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EUCLID Programme Request FAQs


UG Programmes

  1. How can I request a new UG programme or request the closure of a programme?

PG Programmes

  1. General PG Overview
  2. I need to make an amendment to a page on the PG Online Prospectus.  Who should I contact?
  3. How do I get a new page on the PG Online Prospectus?
  4. How can I request an additional PG programme for an existing page on the PG Online Prospectus?
  5. There are no apply links on the PG Online Prospectus page, how can I get these added?
  6. The programme has changed its name. How can I get this change reflected on the PG Online Prospectus?
  7. The start dates for a PG programme are incorrect, what should I do?
  8. I have received an email from Student Systems Support stating that the changes have been made in EUCLID, yet there is no change to the PG Online Prospectus page. Why is this?
  9. I only need to make changes to the text shown on a PG Online Prospectus page. How can I request this?
  10. I need to remove a programme or apply link(s) from the PG Online Prospectus, how can I request this?
  11. The changes I requested are not visible on the PG Online Prospectus?


UG Programmes

  1. How can I request a new UG programme or request the closure of a programme?

    Requests MUST be submitted on the required form available here –
    http://www.studentsystems.ed.ac.uk/staff/FAQ/EUCLID_ProgrammeRequest.dot
    The form needs to be authorised by College and so should be emailed by the College to studentsystems@ed.ac.uk
    What happens next?    
    The process for updating EUCLID data involves several steps
        Click here to see a diagram of this process

    • You should complete a Programme Request form.  The completed form should be sent to your College.
    • The College should authorise the request and forward the form to Student Systems Support
    • On receipt of this information, Student Systems Support will verify that all required information is supplied.
    • An email will be sent to the requestor confirming receipt of the request and, if necessary, an email will be sent to your College requesting additional information.
  2. Please note that delays can occur when necessary information is not supplied or the instructions are unclear and we need to seek clarification.

    • The necessary records will be set up in EUCLID.
    • On completion, the requestor will be informed by Student Systems Support, and
    • When a new programme has been set up the Fees team will be informed.

PG Programmes

  1. General PG Overview

    EUCLID data
    The area shaded in green above displays the data from EUCLID.  In order for applicants to be able to apply to a PG programme on the PG Online Prospectus EUCLID records including apply links need to be set up by Student Systems Support for each programme required. 

    For questions about apply links for programmes not stored in EUCLID please contact your College in the first instance.

    N.B.  A programme is defined as a course of study leading to a specific award over a specific duration.

    CAM (Communications and Marketing) data
    Communications and Marketing are responsible for setting up the PG Online Prospectus pages and so are responsible for all changes to any part of the page other than the green shaded EUCLID area.  Please contact your College about any required amendments.


  2. I need to make an amendment to a page on the PG Online Prospectus.  Who should I contact?

    If you need to add/amend EUCLID data please fill in a Programme Request form.  The form needs to be authorised by your College and so should be emailed by your College to studentsystems@ed.ac.uk
    If you need the content of the page updated please contact your College.

    What happens next?
    The process for updating EUCLID data involves many steps
    Click here to see a diagram of this process

    • Complete the Programme Request form (provided by EUCLID).  It is important to fill in all fields before sending it to your College for authorisation.
    • The College should authorise the request and then forward the form to Student Systems Support
    • On receipt of this information, Student Systems Support will verify that all required information is supplied.
    • An email will be sent to the requestor confirming receipt of the request and, if necessary, an email will be sent to College requesting additional information.

    Please note that delays can occur when necessary information is not supplied or the instructions are unclear and we need to seek clarification.

    • The necessary records will be set up in EUCLID.
    • Student Systems Support then creates a new file of EUCLID data for the PG Online Prospectus.  This is emailed to Communications and Marketing for uploading. 
    • The requestor will be informed by Student Systems Support that the changes have been made in EUCLID.
    • When a new programme has been set up Student Systems Support will inform the Fees team who will update the Fee Profile.
    • Once Communications and Marketing have uploaded the new EUCLID data file, the changes will be visible on the PG Online Prospectus.

    N.B.  Where a new page is required on the PG Online Prospectus Student Systems Support need to be notified by Communications and Marketing of the new page number (CAM Id) in order to publish the apply links


  3. How do I get a new page on the PG Online Prospectus?

    To request a new page please contact your College
    In most cases, these requests will be for new programmes that have just been approved.  If, however, existing programmes need to be moved to a new PG Online Prospectus page, then this will need to be specified in the Additional comments box.

    What should I do and what happens next?


  4. How can I request an additional PG programme for an existing page on the PG Online Prospectus?

    Requests for additional programmes MUST be submitted on the required form available here –
    http://www.studentsystems.ed.ac.uk/staff/FAQ/EUCLID_ProgrammeRequest.dot

    The form needs to be authorised by College and so should be emailed by the College to Student Systems Support

    What should I do and what happens next?


  5. There are no apply links on the PG Online Prospectus page, how can I get these added?

    a. If programme applications are being processed by EUCLID, then please contact Student Systems Support and we will investigate. It could be that the programme needs to be set up on EUCLID (see 3 above) or it may just be that the programme has not yet been published (i.e. the programme is set up on EUCLID but no start dates were supplied and so the apply links have not been set up)

    b. If applications are being processed outwith EUCLID (e.g. by another institution) then please contact your College in the first instance.

    What should I do and what happens next?


  6. The programme has changed its name. How can I get this change reflected on the PG Online Prospectus?

    Existing programmes can not be amended for name changes.

    Where necessary a new programme will have been authorised and so any change will involve

    a) the removal of the existing apply links,

    b) the setting up of a new programme and apply links, as well as

    c) the amendment of the text on the PG Online Prospectus page.

    Student Systems Support will action a) and b) on receipt of an authorised Programme Request form (see 1) above. Contact your College in the first instance of the required amendments to the PG Online Prospectus page.

    What should I do and what happens next?


  7. The start dates for a PG programme are incorrect, what should I do?

    Please fill in the Programme Request form stating the correct start dates for the programme.

    What should I do and what happens next?


  8. I have received an email from Student Systems Support stating that the changes have been made in EUCLID, yet there is no change to the PG Online Prospectus page.  Why is this?

    Changes made in EUCLID will not appear on the PG Online Prospectus until the amended file has been uploaded by Communications and Marketing.

    Contact Student Systems Support and we will investigate.


  9. I only need to make changes to the text shown on a PG Online Prospectus page.  How can I request this?

    Changes to the text only should be sent directly to your College.


  10. I need to remove a programme or apply link(s) from the PG Online Prospectus, how can I request this?

    Please fill in the Programme Request form stating the url to be amended, the specific programme/apply links to be removed and the reason. Send the form to your College for authorisation.

    What should I do and what happens next?


  11. The changes I requested are not visible on the PG Online Prospectus?

    Contact Student Systems Support in the first instance to enquire about the status if the change concerned EUCLID data.

    If the change concerned page content please contact your College. If this is urgent please contact web-comment@ed.ac.uk

      I want to request a Taught MSc by Research?

    Point 6 on the October 2005 minutes of the Senatus Postgraduate Studies Committee states -

    6. Research based Masters Programmes       SPGSC 05/06 1 09

    During 2004/05 SPGSC and CPGSCs had been asked to consider possible revisions to the MSc by Research Degree. These revisions had been proposed within the context of a number of problem/issues and were intended to clarify the nature of the MSc by Research and to ensure much greater transparency with regard to curricula and processes.

    Following further discussion of these proposals with the Postgraduate Dean from the College of Humanities and Social Sciences simplified proposals were now being presented for SPGSC consideration and comment.

    The key problems and issues which need to be addressed in any proposals were as follows:-

    • RAE and related issues: At a fundamental level problems had been caused by an institutional failure to agree and implement a clear definition of what a postgraduate research degree was. In view of the impending RAE exercise there was a clear need to ensure that all MSc by Research programmes were properly defined as research degrees within the curriculum.
    • Regulatory confusion: The current regulations were not considered “safe” because some schools and some systems are still referring to the terminology from the old regulations (modes (a), (b) or (c)) which put them outside of the regulations. This had led to problems associated with matriculation and various statistical returns.
    • Non-compliance with internal and external regulatory frameworks: There were a number of instances of current programmes where students were being required to attend courses and being assessed (for progression) and yet not receiving credit.
    • The need for transcripts and the European Diploma Supplement: Although the implications of the Bologna agreement were yet to be fully understood it was clear that the University would need, at a minimum, to be able to provide transcripts for all students which detailed all of the courses, including research skills courses, taken during their studies. This was not currently possible for programmes which have courses which are not credited or detailed on CCAMs.

    In order to support simplification it was no longer proposed to try to define two different types of masters by research programme. It was instead proposed to define what is appropriate for any MSc by Research programme and to detail any associated regulatory requirements.

    Proposed Requirements:

    1. Because of the need for the University to be able to justify any Masters by Research programme as a “research programme” the majority of the credits (51% plus) must be attained via “research content” (eg training” or dissertation work). Within this context the following credit limits should apply:-
    2. a) Dissertation: 60 - 180 credits

      b) Formal research training: 0 – 120 credits

      c) Taught credits: 0 – 80 credits

    3. Each student must be registered onto a specific programme on the student record. Each programme will have a specific Programme of Study Code (PoSCode), recorded as ‘research’. Each MSc by Research programme of study must also have an appropriate Degree Programme Table (Note: This implied that all MSc by Research students would graduate with the programme which is “named” in the relevant DPT).
    4. Any specific courses for which credit was awarded must be detailed in the Course Creation, Approval and Maintenance (CCAM) system. Students taking these courses must be enrolled onto these courses on the student record.

    SPGSC approved these proposals for implementation in time for the start of the 2006/07academic year. Given the anticipated curriculum approval deadlines for 2006/07 entry this would mean that changes would need to have been approved by March 2006 at the latest.

    A number of actions would arise including:-

    • The University would need to provide guidance with regard to its expectations for MSc by Research dissertations of variable credit value (eg in terms of periods of study, word length etc)
    • Guidance would need to be provided with regard to diploma awards and progression.
    • There would need to be a reconciliation process to bring all existing (and any new) programmes into line. As a minimum this would involve
    1. School consideration of existing programmes to determine any necessary actions
    2. The creation of DPTs for appropriate programmes
    3. Courses being defined and approved via CCAMs as appropriate
    4. All existing MSc by Research programmes would need to be reclassified as research.
    • There would be a need to discuss and agree the administrative arrangements (and recording) for supervision e.g. MSc by R students should have the same supervision arrangements throughout their programme as other research students. This was necessary to ensure that dissertation supervisors received appropriate credit in relation to RAE.
    • Minor changes would be needed in relation to the general postgraduate regulations.
    • There would need to be minor changes to the postgraduate assessment regulations.
    • Detailed guidance would need to be developed in relation to APL.

    Essentially, any MSc by Research must be set up as a Postgraduate Research programme where it falls within the guidelines.  This might cause you some issues further on in the administrative process but there are ways around these.  Contact Student Systems Support for details.


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