ESIS screens

This is the page you will likely use the most! Let's take a look at it.

Do not worry about this, we do not use this section.

To look up details about an applicant. Used mostly by the Admissions team.

To look up details about an applicant. Used mostly by the Admissions team.

To look up details about an applicant. Used mostly by the Admissions team.

We do not use this section.

We use this to log new registration cards, lost, or faulty cards.

Used mostly by Income but can help us understand how much a student is paying etc.

Only used during COVID lockdown to record when a student had returned to campus. Not used anymore.

We can change names and complete student’s registrations on this section.

For looking up groups of students based on modules etc. We do not use this.

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We use this to look up a particular student record.

Here you'll see a list of cards for a particular student. You can see when these were printed which is particularly useful.

Whenever you test a card or print a new one for a student, you must click on this. Click the button to see what happens next.

You will see all the card tests here. This shows all faulty, working, and lost card records. It's important to record all these interactions for the purpose of attendance monitoring. Click the purple button to continue.

Click 'add' to see how we record these.

You must add whether you have tested a working or faulty card here. You can also add if the card is reported lost.

Once you have completed everything, you click save to add to the list above.

You can add the date into this section here.

You must add whether this is a working, faulty, or lost card here.

You must record what action was taken here.

Now press close.

Click this to search for a student record.

Click this to record if this student has a lost or faulty card.

Click inside the box to add the date this was resolved. I.e when they came to see you.

This can only be up to 7 days before the end date.

For lost cards, choose 'no authorised attendance'. For faulty cards, choose 'authorised attendance'.

Click save.

This is the section we will used the most.

This is the section that we now use the most often here.

Here, you will be able to look at the right to study screens though we don't use this when registering students anymore.

Here, we can update names if we see evidence of a name change or that the current name is incorrect.

Here, we can add preferred names for students. This is also useful if we need to print a card for the student with this name straight away. Amending the official name will take 24 hours to move across to other systems whilst here, it is immediate.

Here, we can amend a student's nationality following the examination of evidence.

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UK and Irish students have their right to study details saved in here.

Non UK/Irish students have their right to study details saved in here.

Here you will see if the student is registered or not, at a quick glance!

You can go to the student's online registration portal here.

You will find a date in here if the student has completed online registration. More on this to follow in the Student Experience and Registration sections.

You will see how the student is paying for their tuition here.

This will take you to the student enquiry screen.

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The student's course title and department will be displayed here. This is useful to work out if they have a placement year/year abroad as part of their course or to work out what stage of the course they are on. (E.g. Second year = stage 2)

Here, you'll see on which campus they are based.

You will be able to see the level of the student (Undergraduate, Postgraduate taught, Postgraduate research) and if they are full-time, part-time etc.

The student's nationality, country of birth, and where they ordinarily live.

Their course start and end dates. You will see a maximum end date here is well which is used if a student has reassessments/repeats years etc.

General outcome after assessments here. For example, we can see if a student has completed all elements of their course and can proceed with their dissertation here.

You will see a student's overall results here. For example, this student received a First!

This will show what is happening next for this student. For example, if we have a new student due to register, this will say 'EXPF' for 'Expected to register for the first time'. You can find details or prognosis codes in Box.

The date their degree is conferred, useful for looking at when they would receive their certificate. More on this to come in later chapters.

The kind of fees the student is paying (home fees or overseas fees for example) and how they are funding this (Student Loan funded or self-funded as an example).

We can see if they are in either educational or non-education debt here. Educational debt is tuition fees whilst non-educational is things like their rent or overdue library book charges.

You'll find their Student Support Number from Student Finance here if they are funded by a student loan. You can use this to look them up in something called the HEP portal. This will be explained to you during your onboarding process.

Details of their next stage are here. For example, if they are moving into their third year of the same course, you will see these details here.

Click to open this section and have a look around.

Click to open this section and have a look around.

Click to open this section and have a look around.

Don't worry about this section, you likely won't use it!

Click to open this section and have a look around.

This will take you to the ESIS home screen.

Pressing this will leave you with a blank page.

You can use this to search for a new student.

What qualification the student is receiving. Sometimes, a student leaves with an alternative qualification due to exam results so it's important to check this during results period.

The date they officially finished their course.

Don't worry about these buttons.

A student's identification details such as their registration number, their PRID number (5 letters of their last name and 5 numbers), their registration status, and whether they are a member of staff.

The student's full name will appear here.

The name of the student's personal tutor.

A student's photograph, this will be added to their ID card when you print a new one.

A student's CAS number. This will be explained later in the course.

The student's contact details. Note that we have both their Essex email (their username) and their personal email address which helps when checking certain documents.

The student's date of birth and age. Useful when we are verifying student details for certain forms/documents.

Here you will find the student's term-time address. This must be a UK address and is often student accommodation. If the student needs to change this, they can amend it on their My Essex Portal.

This will show the student's home address. If the student needs to change this, they can amend it on their My Essex Portal.

The year that the student is currently in.

Which academic year you are looking at.

The different module codes. Can be used to look up module details online.

How long the module is for:

• FY = full year
• SP= Spring
• AU = Autumn

At which campus the module is based.

When the teaching module begins.

If the module is compulsory or not.

The amount of credits the modules is worth. For undergraduates as an example, this should total around 120 for the year.

The title of the module.

The module's code and title.

The amount of credits for the corresponding module.

Here you'd see the marks for coursework, any exams taken, and the aggregate mark (total mark for that module).

This will display the class of the module i.e if they have got a first, 2:1, 2:2, 3rd

Resit marks will be displayed here if anything needs to be taken again.

The student's PRID and registration number are found here.

The student's CAS number here. More about the CAS to follow in the Admissions section.

You can see here if a CAS has been used to apply for a visa. Again, more on this to come!

You can find the CAS end date here which helps us when advising students on 'course completion letters', for example.

The student's personal details including the passport number are here.

Here, we can update the passport number for a student if a new passport has been issued to them.

You'll find details of a student's visa here. You may see more than one entry here sometimes.

Welcome to the registration pages!

This page shows all the registration records for a particular student. You can search for a student using the arrow at the top. You will need to make sure that you access the right academic year's record. Click the arrow on the academic year 2024/25 record here.

Welcome to the 2024/25 registration screen for this particular student!

This is a registration screen. When a student starts to study with us each year, we have their registration details saved here. All new students must complete a right to study check and these details will be added here. We now use a system called OR Admin for completing right to study checks. More on all this later in the Moodle course.

Welcome to the student enquiry screen!

This is the screen you will likely use the most in ESIS. Hover over the different sections to find out what you'll be looking at.

Take a look to see what we would do here.Click the flashing button on the dropdown menu to begin.

Welcome to the attendance monitoring screens!

We use this when we have tested or printed out a new card. What we report here will be visible to the departments and other professional services team.