to complete your student registration all of the sections shown on the number bar

must be blue. If any of them are still light green, you need to go back and complete the

required step(s).

This message will appear if you haven’t completed

all of the required sections. Incomplete sections will

be highlighted in light green.


Declarations page

Once you have completed all of the necessary steps, you will see the Declarations page.

Please read the information on this page carefully and complete as required.

You need to select ‘Yes’ or ‘No’ to LJMU sharing your details with the Liverpool Students’

Union. Selecting Yes means that the Union will be able to email you details about

forthcoming student events, clubs and societies and campaigning activities.

You will also be asked to agree to abide by the University’s rules and regulations, as outlined

in the Student Handbook (www.ljmu.ac.uk/studenthandbook). You are advised to look

through this online guide before you tick this checkbox.

Student registration complete Ticking the ‘I agree to abide by the University’s Rules and Regulations, completes your student registration. A new screen will appear, asking you to complete a brief Student registration Survey and flagging up useful online information. Don’t forget, new and international students need to complete their enrolment at the University by attending their designated enrolment slot in one of the University’s Learning Resource Centres.

Thank you for completing your online student registration.

We wish you every success for the forthcoming academic year.

This section relates to data

sharing with the Liverpool

Students’ Union. Ticking this box means you agree to

follow LJMU’s rules and regulations

while you are a student.

http://www.ljmu.ac.uk/studenthandbook

Student Registration User Guide - EXTENDED Version

Documents

data protection act

process personal data

programme data

ljmus data protection

data protection notification

data controller

sensitive personal data

student registration