Help yourself leaflets
PAS has created a range of easily recognisable leaflets under the series title Help Yourself. The leaflets are about things that you might go to a student centre for help with, but which you can do yourself, usually through UDo.
Leaflets relevant to the stage of the academic year are available on racks outside student centres at all sites. We've put them outside the centres so that you can access the information whenever your University building is open. The links below will show the text of the leaflet so that you can access the information at any time, from anywhere.
Leaflet titles
» Academic references, Letters of confirmation, Academic transcripts & Diploma supplements
An Academic Reference is usually requested by a potential employer or another academic institution seeking to verify the dates you studied here and the qualification you obtained. Before we can release this information we need your consent.
A Letter of Confirmation contains the same information as an Academic Reference but the request comes from the student. We make a charge for this service. To see our scale of charges for this service please view the information at www.derby.ac.uk/application-note-for-letter-of-confirmation
An Academic Transcript lists the dates of study, the programme of study, any final award made and lists all the modules and grades you completed. If your award is eligible for a HEAR (Higher Education Achievement Record) you will be asked to pay for the production of an academic transcript. If you are NOT eligible for a HEAR, then you will receive one free copy of an academic transcript. To order an Academic Transcript please see the information and online forms at www.derby.ac.uk/application-note-for-academic-transcript.
There is a separate Help Yourself Leaflet called "WHAT IS HEAR?", and you can access the HEAR website at www.derby.ac.uk/HEAR
A Diploma Supplement contains similar information to Academic Transcripts. We can only provide this document to full undergraduate and postgraduate degrees awarded post 2005. If your award is eligible for a HEAR (Higher Education Achievement Record) you will be asked to pay for the production of the Diploma Supplement. If you are NOT eligible for an HEAR then you will receive one free copy of a Diploma Supplement.
To access further information relating to these documents and to place an order please go to www.derby.ac.uk/alumni and select the link to order a replacement certificate, academic transcript, letter of confirmation and diploma supplement.
If you have any queries regarding any of these services please contact us at results@derby.ac.uk .
» Accept or reject a referral in UDo
Log into UDo from the University of Derby current students homepage, www.derby.ac.uk/current-students or the UDo homepage, www.derby.ac.uk/udo using your student ID number and password.
Select Personal, then select log in to Student Centre
Student Centre will open in a new window
Select View My Grades under the Academics heading
Select the academic year you want to see grades for - this will then show all your grades that have been published for that academic year
Select a module code to see the grades for assignments / exams in that module
RC1, RC2 or RE1 mean that you have been offered the chance to repeat a piece of coursework (assignment), or exam
A pop up box will appear if you have been offered a referral, click OK in this box
Select Accept or Reject from the drop down box on the right
Your selection will be saved when you click somewhere else on the screen
The Pop up box text will change to show that you have accepted a referral
When you have accepted the referral you can go to Blackboard to get referral assignment topics and hand in dates, or exam date information through Announcements and / or Assessments.
See also www.derby.ac.uk/assessmentguide for more information on all aspects of assessment
» Certificates
You will receive one copy of your certificate when you complete your studies. This will either be presented to you at our Presentation of Awards Ceremonies (if your award is eligible for an invitation) or posted to you. Please ensure we have an up to date Mailing address for you - you can update this using your UDo account. (There is a separate Help yourself leaflet called UPDATE YOUR CONTACT DETAILS, if you need more information about checking, and updating your details.)
You can order further copies of your certificate on line. We can also provide replacement certificates if you have lost or damaged your certificate
Go to www.derby.ac.uk/alumni and select the link to order a replacement certificate, academic transcript, letter of confirmation and diploma supplement where you will find details of the documentation we can provide and our charges. We also offer a premium service for re-print of certificates, when ordering your replacement certificate on the online form you can opt for that service.
Please note that your certificate is an official document and it can take up to 20 working days to prepare a certificate for you.
Any queries you have regarding the production of your certificate can be emailed to graduation@derby.ac.uk
» Council tax information
Students who have a term time address with a
DE1, DE3, DE21, DE22, DE23, DE24 or DE73
do not need a Council Tax certificate because Derby City Council will have been informed of your registration at the
You must contact
Derby City Council opening hours are :-
Monday to Thursday 8.30am - 4.30pm, Friday 8.30am - 4.00pm
You can contact the council by :-
Email: council.tax@derby.gcsx.gov.uk
Phone: 0333 2006900 Minicom - 01332 256666
Write:
Saxon House, Heritage Gate,
Visit:
Customer Services at
Students with a term time address outside these postcodes should contact their Student Centre at eqs@derby.ac.uk
» Download forms from the web
You can access downloadable and online forms on the web at
www.derby.ac.uk/ssis/forms
These are some of the forms you can access online, why you might need them and what to do after you've filled them in
Electronic Module Change
If you want to change any of your modules, you'll need to get approval from the module leaders, then complete this form and submit it online.
Programme Transfer
It might be possible for you to change course, but you'd need to discuss this with the Programme Leader for the course you want to join. You'll need this form authorised by the new Programme Leader and the one from the course you want to leave.
Authorised Break from Study
You can ask to take an Authorised Break from Study if your circumstances have temporarily changed, but you'll need to discuss this with your programme leader and get the form approved before you submit it to the Student Centre. Please read the booklet at www.derby.ac.uk/ssis/forms/authorised break from study for more information.
APL (Accredited Prior Learning)
If you've studied at another University and have credits that might be able to be transferred to Derby, you'll need to fill in these forms. You should discuss your APL claim with your programme leader before completing them.
Withdrawal
If you want to leave the University, talk to your Student Liaison Officer first to see if there's anything they can do to help you consider your options. If you still want to leave, you'll need to fill out this form. There's more information on withdrawal at www.derby.ac.uk/ssis/forms/withdrawal
Student Sickness Notification
If you are unable to attend classes because of illness, you'll need to fill in this form and submit it online.
Exceptional Extenuating Circumstances (EEC)
If circumstances beyond your control mean you are unable to complete an assessment on time, you can submit a claim for exceptional extenuating circumstances. This should be submitted before the hand in deadline date.
» Exceptional extenuating circumstances
The University regulations recognise that serious circumstances occasionally arise which prevent you completing an assignment on time, or sitting an exam. In such circumstances you must submit an EEC claim for consideration by the relevant Faculty EEC panel.
For coursework, claims should be submitted before the deadline. You must also hand in what ever work you have done for the assignment - draft, notes etc by the deadline. Your assignment must be submitted by your usual method. Failure to submit any work at all by the deadline will be marked as a non submission and a penalty will be applied. Exceptions to this will only be made where it would have been impossible for you to hand in any work by the deadline, for example - hospitalisation, flight disruption, natural disaster or mental impairment.
In some cases a claim submission may be accepted up to seven days after the deadline, provided there is a good reason why it couldn't be submitted earlier. Claims relating to exams must be submitted no later than seven days after the date of the examination.
In all cases it's your responsibility to submit the form by the specified deadline.
To submit an EEC request go to www.derby.ac.uk/eec
Please read the information on the page very carefully.
You'll find a link to the form EEC1 that you need to complete. You can fill it in online. You can submit it by emailing it to EEC@derby.ac.uk
or by printing the form and handing it in at a Student Centre.
If you submit your claim online you can attach any supporting evidence as scanned files, or submit them later with a completed EEC1A form, either electronically or in person at a Student Centre.
Your form and evidence must be submitted 5 working days (not including the panel day) before the Faculty panel date in order to be considered. Panel dates are listed at
www.derby.ac.uk/eec
Locations and opening times for all Student Centres are listed at www.derby.ac.uk/eec- select the link for your site.
Your claim will be considered at the next relevant faculty EEC panel. Choose your faculty link at www.derby.ac.uk/eecto see all the EEC panel meeting dates for the subject faculty. If you are a Joint Honours student, your claim will be considered by the faculty that your module or subject belongs to.
The panel will email you within five working days of having met to inform you of their decision.
If your coursework claim is unsuccessful the mark awarded for the work handed in for the deadline date will stand. If your claim is successful the panel notification will tell you what you need to do next.
If your successful claim relates to an exam you'll be allowed to resit at the next exam period.
See also www.derby.ac.uk/assessmentguide for more information on all aspects of assessment.
» Find exam timetables
You can find exam timetables on the University of Derby website, www.derby.ac.uk/exam/exam-timetable
This page details the schedule for publishing exam timetables, showing dates when provisional timetables are available, the period when clashes can be reported, and then the finalised timetable.
Select the link at the bottom of the page to open the PDF file.
Entries are in module code order.
The exam timetables are also available through UDo.
Log into UDo from the University of Derby current students homepage, www.derby.ac.uk/current-students -
or the UDo homepage, www.derby.ac.uk/udo using your student ID number and password
select Study, and then Exam Timetables.
It's your responsibility to check the timetable and make sure there are no clashes with your other exams.. If you find any problems email examinations@derby.ac.uk with details.
» Graduation ceremonies
When you have finished your course you may be eligible to be invited to one of our Presentation of Awards Ceremonies. In general if you studied a course at Higher National Diploma level or higher you will receive an invitation. Our main Graduation Ceremonies are held at the Assembly Rooms in Derby city centre in January.
It is really important that you make sure we have up-to-date contact details (postal address, mobile telephone number and email address) for you, especially if you are moving away when your studies are complete. You can update this information via your UDo account. (There is a separate Help yourself leaflet called UPDATE YOUR CONTACT DETAILS, if you need more information about checking, and updating your details.)
We use email and text alerts to invite you to go on line to accept or decline your invitation and to allow you to purchase guest tickets. Please ensure that the email address(es) you want to use to receive your invitation and other correspondence is in your UDo account as you will automatically only receive information in your unimail account.
If you do not wish to attend we will post your certificate to the Mailing address we hold for you on UDo after the award ceremony. Where there is no mailing address we will use your Home address instead.
Details of our Graduation Ceremonies are available at www.derby.ac.uk/graduation from October.
The website gives you information about the arrangements for the day and a link to the gown hire and photographic company we use from October.
» Interested in paid employment?
The Student Employment Agency offers support to students who are looking for part time paid work during their studies. We have a wide variety of positions available and are constantly looking for new students to take on roles with us.
The type of work that is often available includes note taking, data entry, working as a Student Ambassador and helping local schools to run after school activity clubs. Work is available both within the University and also externally in the local community.
If you wish to speak to us in detail about how the agency works and the positions we have on offer, please feel free to come and see us and have a chat with a member of our team.
We are based in the Atrium at Kedleston Road and are open Monday to Thursday 9am till 5pm and Friday 9am till 4.30pm.
Alternatively, please visit our website at www.derby.ac.uk/careers/seafor more details and to register your interest and receive job alerts.
» Make an appointment to see a JHS academic counsellor
An academic counsellor is usually available on weekdays during term time between 10am and 4pm. They offer students on the Joint Honours programme help and guidance with academic issues such as changing modules, subjects or programme, understanding your pathway, and credit accumulation.
You can make an appointment with a Joint Honours Scheme academic counsellor by contacting the Programme Advisory Service in person or by email or phone.
Email pas@derby.ac.uk It will help us if you tell us what days and times are be best for you, and if there is a particular academic counsellor you wish to see.
Telephone 01332 591533 between 8.30am & 5pm Monday to Thursday, and 8.30am & 4.30pm on Friday.
In person. You can also come to the Student Centre in the Atrium to book an appointment.
Information about JHS academic counsellors can be found at www.derby.ac.uk/jhs-academic-counsellors
Information about the Joint Honours Scheme which might help you can be found at www.derby.ac.uk/jhsinfo
» Module changes - add, drop or swap modules
If you want to add, drop or swap modules you must speak to the module leaders about the changes you wish to make.
You should seek the advice of your programme leader, (or an academic counsellor if you are a Joint Honours student), if you want to change anything other than an optional module.
When you have done this, and your planned change/s have been agreed, you can submit your request electronically.
Go to www.derby.ac.uk/ssis/forms
Select Electronic module change
Select Electronic Module Change Form
Follow the instructions on the page to complete the form
When you have listed all the modules you want to add and / or drop Click Send
Your request will be submitted directly to the Student Records and Fees (SRF) team, who will check with the module leaders, and make the change(s) once they have been authorised by the module leader(s)
You will receive an email from the Student Records and Fees team to let you know whether or not the change(s) have been made.
If you need any help contact Student Records and Fees on
01332 591063
or email studentrecordsandfees@derby.ac.uk
» Need career advice?
Our resources are available in the Library at Kedleston Road during their opening hours. You can also find everything on our website, www.derby.ac.uk/careers
Our Careers Advisers are available weekdays
10am - 2pm. You can book an appointment to see a Careers Adviser online at our website.
Unable to make 10-2pm to see a Careers Adviser? No problem. Send us your queries online at www.derby.ac.uk/careers/e-guidance
We'll do our best to get back to you ASAP!
No idea what to do after Uni?
Log onto the UDo homepage for our Career Matching tools in the top right hand corner.
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» Student car parking permits
You must be enrolled to apply for a parking permit.
There are two different permits available :
Markeaton Park park & ride permit - This costs £57 for the academic year and all enrolled students may apply. A limited number of park & ride permits are available.
Kedleston Road permit - Pay and Display charges will apply
- £1.90 for up to 4 hours, £3.80 for more than 4 hours.
The Kedleston Roadpermit is available to enrolled part time students.
Full time enrolled students need to submit an application for a Kedleston Road permit if they have an exceptional need to park on site and they meet the criteria detailed on the website. The evidence requested in support of the application must be submitted with the application.
Go to www.derby.ac.uk/student-parking for further information, to apply online or to download an application form.
» Student sickness reporting
If you're sick and not able to attend your lectures, you need to report that to us - you can do it on-line.
Go to www.derby.ac.uk/sickness-procedure
Complete the online form with your personal details and details of your course. This information is passed on to your tutors so that they know why you aren't attending. If you can't get to a computer, you can ring us and we'll fill in the form for you whilst you're on the phone
Kedleston Road 01332 591274
Markeaton Street 01332 593235
Britannia Mill 01332 594055
If you need health advice in general, here are some useful contacts:
01332 593000 Student Health Service
01332 747140 Park Medical Practice
health@derby.ac.uk or studentwellbeing@derby.ac.uk
If you report to us that you're sick, we'll need you to call into a Student Centre when you're well again and have returned to University so that we know how long you've been absent.
» Unhappy with your grade?
If you are dissatisfied with your result, you should first approach your Programme Leader and discuss your issues informally.
You can seek impartial advice from the Student Centre, your Student Liaison Officer or Student Union Advisors.
Formal appeals must be based on one of the four specified criteria:
• performance suffered through illness or other circumstances which could not have been reported at the time of the assessment
• the assessment was not carried out in line with regulations
• the administrative procedures were not correctly followed or a significant mistake was made
• the assessment board did not consider previously reported circumstances which may have significantly affected your performance
A formal appeal must be submitted within 21 days of the publication of your result on UDo.
You cannot appeal against academic judgement (the value awarded to your work), because grades are moderated internally and externally across the University.
For advice on how to submit an academic appeal if you are still not satisfied, go to
http://www.derby.ac.uk/academic-regulations (Full version - Section R)
Formal appeals must be made on the official form which can be downloaded at http://www.derby.ac.uk/files/appeal_form.doc
and submitted within 21 days of the formal publication of your result on UDo to:
Assessment & Awards Manager
Student Support & information Services
University of Derby
Kedleston Road
Derby
DE22 1GB
See also http://www.derby.ac.uk/assessmentguide/whats-an-academic-appeal
» Update your contact details
Log into UDo from the University of Derby current students homepage, www.derby.ac.uk/current-students or the UDo homepage, www.derby.ac.uk/udo using your student ID number and password
Select Personal, then select log in to Student Centre which will open in a new window
You will be able to change your addresses, phone numbers or non-unimail email address online. You cannot change your preferred email address.
To change your name on your student record we need you to complete a Student Details Amendment form and bring in official evidence (see the other side). You can download this form at www.derby.ac.uk/ssis/forms .
You can bring the form in to your Student Centre or post it to :-
Student Records and Fees Team
University of Derby
Kedleston Rd
Derby DE22 1GB
You will need to come in to show us evidence of your name change, such as a passport, marriage certificate or other official document.
A passport, Marriage Certificate or other Legal Document showing the new details is required as evidence when you want your name or date of birth changed on your student record.
» View your grades in UDo
Log into UDo from the University of Derby current students homepage, www.derby.ac.uk/current-students or the UDo homepage, www.derby.ac.uk/udo using your student ID number and password
Select Personal, then select log in to Student Centre
Student Centre will open in a new window
Select View my grades under the Academics heading
Select the academic year you want to see grades for
- this will then show all your grades that have been published
for that academic year
Select a module code to see the grades for assignments / exams in that module
» What is HEAR?
HEAR is the Higher Education Achievement Record
If you are awarded an Undergraduate Degree, Foundation Degree, Advanced Diploma, HND or MDES this year you will be issued with an electronic Higher Education Achievement Record (HEAR).
The HEAR contains information about the programme you have studied together with a transcript of your grades, your classification, prizes and any other University or Student Union responsibilities you have had verified over the duration of your programme.
You will be able to allow third parties, such as prospective employers, to access this verified document.
Details on how to access this document will be sent to your unimail account by the Assessment and Awards Unit following notification of your final award by the Faculty. Please check your unimail account after you have left, or make sure you have redirected emails to your personal accounts.
You can have a look at the HEAR site through this link page which gives you access to a demonstration of the system
https://uverify.derby.ac.uk
Further information regarding the HEAR and an access link to your document are available at www.derby.ac.uk/HEAR
Please email uverify@derby.ac.uk if you need any further information
