Welcome

Your Guide to Online Enrolment

2010-11
Online Enrolment at Coventry University
A warm welcome to you at the start of a new academic
year at Coventry University.

An important part of being a student at Coventry University is the completion

of your enrolment which allows you to access University facilities such as the
Lanchester Library and attend lectures.

Coventry University offers students the opportunity to enrol before they leave
home by using an online system, thus making the transition into university life
simpler.

Please note: Until you have (re-)enrolled on your course and paid
for, or agreed to pay for, your tuition fees, you will not be a student of
Coventry University, and therefore not entitled to use the University
facilities or attend lectures.

Introduction to this Guide

You are most likely to be reading this guide because

• You have received an email indicating that you can use the online
enrolment system and are about to do so OR

• You have been directed by a member of staff to use the system OR

• You have started to use the system and have a query

The guide aims to supplement what you see on the screens as you use the
system (but not to repeat what is shown there). If, after using this guide you
do not have the information you need to complete online enrolment, please
email for further support. Please see the section below on “What to do if you
encounter a problem”.

New overseas Students should not attempt to use the Online Enrolment
system until they have been to the International Office (situated in the
Student Centre) and have been directed to use it by a member of staff.
However, returning overseas students who have had their visa verified by the
International Office and have paid their tuition fees before they arrive, will be
granted access to enrol before they arrive at the University. 1
 Structure of this Guide:
1. Online Enrolment (OLE) process

2. Practical aspects of using OLE

3. Detailed guidance notes on aspects related to completing OLE,

f or example, Add+vantage Scheme

4. Frequently asked questions (FAQs)

Online Enrolment (OLE) process

Online Enrolment (OLE) consists of several sections. Depending on the type NB: It will be possible for you to
of student that you are (e.g. full-time or part-time), you will be presented with return to the checklist page after
the relevant sections, in the order that you need to complete them. After you have completed enrolment to
amend details such as your term time
completing each section you may be returned to the Enrolment Checklist
address.
screen, before being directed to the next section that you need to complete.

• Course Registration: • D
isability
Where you check the course you will be studying and confirm your
• S
tudents’ Union
personal details, including address and telephone details. In this section
Communications
you will also be required:
1. to agree to the University’s Terms and Conditions of enrolment, and • I D Card collection

2. to accept the University’s Fair Processing Statement • P

rint Letter Confirming
(please see Guidance Notes section below for more details). Status as a Student
(Overseas and EU students
• Register for IT (Information Technology) Facilities
only)
W here, as a new student you can register to obtain access to the
University’s IT Facilities. • B
ank Letter (Overseas and EU
students only)
• Financial Registration
W here you pay, or agree and arrange to pay, your tuition fees.

• Module Registration
W here you confirm the modules you will be studying.

2
Practical aspects of using OLE

Availability of the Online Enrolment (OLE) System

OLE is available twenty four hours a day, seven days a week, with the
exception of once a week, on a Friday evening between 1700 - 1800 (British
Summer Time (BST)); during this time the system may be unavailable to allow
for maintenance to take place. This affects both on, and off campus access to
OLE. (This will be effective from when you receive the email informing you that
you can access the system.)

Using Online Enrolment (OLE) system before you come

to the University or from off campus

It is strongly recommended that students eligible to use OLE, do so before

coming to the University. Online Enrolment can be completed from home or
any other computer connected to the internet.

New overseas students will not have access to OLE from home or off campus.
However, once you have been to the International Office to have your visa and
qualifications documents checked, and paid the relevant percentage of your
fees, you will be given access to OLE and directed to where you can carry out
your enrolment online. Returning overseas students who have had their visa
verified by the International Office and have paid their tuition fees before they
arrive, will be granted access to enrol before they arrive at the University.

Accessing Online Enrolment from home or other off

campus computer
In order to access the OLE system, your computer will need:

• Internet access using one of the recommended web browsers: Internet

E xplorer – versions 6 or 7 and above, or Firefox.

The OLE system is accessed via a web link.

• For New students you will need the email that you were sent recently
(containing the login details for the Online Enrolment system) and click on
the link OR go to www.coventry.ac.uk/enrol

3
 • For Returning students, you need the email recently sent to you and
click on the link included; your login details are as for IT Facilities. You
can also access the OLE system via www.coventry.ac.uk/reenrol or
www.coventry.ac.uk/enrol.

Returning students can also sign in through the “Applicant sign-in page”
with their student id and date of birth to re-enrol

Please note: If you use a shared public computer, for example, in an

internet café, ensure you close your session fully so that no-one else
can access your information.

Accessing Online Enrolment on campus in an Open

Access room

If you have been unable to complete OLE from off campus for some reason
(for example, you do not have access to a computer), you will be able to do so
from any Open Access room on campus.

If you are a new student please check your Induction Week timetable for when
time has been allocated for you to enrol online in your Faculty/School.

To access the OLE system using a computer in any Open Access Room on
campus: 

• Hold down the Control-Alt-Del keys (all at the same time) in order to get
t he standard Windows login box.

• In the “User name” box type “enrolment” (no quotes), and also type
“ enrolment” in the “Password” box, then click on the “OK” button.

• After a short delay the computer will take you to the first page of the
online enrolment procedure.

• Follow the on screen prompts

• When you have completed online enrolment you should click on the
“ Log out” button so that the next person to use the computer cannot
access the information you have entered

4
If you need to stop part way through the process

It is recommended that you complete each section before leaving your

session. Avoid stopping part way through the process as any data you have
entered, or changes you have made might not be saved and you will have to
start again.

However, if you are a new student, and stop part way through, please ensure
that you make a note of your username and password during the ‘Register for
IT Facilities’ section as you will have to use these details when re-entering into
the OLE system.

Help? If you have a query about stopping part way through OLE please email
enrol@coventry.ac.uk.

What to do if you encounter a problem

As you move through each section, validation of the data entered will be
carried out and you will be prompted for any missing or incorrect information.
However, if you find you cannot resolve the issue, help is available.

Off campus
If you are off campus and encounter a problem, you can email for assistance
to enrol@coventry.ac.uk.

Please provide the following to ensure that we can help you quickly and
effectively:

1. Your name and date of birth

2. If you are an Overseas student, your passport number

3. Your Student ID (supplied in the email advising you how to access the
online system)

4. Your contact telephone number in case we need to call you

5. A description of the problem you have encountered

On campus
If you are on campus in an Open Access Room in your Faculty/School and
encounter a problem, ask your course tutor (if they are with you) or your
course support staff.

5
Sections of Online Enrolment (OLE)
The sections of OLE that you will need to complete will depend on the type of
student you are e.g. whether you are a:

• New or returning student

• Full time or part time student

You will be presented with a series of screens, appropriate to you, which will
ask you to confirm information that we already have about you or ask you to
input new information that is needed to complete the enrolment.

As you complete each section, you will be returned to the “Enrolment

Checklist” screen, from where you can select the next section.

Welcome, Enrolment Sign-in, Course Programme

Registration and Personal details section

Enter your Student ID

• New students, this can be found in the email sent to you inviting you to
enrol online and is in the format 1010101.

• Returning students, this is the username that you use to access IT

Facilities ( through the Solar log-in page).

Enter your Password.

• New students, this is your date of birth and is in this format: dd/mm/yyyy
– for example, 31/03/1990.

• Returning students, this is the password you use to access SOLAR

(through the Solar log-in page).

The Welcome Screen contains information about the process. Please read
this carefully before clicking on the NEXT button at the bottom of the screen to
proceed.

6
You will be presented with a screen prompting you to confirm your Course
dates for this stage selection. Dates referred to in the field “Your course
dates” refer to the dates for the stage of your course, typically the current
academic year, not the dates for the whole of your course.

You will be presented with a series of with screens detailing your:

• Country of permanent residency

• Nationality
• Qualification details
• Personal details
• Term time accommodation type
• Main source of Tuition Fees
• Address information
• Telephone, including mobile, number information

Please check and amend your details where indicated. The information that is
pre-filled will have been provided to Coventry University during the admissions
process or during any previous enrolment process.

Please note: In the question where you are asked” Have you previously
studied at HE level…”; “HE” refers to Higher Education, typically
university level.

Please check that your name (surname/family name, forenames/first names),

is spelt correctly, as this is what will appear on all University documentation,
including your award Certificate. This should match your official identification
documentations such as your Passport or Birth/Marriage certificate. If the
spelling of your name needs to be corrected, please contact enrol@coventry.
ac.uk. However, if a major change is necessary, you will be asked to attend
the Student Centre with proof of your identity (Passport / Birth certificate) for
verification before any change can be made.

Please note information should only be changed if it is inaccurate. All

changes will be audited, and any information entered falsely may lead to
your enrolment being terminated.
7
 Address details

You can view and edit the addresses already listed for you in the system, and
you can add new ones. You can specify up to three addresses for your home,
term time and correspondence addresses.

NB. It will be possible to amend details such as your term address via SOLAR
which you will have access to once you have enrolled.

Telephone, including mobile, numbers

You can add up to three telephone numbers and a mobile telephone number
that you think will be useful if we need to contact you.

It is your responsibility to maintain your contact details (address, telephone

and emergency) whilst you are at Coventry University. You can access these
at any time by logging onto SOLAR (Student Online Academic Records)
through the CU Portal to which you will have access to when you have
completed OLE.

You will be presented with a screen “Confirmation of course selection and

personal details”, where you are asked to review what you have entered. You
are also asked to agree to the Terms and Conditions including UK Border
Agency requirements and Fair Processing Statements (see “Guidance
Notes” below for details of what these are).

8
 Course / Programme Registration

If you are a full-time student you will be presented with details of the course
/ programme that you are enrolling onto. If this is not correct please contact
enrol@coventry.ac.uk

If you are a part-time student you will be required to go to the Module

Registration section next (before the Financial Registration section) as the
number of modules you select will affect your fee.

Please note: Overseas students (i.e. those holding a Tier 4 student visa)
will also need to agree meet to the UK Border Agency terms.

Register for IT Facilities

Set your password

New students have been allocated a Coventry University username (e.g.

smithj) which will give you access to the University’s IT Services; you will be
prompted to enter a password; it is essential that you keep a record of this
username and password as this is what you will need to log into University
computer based processes.

However, if you do forget it, you can reset it by going to https://webapp.

services.coventry.ac.uk/ITRegister and entering your student id and date of
birth.

University email address

You username also forms part of your University email address

e.g. smithj@uni.coventry.ac.uk

It is delivered through Microsoft’s Windows Live Service (Live@EDU). This

offers such features and services as a 10GB Mailbox size and 20MB
attachments.

Please keep a record of the email address and its password, as this will be the
email address to which an email confirmation of your enrolment will be sent,
and will also be used by us to communicate with you during your course (this
includes notification of release of assessment results).

9
 Financial Registration - Pay your Tuition Fees

Home and EU Students

Tuition fees are due in full for each academic year at the time of registration.
You must either pay in full or provide a formal letter from your Sponsor (for
example, the Student Finance England), you employer or your embassy,
confirming your tuition fees will be paid in full or in part, and you will be
responsible for the remaining balance.

By registering as a student at Coventry University you are making a

commitment to pay your fees in full by self payment or through a Sponsor or a
combination of these.

If you are a sponsored student please obtain a letter from your sponsor
confirming the amount of sponsorship and take it to the Finance counter in
the Student Centre at least two working days in advance of enrolling online.
Failure to do so could result in an invoice being raised to you personally and
you being blocked and excluded from the university.

If you have applied to Student Finance England (SFE) in advance of enrolment

we may have received confirmation of your loan which will be advised during
financial registration.

If Coventry University has not received confirmation from SFE at the

point of your registration, you will be contacted shortly afterwards and
asked to provide evidence of your application.

If you do not have evidence of application you are personally liable for
your fee. You must either pay your fees in full or sign up to a direct debit
in six monthly instalments at online registration. You will be refunded
any overpayment of your fees on request should you be successful in
obtaining funding from the Student Finance England.

Failure to commit to a payment method will result in you being issued

with an invoice followed by a financial block from the University and
subsequent exclusion.

If you have not yet applied for a Tuition Fee Loan from the Student Finance
England (SFE) to cover all or part of your fee you must do so now (see
guidance notes on how to do this).

10
You will be personally liable for your fee and will have to sign up to a direct Ways to Pay your Tuition Fees
debit payment in six instalments at online registration until such time the
University receives payment of your fee from the SFE. You will be refunded any There are several ways in which you can
overpayment of fees on request. pay your fees:

Failure to commit to a payment method at online enrolment will result in • Credit/Debit card - any
you being issued with an invoice and financial block from the University internationally recognised credit card
and subsequent exclusion. (not American Express or Diners Card).

Overseas Students • Recurring Credit Card Payment -

in six equal instalments from November
Full time fees are payable 33.33% upon application, and a further 33.34% in to March by any internationally
advance of enrolment with the remaining 33.33% due by 10 January 2011. recognised credit card (but excluding
You can pay the remaining 33.33% fees in six instalments by recurring credit American Express, Diners cards, Solo
card or alternatively by direct debit in six instalments at no additional charge and Maestro cards). International
provided you have a UK bank account. Please note if you do not pay your students can pay their remaining
remaining 33.33% fee by this date you will be blocked and excluded, and your 33.33% of their fees by this method.
debt will be forwarded to a Debt Collection agency. Home students can pay all or part of
their fees in this way.
Part time and some other Overseas Tuition fees are due 100% in advance
of enrolment. This includes fees for retaking a module with attendance, • Direct Debit - instalments can be
placement fees for sandwich courses and writing up fees. Students on debited from your nominated UK bank
distance or blended learning courses will also be required to pay 100% of their account in six equal instalments from
fees in advance. November to April.

If you pay 100% of your full time Tuition fees prior to or at enrolment you • Cheque - drawn on a UK bank
are entitled to a discount of £500 against your tuition fees if you are a full account, payable to Coventry University.
time international student not on a placement, writing up or retake year. This Please write your Student identity (ID)
discount will be reduced from your fees after you have enrolled on the course. number on the back.
If you have had bank charges deducted from your payment, you will need to
pay the difference to claim your discount. • Bank draft - in sterling from an
international bank. Please write your
student identity (ID) number on the
back.

• Bank Transfer - Please ask your

bank to include the following information
as part of the transfer - your offer letter
reference number or student identity
(ID) number . Without the information
we may have to return your payment to
you at source.

• Cash (only pay by this method

if unavoidable, due to security
considerations). 11
The first three payment methods listed above can be completed online. All other
methods will require you to visit the Student Centre once you have completed the
rest of the online enrolment process.

If you wish to pay by Direct Debit instalments from a UK bank account you will
need to set up a Direct Debit agreement at the start of each academic year.

However if you sign up to Direct Debit online, the University can use this instruction
to collect your tuition fees in subsequent years. Please notify Finance that you wish
to do this via incenq.fin@coventry.ac.uk, or call 024 7615 2277.

If your parents wish to pay your fees by Direct Debit in instalments, on your behalf,
you can download an Adobe version of the Direct Debit mandate and submit their
details by post or fax. Alternatively, please email enrol@coventry.ac.uk and request
that a member of the Finance team send out a direct debit mandate to your
parents’ address. You can also print a copy of the mandate as part of the on line
enrolment process.

Please note: If there is any subsequent change to your Direct Debit, mailing
address, or bank account details, or to the amount that you are required
to pay, you must promptly inform the University’s Invoice Team (part of the
Finance Department) who can be contacted on 024 7615 2277 or by email at
incenq.fin@coventry.ac.uk.

Before you Pay Online

If you have applied for a tuition fee loan from Student Finance England you will
need to have your Student Support Notification number.

If paying by:

• Debit/credit card - you will need your debit/credit card number and expiry date.

• Direct Debit - you will need your bank sort code, account number and name
of the account holder. The bank account must be a UK current account (not a
deposit or savings type of account).

• Recurring Credit Card Payment - you will need your credit card details.

• Bank Transfers. Any transfer of funds to the University’s bank account from
outside the United Kingdom may be subject to bank charges. Bank transfers
should quote the student’s full name and Student ID number (as shown on your
offer letter/Certificate of Acceptance or provided by the email), or the “SID” on the
front of your ID card.

12
IMPORTANT: Overseas students please note that you are responsible for Help? If you have a problem
ensuring your bank quotes your full name and student identification number completing the “Finance Registration
or id as shown on your offer letter. If Finance receives your fees without these - Pay your Tuition Fees” section
details we may have to return them to your bank and you may not be able to of online enrolment, please email
enrol. enrol@coventry.ac.uk for assistance.

Any bank charges must be borne by the payee and not the University.

Tuition Fee Refunds

Completing the Tuition Fee Section
If you decide to withdraw from your
course, the amount of refundable
fee will depend on the date of formal
As you progress through each screen you will be prompted for any missing or
withdrawal, which must be notified in
incorrect information
writing (normally on the appropriate
form) to your Faculty/School
The first screen shows your tuition fee for your course, minus any sponsorship Registrar. Full details of the policy
payments made, a Student Finance England Tuition Fee Loan or discounts and the procedure you need to follow
applicable. are available via the Student Portal
(Registry section).
If you have applied for a Tuition Fee Loan from Student Finance England (SFE)
and the information is not already displayed on the screen, you will need to An exit interview will be available
input your Student Support Notification number where requested and enter at the Student Centre should you
the amount of your confirmed Tuition Fee Loan. wish to discuss any issues prior to
withdrawing from your course.  All
The second page summarises all the transactions, the amount due for withdrawal and refund forms are
payment by you and asks you to commit to a payment option. available from the Student Centre
where a member of staff will guide
Available payment options are now displayed – tick one box only you through the process”

1 Pay in full by debit / credit card

2 Pay in full by direct debit in six instalments

3 Pay in full by recurring credit card payments in six instalments

4 Pay part now by debit/credit card and remaining balance by direct debit in
six instalments

5 Pay part now by debit/credit card and the remaining balance by recurring
credit card in six instalments

6 Applied for tuition fee support to Student Finance England

7 Overseas student paying remaining 34% of tuition fees by agreed deadline

8 EU students only
13
 Module Registration

Module Registration is the process by which you select optional modules

(where available) and confirm the modules you will be studying on your course
during the forthcoming academic year.

New Full-time Undergraduate students, on eligible courses will find that

they are registered on a “Temporary” Add+vantage module which acts as a
“placeholder” until a preferred Add+vantage module has been selected (please
see Guidance notes section of this guide for more details of the Add+vantage
scheme).

Returning Full-time Undergraduate students (on eligible courses) who

haven’t yet registered for their preferred Add+vantage module, will find that
they are registered on a “Temporary” Add+vantage module which acts a
“placeholder” until a preferred Add+vantage module has been selected (please
see Guidance notes section of this guide for more details).

Help? If you have a query about your module choices please email
enrol@coventry.ac.uk

Disabilities

Students are encouraged to disclose details of any disability they may have
so that support can be provided where appropriate. Please contact the
University’s Welfare and Disabilities Office for advice on getting support or
applying for Disabled Student Allowance (DSA) if you have not already done
so. Please note - DSA is only available to UK/EU domiciled students.

14
 ID Card Collection

Once you have completed enrolment you will need to visit the Student Centre to obtain your ID card (new
students only).

In order to collect your student ID card, you must bring the following information with you to the University:

• Your Student ID number (which was sent to you by email or shown on your offer letter/Certificate of
Acceptance).

• Photographic proof of your identity (for example, your driving licence, passport.) If you do not have a
document with your photograph, an original copy of your birth certificate will be required. Photocopied
documents will not be accepted.

• If relevant, an original (not a photocopy) letter from your sponsors on their headed notepaper, stating
clearly what will be paid for academic year 2010/11 on receipt of an invoice from Coventry University.

• Banking details or method of payment (if you have not paid already). Please avoid bringing cash to pay
your fees for security reasons.

• Student Finance England Notice. If you do not have this letter, please bring your eligibility letter. We
need to collect your student support number otherwise your Student Tuition Fee Loan (if you have
applied for one) may be delayed.

Dates Times
Monday 20 September 0930 - 1630
Tuesday 21 September 1400 - 1830
Wednesday 22 September - Friday 24 September 1400 - 1600
Saturday 25 September 1000 - 1800
Sunday 26 September 1100 - 1600
Monday 27 September
Faculties: BES & AD 1000 - 1400
Faculties: EC & HLS 1400 - 1830
Tuesday 28 & Wednesday 29 September 0900 - 1700
Thursday 30 September 0900 - 1830
Friday 1 October 0900 - 1700
Monday 4 October 0900 - 1700
Tuesday 5 October 0900 - 1830
Wednesday 6 October 0900 - 1700
Thursday 7 October 0900 - 1700
Friday 8 October 0900 - 1700
Monday 11 October – Friday 15 October 1400 - 1600
15
Monday 18 October – Thursday 21 October 1400 - 1600
 Students’
Students’ Union
Union Communications
Communications A Student of Coventry
University
The Students’ Union is legally obliged to share certain information with each
of its members (“Essential Communication”).  If you do not wish to receive this
information you will be required to opt out of membership of the Students’ Once you have enrolled and paid, or
Union. agreed to pay your tuition fees, you
are a student of Coventry University.
There is also other information that the Students’ Union would like to send You can attend lectures and make
to you to support you as a student of Coventry University, to actively engage use of the facilities including the
with you and keep you informed of all the services that the Students Union Lanchester Library and the Sports
can offer (“Non-Essential Communication”). These screens will give you the facilities.
opportunity to opt out of receiving these Non-Essential Communications if you
so wish. What to do now

If you are a:
Print Letter Confirming Student Status (Overseas and EU Students only)
New student
Overseas students often find that they require evidence of their status as a
student of Coventry University when applying for private accommodation, You need to collect your University
parking permits or for other needs.  These letters can be ordered online student identification (ID)card from
when enrolling or through SOLAR and then collect the letter from the Student the Student Centre. You will also
Centre.  Please allow five working days before going to collect it.  You will need need to bring photographic proof of
to bring your student ID card in person to collect your letter. your identity.

Returning student
Bank Letter (Overseas and EU Students only)
Your existing Student ID card will
be automatically re-activated, so
Overseas students wanting to open UK bank accounts will require a letter
you do NOT need to collect an ID
providing evidence of their status as a student of Coventry University.  These
card. However, if you have lost your
letters can be ordered online when enrolling or through SOLAR and then
ID card, you will need to attend
you can collect the letter from the Student Centre.  You must provide your
the Finance counter at the Student
permanent UK address.  (if you do not have it at this time, wait until you do
Centre to pay for a replacement ID
before requesting a letter).  It will be printed at the Student Centre.  Please
card, at a cost of £10.
allow five working days before going to collect it.  You will need to bring your
student ID card in person to collect your letter.

Please note: If you are unable to collect either letters in person please
email the Student Centre nominating a substitute person, who will be
required to show photographic evidence when collecting your letter.

16
Guidance Notes
Add+vantage Scheme - selection of modules

Coventry University has developed the Add+vantage Scheme to help full-

time undergraduate students on participating* degree courses improve their
employability whilst studying at University. We have developed an extensive
suite of employability modules, which are a mandatory component of
participating* courses. These mandatory modules will help you gain work-
related knowledge, acquire employability competencies/skills and manage
your career preparation.

Eligible* students must take one Add+vantage module each academic year.
You must register, attend and pass an Add+vantage module each year in order
to pass your degree.

Stage 1 Students (entering into the 1st year of your Undergraduate degree)

If you are in the first year of your undergraduate degree course of study,
you must register for your Level 1 Add+vantage module online between 1st
October (1.00pm) and 8th October (5.00pm) 2010. Further information
about selecting and registering for your Add+vantage module will be provided
during Induction Week. Support for online Add+vantage module registration is
available at ASG31 during the Add+vantage registration period.

When you enrol for your degree course online, prior to 1st October, you will
see a Temporary Add+vantage module (A100ADD or A200ADD) attached to
your programme. This is a ‘place holder’ module and will automatically be
replaced by the Add+vantage module you select online between 1st and 8th
October 2010.

Stage 2 Direct Entry Students (entering the 2nd year of a degree with
accreditation for prior learning)

If you are a Direct Entry student, joining the second year of a degree course,
you must register for your Level 2 Add+vantage module online between
1st October (1.00pm) and 8th October 2010 (5.00pm). Support for
online Add+vantage module registration is available at ASG31 during the
Add+vantage registration period.

17
Stage 2 and 3 Students

If you have already registered online for your 2010/11 Add+vantage module
(from 26th April 2010), this module will automatically be attached to your
programme when you go through the online enrolment process.

If you have not yet registered for your 2010/11 Add+vantage module, please
select your Add+vantage module during the online re-enrolment process.

Please note, if you are planning to take an industrial placement/sandwich

year this academic year, do not register for a Level 3 Add+vantage module.
You will be asked to do this in 2011.

If you are a Direct Entry student, joining the FINAL year of an Undergraduate
degree course, please check with programme leader if you are eligible to take
an Add+vantage module.

Further Information

For information or advice about the Add+vantage Scheme, please visit the
Add+vantage Scheme (https://students.coventry.ac.uk/Add-vantage/default.
aspx) webpage on the CU Portal (under the Careers and Employability
section) or contact the Add+vantage Team: visit the Student Centre (or ASG31
between 1st and 8th October 2010) or telephone: 024 7615 2012 / 2212 or
email: add-vantage.ss@coventry.ac.uk.

*Courses exempt from the Scheme: Occupational Therapy, Physiotherapy,

Nursing (all branches), Midwifery, Dietetics, Social Work and Youth Work

18
 EU Undergraduate Students
Applying
Applying for Tuition
for Tuition Fee Loan
Fee Loan
You need to have contacted the
UK and Islands (for example, Channel Island, Isle of Man) Undergraduate Student Finance Services European
Students (Not European Union (EU)) Team for advice about financial
assistance:
If you wish to take out a Tuition Fee Loan (TFL) to cover all or part of your fees,
you should apply on-line at www.direct.gov.uk/studentfinance. EU Customer Services Team
Student Loans Company
If this is your first degree, you can ask for this loan to cover the whole annual PO BOX 89
fee which saves you having to find the fees up front and avoids any problems Darlington
with accessing your university account. The TFL is paid directly to your County Durham
university in two instalments. You will not have to repay this loan until you are England
earning over £15,000 pa. United Kingdom
DL1 9AZ
Your application will be dealt with by either the Student Finance England or
Tel: +44 (0) 141 243 3570
Local Authority depending on the year you started your course. Please ensure
Email: EU_Team@SFE.co.uk
that you provide your National Insurance (NI) number.

Please note that European Nationals

Forms are still available if you have difficulty with the online process and you
who satisfy certain residence criteria
can download this from the same website.
in the UK and Islands may be eligible
for higher education maintenance
The Student Finance England will tell you what loans and grants you are support in England and Wales.
entitled to by sending you a Financial Notification.

Although a Tuition Fee Loan is paid directly to the University in February and
May, you have to apply for it and indicate your intention to seek a loan at this
stage so that the University can record this and claim the loan to meet your fee
liability. If you cannot provide evidence of applying for this loan, you will
become personally liable for the fee payment.

19
 Terms and Conditions
All students will be required as a condition of enrolment to abide by,
and to submit to, the procedures of the University’s Academic and
General Regulations as amended from time to time. This includes
those holding a student Tier 4 visa recognising your responsibilities
to meet UK Border Agency requirements. A copy of the current
Regulations are available on the Registry web pages, accessible from
www.coventry.ac.uk.
Fair Processing Notice - Data protection Act 1998
Coventry University will process your personal data for any purposes
connected with your studies, your health and safety whilst on
University premises and for any other legitimate reason. This
may include compilation of data regarding your attendance at the
University. Information about you may be disclosed to other bodies
as required by law, for crime prevention or detection purposes, or
in order to comply with our obligations as a sponsor of migrants
licenced by the Border and Immigration Agency. Disclosures will also
be made by the University as outlined below:
(a) to authorised bodies such as sponsors, government agencies
(e.g. Home Office, Child Support Agency), information sharing
partners and present/potential employers. One such body is the
Higher Education Statistics Agency (HESA); further information about
the uses for which HESA processes personal data can be found on
the HESA website at http://www.hesa.ac.uk/dataprot/collnotices.
htm. Your contact details may also be passed to the Higher
Education Funding Council (HEFCE) or its agents for the purpose
of administering the national student survey, and to the University’s
agents for the purpose of administering our own surveys;
(b) to Coventry University Students’ Union to enable the Union to
issue your NUS card, return lost property, deal with disciplinary
matters and contact you in relation to service provision development,
representation and democracy;
(c) to debt collection agencies acting on behalf of the University in the
event that you owe money to the University which is not repaid within
the appropriate timeframe;
(d) release of results to former schools/colleges, and publication of
awards in local newspapers;
(e) publication of your email address and other information on the
University’s web site. This means that the information will be available
worldwide, including in countries where the rights of data subjects are
not protected by law. If you wish, you may opt to have your address
withheld by emailing directory@coventry.ac.uk;
20
The University welcomes comments on its courses from students,
parents and sponsors. However the University’s contracts with its
students do not confer benefits on third parties for the purposes of
the Contracts (Rights of Third Parties) Act 1999.
(f) if you elect to make on-line payments to the University, limited
information (date of birth and ID numbers) will be disclosed to the
University’s service provider for validation purposes;
(g) names will be included in pass lists and may be displayed on
notice boards.
The University may hold information about you which constitutes
‘sensitive data’ as defined in the above Act, such as information
about your ethnic group, relevant health records and the disability
classification which you supplied to the University. The ethnicity
information supplied will be used to comply with the requirements
of HESA, equal opportunities legislation and the University’s Race
Equality Policy. Information on student admissions and progression
will be publicly available; however, it will not be possible to identify
individuals from this information, which will assist the University in
ensuring equality of opportunity. The disability information supplied
will be shared with relevant staff of the University in order to provide
you with the best possible support for your studies.
Please note that the University may contact you by post or by
electronic means such as telephone, texting or email. You have the
right to opt out of receiving marketing material by post or by electronic
means, and you can exercise this right by contacting the sender of
the communication.
I understand that by signing my enrolment form I consent to the uses
of my personal data as described above.
Students’ Union Statement – Data Protection Act 1998
Coventry University Students’ Union collects information about
students in the normal course of its operations. This information
is only used for business relevant to and in the interests of the
Students’ Union and its members. Students are entitled to access
any information held on files within the Students’ Union in accordance
with the Data Protection Act.
Coventry University Students’ Union may share information about
students with Coventry University from time to time.
August 2010
 Frequently Asked Questions

Q. How do I know if I am eligible to enrol online?

A. You will have been sent an email providing you with the information that you
need to enrol online or directed to enrol online by a member of University staff.
Overseas students will need to attend the International Office before they will
be given access to the online enrolment facility.

Q. When can I login and enrol?

A. You can login and enrol from receipt of your notification email. Only on
completion of enrolment, will you to be able to access University facilities and
attend lectures (and, if you are a new student, obtain a Student ID).

Q. I know my login details but I still can’t login?

A. Please check

i) That your web browser can support the online enrolment system. The
recommended browsers are Internet Explorer versions 6 or 7, or Firefox.

ii) That you are not trying to access the system during the scheduled
maintenance period, which is a Friday 1700 – 1800 British Summer Time
(BST).

Please retry, and if there is still a problem, please email enrol@coventry.ac.uk

for advice on how to login

Q. Will it take long to complete?

A. The whole process should take no more than 10-15 minutes. It will help if
you have all your payment details to hand.

Q. I have no access to the internet how can I enrol?

A. You may use any Open Access room on campus, although it is suggested
that you use the ones in your Faculty/School. International Students should
attend the International Office before they will be given access to OLE and will
be directed to a suitable place.

21
Q. My course details are incorrect, what do I do?

A. Please email enrol@coventry.ac.uk with your query.

Q. My personal details are incorrect, but I cannot change them. What do I do?

A. Please email enrol@coventry.ac.uk with your query. As some details can only
be changed by Academic Registry staff, you will need to go to the Student Centre
upon arrival on campus to arrange for these details to be updated.

Q. I am a returning student and have forgotten my IT Facilities user ID and

password, what can I do?

A: If you are a returning student you can change your password by using the link
ITS Student Registration Page.

Q. I think my fee has been calculated incorrectly. What should I do?

A. If you are enrolling online from off campus, please email your query to enrol@
coventry.ac.uk. On your arrival on campus, you may visit the Finance Counter in
the Student Centre and discuss your query with a member of the Finance Team.

Q. I’ve paid all or part of my fees in advance of enrolment, but the finance
summary online isn’t showing this payment. What should I do?

A. It will take two working days for any payments you make in advance to
be cleared. If you made a payment more than two working days prior to
enrolling online and if you are enrolling off campus, please email your query
to enrol@coventry.ac.uk. On your arrival on campus, you may visit the Finance
Counter in the Student Centre and discuss your query with a member of the
Finance Team.

Q. Can I enrol online if I am expecting my fees to be paid by the Student Finance

England (SFE)?

A. Yes but you must have already applied to the SFE for a Tuition Fee loan and
have received a student support notification letter.

22
Q. I have applied to the Student Finance England for a loan but haven’t heard
anything; shall I still try to enrol online?

A. You can start the process now online but you will be invoiced for the part of
the fees that you were expecting the SFE to pay on your behalf. When you have
received written confirmation from Student Finance England (SFE) that your tuition
fees will be paid by the SFE and you have received your student support notification
letter, please bring the confirmation to the Finance Counter in the Student Centre
and this information will be updated for you and the invoice cancelled. If you are
unable to supply evidence showing that you have applied for SFE funding, you
may be blocked and excluded for non-payment of tuition fees within four weeks of
enrolling so please ensure that you apply and provide evidence promptly.

Q. I am paying my own fees. How can I pay?

A. You can pay online by setting up a Direct Debit, or by making a credit card
payment (not American Express or Diners Card). You can arrange a bank transfer
(although fees may apply), or you can pay by cheque or cash on arrival at the
University.

Q. A sponsor is paying all or part of my tuition fees for me, but they haven’t
confirmed this in writing to Coventry University Finance Department in advance of
enrolment. Can I still enrol?

A. You cannot enrol online straight away. You must first take the letter from your
sponsor to the Finance Counter in the Student Centre. Allow two working days
after submitting your sponsor letter before you enrol online. Finance will invoice your
sponsor directly.

Q. When I have completed online enrolment, where do I collect my Student ID card

from?

A. New students will need to collect their Student ID card from the Student Centre.
You will also need to bring photographic proof of your identity.

Q. I am a returning student; do I need a new ID card?

A. No, your current ID card will be reactivated automatically when you enrol. You
do not need to do anything else.

23
Q. I am a returning student and I have lost my ID card. Where do I go for a
replacement?

A. You will need to pay £10 for it to be replaced, at the Finance counter in the Student
Centre, and take your receipt of payment to the ID card machine distribution area.

Q. What is SOLAR?

A. Student’s Online Academic Records is an online facility available to all enrolled

students which allows them to update their personal details and view their assessment
details. Wherever you see the term “SOLAR” you will be able to access the system.

Q. What is “CU Portal”?

A. The CU portal is a web facility only available to students of the University and has
links to useful information about the University.

Q. Can all students use OLE?

A. The majority of new and returning students will be able to use OLE. However, there
are some groups of students who will not be able to use OLE to enrol; these include;
Postgraduate Research students (full-time or part-time);all students of the School of
Lifelong Learning; Franchise and Further Education Students who will be informed as
to the enrolment process they should follow.

24
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 The phoenix, the symbol
for Coventry University,
is a mythological bird that
represents continuous
self-creation, opportunity
and abundance.

Coventry University
Priory Street
Coventry
CV1 5FB

Telephone: 024 7688 7688

www.coventry.ac.uk