Study Away Guidance

Guidance for Schools on how to have Study Away information uploaded on to students' records.

When to use the Study Away Excel template

Use this template for:

• All mandatory study away students that have arranged their own placements or exchanges.
• All Undergraduate Exchanges (mandatory and optional) that are not arranged through Edinburgh Global (Edinburgh Global send us a bulk list).
• This is for recording Undergraduate Study Away. Postgraduate Leaves of Absence should be submitted via the usual Euclid request form.

Guidance

Filling out the template

• Each School with students participating in mandatory or optional study away should provide one initial Excel template with all the required information for the student record.
• If you have blank fields on the template please provide the reason in the notes field.
• Recording Study Away has a high impact on student fees. The sooner the information is provided to us, the sooner the record can be updated and fees amended.
• Please note this template is our preferred format to receive bulk study away data.
• You will be notified once the information is on the students’ records.

Amendments to information already provided

• Amendments to any information already provided must be submitted on a new Excel template. Any amendment Excel templates must only include the students affected.
• If a student returns to Edinburgh we must be notified, including the dates of when the student returned, and any courses to be removed. Please submit this as you would with any other amendment.
• If a student cancels or does not go abroad please notify us with the details, including any courses to be removed.
• If a student withdraws from their programme please notify us via the Euclid withdrawal form.
• If the student changes programme and is no longer studying away please submit the amendment Excel template and the programme change request via Euclid and include in the additional information field “This student is no longer study away”.

Adding Study Away courses

Student Records will add courses for optional Study Away students, and the available courses are:

XXXX10002 - Non-compulsory year abroad (full year) - level 10 (120 Credits)

XXXX10004 - Non-compulsory year abroad (half year) - level 10 (60 Credits)

If you require more subject-specific course level and credits allocated you will need to create the new course via your usual course approval route and manage these through APT.

How the information will be recorded