registration information in a joining letter - St Mary's University College

August 2012
Dear Student
September 2012 Joining Arrangements
I am delighted that you will be joining us in September and I am enclosing the following
information in this Welcome Pack:
• Financial information/guidance for first year undergraduates
• Information about medical registration (for students staying in halls)
• Information about our IT facilities
As well as the documents in this Welcome Pack, there is much more information that you will
need to read before your registration day at www.smuc.ac.uk/welcome (accessible from our
website’s homepage from the ‘New Students’ box at the bottom).
By taking a few minutes to fill out the forms enclosed in this Welcome Pack and returning
them in the pre-paid envelope provided – as well as completing the tasks you are required to
complete online – you will ensure a smoother passage through the registration process on
your registration day.
Please refer to the enclosed checklist in order to make sure you have done everything you
need to before you register.
1. Registration days and induction activities
Registration for first year undergraduate students takes place on:
• Sunday 16th September – students moving into University College accommodation
(resident students) arrive and register on this day. Your suggested arrival time can
be found in the ‘Moving In To Accommodation’ information from the Accommodation
Office
• Monday 17 th September – students living off campus register on this day between
9am and 4pm, please see the registration timetable on our website in order to plan
your arrival around other events happening on campus.
Throughout your first week there will be a programme of induction activities, most of which
are compulsory. Please read the registration timetable on
www.smuc.ac.uk/welcome/registration-day.htm carefully.
As well as academic induction, there will be a large number of other events that will allow
you to meet other students and have a fun start to your time with us. Full details of these
events, organised by our Students’ Union, will appear on www.stmaryssu.co.uk in the
second half of August.

2. Introduction to the University College and your subjects
Details of the Welcome to St Mary’s talks and your subject induction sessions can be found
at www.smuc.ac.uk/welcome/first-week.htm. It is vital that you attend these sessions as
important information about the University College and the conduct of your programmes will
be given to you. If you are studying joint honours courses, you need to attend both subject
induction sessions. Single Honours students are required to study at least 45 credits in a
second subject and should attend the talk for their second subject.
Nutrition, Sport Rehabilitation, Strength and Conditioning Science, Health Exercise and
Physical Activity, Law LLB, Drama single honours and ITT (Teaching) students will only have
one session to attend. All other students should attend two sessions. Please see
information on the website about the structure of your course for further information
where this will be made clearer.
3. Start of Teaching: Monday 24 th September
Teaching of undergraduate programmes will start on Monday 24 th September. You will be
given a timetable at your subject meetings. In the meantime you should read your subject
welcome letter(s) at www.smuc.ac.uk/welcome/welcome-letters.htm.
4. Enrol on your course and upload a photo for your ID card
Before registration you must enrol on your course online and upload an ID card photo. You
will need to do this using our online Student Self Service system, which will be available at
http://portal.smuc.ac.uk from Wednesday 15th August. You will also be able to use Student
Self Service to edit your personal details during term time.
To access Student Self Service (from Wednesday 15th August onwards):
1. Log onto SIMMSpace using your username and password (see 'Set up your IT
account’ at www.smuc.ac.uk/welcome/before-registration.htm as this needs to be
done first)
2. Click ‘My Student Record’
3. Click the Student Self Service icon
4. Follow the onscreen instructions
5. Provide ID at Registration
We require some proof of identification so we can confirm your registration with us. Please
take a photocopy of your driving license or passport and bring it with you to registration. We
will also need to see an original passport or driving licence at registration. If we do
not see your ID at registration, we will not be able to register you, so please do not
forget!
6. Financial Guidance Notes notes for First Year Undergraduates
Enclosed with this mailing is information from the Finance Department outlining the
arrangements for the payment of tuition fees. Please fill in the Tuition Fee Payment Form
and send this back in the envelope provided. In order to arrange for payment of your fees or
to inform us that the Student Loans Company will be paying, you will need to visit our
payment website. Details of how to access this website and full guidance about tuition fee
payment are contained within the separate envelope within this pack.

7. IT information
Please read ‘Introduction to Library Services and IT Support at St Mary’s’ carefully,
especially the information regarding setting up your IT account. Please follow the instructions
and set up your account details with us as soon as possible.
8. Registration Number
Your registration number, or ‘regnum’, is contained at the bottom of the separate welcome
letter in this Welcome Pack, along with details of the course that we are expecting to register
you on. Please make a note of this as you will need it to log in to St Mary’s IT facilities and to
access our system throughout your studies with us. It is vital that you know this number and
remember it.
9. Student Loan Payments
Your student loan will be paid directly into your bank account five to six working days after
the University College has confirmed to the Student Loans Company that you have arrived
and registered with us in September (Five to six working days after you register). Please
make sure you have gone fully through the application process for funding with Student
Finance England in order to avoid problems.
10. Medical Registration
If you are a resident student, you must register with the University College’s Health Centre.
You may also wish to do this if you live locally. When you register you must bring your
medical card with you. If you do not already have one, you can obtain one of these from your
current doctor. Times and venue for medical registration are provided in the registration
timetable on www.smuc.ac.uk/welcome/registration-day.htm.
11. Car Parking
Unfortunately, as there are very limited car parking spaces on the campus, students are not
allowed to bring cars onto the University College campus at any time other than their
registration day. However, students with special needs may apply to Pat Culshaw, our
Disability and Dyslexia Officer, for a permit at culshawp@smuc.ac.uk. Unfortunately only
very acute needs can be accommodated.
12. Your registration day
Registration on either 16 th or 17 th September should hopefully be quick and painless and will
take between 20 and 45 minutes depending on the time of day if you have completed all
the necessary steps mentioned in this letter. We will be registering in the Tennis Hall –
this will be well signposted on the day. During your registration you will see the Finance
Department and the Registry, and we will take your photo (if you have not sent us one in)
and issue your student ID. Also, please do not forget to bring in your original passport or
driving licence as you will not be registered without identification to prove who you are.
13. Student Experience Survey
Because we value our students’ opinions, we run a Student Experience Survey before
registration every year so you can tell us what you think we are doing right, and what you
think we could be doing better. By listening to you and acting on your suggestions we hope
to make studying here even more rewarding for yourself and future generations of students.

All students must complete the survey and bring evidence to registration that they have
completed it (this will be available at the end of the survey). You will find the survey linked to
from www.smuc.ac.uk/welcome/before-registration.htm. You will not be able to register
until the survey has been completed.
You will be asked a few questions about why you chose to come to St Mary’s, how you will
travel to and from the campus, and your experiences so far of dealing with our staff, so this
is a good opportunity to give us your feedback and suggestions. There will also be one
question that asks you which days you will be on campus. We will provide an indicative
(estimated) timetable to help you with this, again linked to from the webpage above.
14. Programme Information
You will find a welcome letter from each programme at www.smuc.ac.uk/welcome/welcomeletters.htm.
Many of these welcome letters include information on suggested reading. Please
take time to read this information before you arrive.
15. Withdrawal or Deferral?
If you are unable to take up your place, for whatever reason, I would be grateful if you could
inform our Admissions Officer in writing as soon as possible. This can be done by emailing
admit@smuc.ac.uk
If you are unable to come to your registration day on the dates above, it may be possible to
register you later in the week. Please email records@smuc.ac.uk and let us know if you will
not be able to make it. Having said this, it is vital that you attend all events during the first
week in order to give yourself the best chance of settling into St Mary’s and enjoying your
time here.
Please make sure that you use the enclosed checklist to ensure that you have returned all of
the required forms and information. Please make sure that this is returned by the given
deadlines where possible.
We very much look forward to welcoming you in September.
Yours sincerely,
Matthew Taylor – Deputy Registrar