Student Systems

Awards processing around graduations

If you need to publish or amend an award after the deadline, and the student is intending to graduate, you need to contact the Student Records team.

Please note: for Summer 2024, no awards may be published after Monday 17th June in Progression & Awards. Details of late awards should be sent to Student Systems following the process detailed below. For awards that are late, it may not be possible for the student to receive their degree certificate on the day or appear in press lists. Students should register for their ceremony by 17th June deadline if they intend to attend, regardless of award status.

If the awards publication deadline has passed there will be a period of time when the Progression & Awards tool will not let you publish awards. If you try to publish an award during this time, you'll see a message referring you to this web page.

Awards processed through the Progression & Awards tool between the award publication deadline and the end of the corresponding graduation ceremonies must be emailed to the Student Records team for publishing, if the student is intending to graduate. If the student does not intend to graduate then the award should be held until after the graduation ceremonies are complete.

We understand that sometimes extenuating circumstances can prevent the publication of awards by the deadline. A process is outlined below detailing what to do to ensure your student can graduate in these circumstances:

  1. Calculate and ratify the award in the Progression & Awards tool
  2. Email the Student Records team at studentsystems@ed.ac.uk to confirm that the award is ready to be published, using the subject line ‘New award to be published - late award’
  3. The Student Records team will advise when this is complete

Late awards will be held temporarily while the graduation list is prepared for the printers. The Student Records team will publish the awards within one week of them being sent to us, at which point the student will be notified. Students who receive late awards will not appear in the graduation programme, will cross the stage at the end of the ceremony and will not sit with their cohort.

There is no change to the handling of Postgraduate Research awards and award exceptions, which are not processed through the Progression & Awards tool. Details of awards not processed through the Progression & Awards tool can be found at the following web page: Award exceptions 

 

Amend an already published award

If you recently published an award but needs to make an amendment (e.g., to change classification, to add award text, etc.), please:

  1. Carry out the re-calculation off the system if needed to determine the new classification
  2. Email Student Records team at studentsystems@ed.ac.uk using the subject line ‘Amend published award - late award’, and specify the details of the amendment
  3. The Student Records team will advise when this is complete

The amendment will not be shown in the Progression & Awards tool, but will be visible on the student's record to from both student view and staff view (EUCLID record > Progression tab).

The degree certificate and the official University documents which students can access by themselves do not specify which courses were used in award calculation, nor what the award mark is.

 

Remove an award to reinstate the student for further study

If you recently published an award but the student has decided to continue with studies instead (e.g., to take resits or repeat a year, etc.), please:

  1. Email Student Records team at studentsystems@ed.ac.uk using the subject line ‘Amend published award - reinstate student record’, and specify the details of the change of circumstances
  2. The Student Records team will advise when this is complete, please ensure that the student is aware that they will not be able to attend graduation if they are now continuing
  3. Please then submit any additional change requests that are relevant for the student (such as a Repeat Year or Extension) directly to the record in the Student Hub