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Interaction Team
Production of Verification Documents
Aim:
The aim of this document is to show how to produce verification documents both manually and by accessing
SLM via CRM.
Background
All documents printed from S3P are official University documents and therefore do not require as standard a
University stamp or a staff signature. However due to embassy/sponsor/visa obligations there will be individual
requests for stamping and signatures, these requests should be processed (or check with a Team Leader if in doubt).
Where a URL appears on the header or footer of anything produced from S3P, please refer to Appendix A to advise
the customer accordingly.
The documents that the Interaction Team produce are as follows:

Certificate of Registration
o Manual Certificate of Registration

Transcript of Study
o Manual Transcript of Study
o Debtors and transcripts – see page 2

Statement of Qualification

Council Tax Exemption Certificate
o Manual Council Tax Exemption Certificate

Bank Letter

Certificate of Qualification

Higher Education Achievement Record (HEAR)

Company Verification Requests
All documents related to study prior to 2003 will need to be produced manually and templates for these manual
documents can be found here.
Requesting Documents:
Current students will be entitled to request verification documents free of charge until the end of September of the
year they graduate for undergraduate programmes, and the end of December for postgraduate programmes. After
this time, graduates will need to order a Statement of Qualification and/or Transcript from the webstore and will be
charged accordingly.
A Certificate of Registration and Council Tax Exemption Certificate can be produced for graduates free of charge
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(with the exception of some CoR requirements for Schengen VISAs and the like which may carry a £25 charge –
please see Manual Certificate of Registration link above).
S3P Availability:
Students who graduated during or after 2007 and still have their S3P login and password will be able to access and
print their own documents free of charge (any enquiries relating to the S3P login and password should be directed to
the IT Service Desk).
Schools now use a system (NESS) outside of SAP to upload module marks, which is then fed into SAP. This means
that there will no longer be a ‘shut down’ of SAP services, such as printing verification documents. If a student
enquires about when documents will be available, they must be referred to their individual School.
S3P may be unavailable for the printing of verification documents for a couple of weeks during undergraduate
module selection, which takes place from the end of April to the start of May each year.
Debtors:
If a student left with tuition fee debt and therefore didn't graduate, under the Data Protection Act they are entitled
to obtain information about any marks that were awarded HOWEVER they are not necessarily entitled to the full
transcript document.


If manual transcript is requested – provide the raw data just as a list rather than an official format
If it is a system transcript, double check that there is no outcome in the transcript. If there is, this needs to
be queried with Exams and Awards as an outcome should not be in the system (as the student in some cases
may be able to print this of S3P themselves) and so this needs to be removed before a transcript can be
produced
Name Change:
We do not convert verification documents to show a person’s new or married name – all documents produced must
use the name as was on record during study. An exception to this is when a person has had a gender change.
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Producing a Certificate of Registration
Aim:
The aim of this section is to show how to produce a Certificate of Registration by accessing SLM via CRM
You need to have found and confirmed the correct account in CRM to follow this process.
Background
A Certificate of Registration is produced to confirm that a student is, or has been, registered on a programme of
study at Newcastle University. Customers may request this confirmation in support of applications for many
different things such as healthcare, loans, grants and exemption from military service.
To print the Certificate of Registration, the student must be fully registered i.e. have been issued with a smart card if
new or have registered and swiped card to confirm attendance if returning (returning Home UK/EU postgraduates
do not need to swipe card, in which case Certificates of Registration will just print if student is registered).
You are now ready to produce the Certificate.
ACCESSING CERTIFICATE OF REGISTRATION SCREEN
Screen: Enquirer Identification.

Once you have confirmed the correct account, click on the drop down next to Verification Documents and
select Certificate of Attendance (this was the previous name of the document which has not been amended
on CRM) from the drop down list.
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This will open the SLM Certificate of Registration screen and pre fill the student number for the confirmed
account.

Enter the correct information into the fields within this screen:
Student Number
Programme of Study
Academic Year
Signer of SmartForm
Position
Date of Issue
Pre-filled.
You can enter the course code, or leave blank
Enter appropriate year for when we wish to confirm
attendance
Your name
Interaction Team Assistant
Will be pre-filled with today’s date

When ready, click the execute icon.

This will take you to the screen to check the information and add any other text to the letter that is needed
in the Free Text Entry area. Here you can add an extra paragraph if required.
It may be necessary to enter additional information onto the certificate such as that all tuition has taken
place on campus (‘Study on the above programme takes place at the Newcastle campus of Newcastle
University and at no other campus’) or to explain any gaps in study. The free text box can be used to enter
this information. This can be a very grey area so where possible the type of information entered here should
have some standardisation and not be too ‘free’, if you are unsure please check it with a TL.
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
Then click on the print icon to choose your printer.


Enter the four digit code for King’s Gate MFDs in the Output Device field – KG01.
Click on Print Preview to check your document – see where your free text will appear below.
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

If all okay – click on the print icon at the top.
If not okay – click on the green back arrow to make alterations.
CLOSE THE ACTIVITY
 Once you have completed the Certificate of Registration production you need to record and close the enquiry by
creating a Service Ticket with the completion of the relevant fields. See procedure for Create Service Ticket.
If this is your last query with the customer you also need to click END.
STAMP
If requested by student due to embassy/sponsor/visa reasons, the document should now be signed and stamped as
below:
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MANUAL CoR
Some embassies require additional information on a Certificate of Registration when students are applying for a
Schengen Visa. The student must pay £25 for these manual documents to be produced. The £25 must be paid
before the document is produced. Please see below for a list of the embassies that we need to produce manual
documents for:
DO manual ones (and template Don’t do manual – has
Don’t do manual – and so needs
exists)
been checked with
checking before producing anything
embassy
special
Italy
Sweden
All others
Switzerland
Spain
Austria
Netherlands
Poland (inc travel
dates/separate template)
France
 If you get a request for a manual document with additions from any other countries, pass information about
the requirements to the visa team for them to check it with the embassy before producing a document.
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Ensure the person whose name appears on the document signs the document. PP’ed documents may be
refused.
Back to contents page
Producing a Transcript of Study
Aim:
The aim of this section is to show how to produce a Transcript of Study by accessing SLM via CRM
You need to have found and confirmed the correct account in CRM to follow this process.
Background
A Transcript of Study can be produced upon the request of a former student to confirm the modules, marks and
result of an award. These documents can be produced directly from the system from 2003 onwards and can consist
of single or multiple years of the programme. There is no restriction for printing previous years’ transcripts. For
transcript availability via S3P, please see S3P Availability.
Note: Transcripts required for those who graduated pre 2003 will need to be produced manually – please see below
for how to do this and note that you may also need to make use of Archived Publications and Handbooks depending
on the year of graduation. –(Also initiated dialogue in relation to what Schools do and waiting to hear back from
Liane – SDO).
IMPORTANT: please see information about DEBTORS on page 2 before producing
Screen: Identify Account
Once you have confirmed your account click on the drop down arrow next to Verification Documents and click on
Student Transcript:
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This will take you through to the SLM system to the Student Transcript screen:
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Complete the following information:
Programme of Study
Stage
Student Number
Undergrad/Postgrad
Academic Year
Previous Years
Full Year Final
Insert programme code
Stage of course for the year to be printed (Final stage if all years are required)
Pre-filled
Select Undergraduate or Postgraduate as appropriate
Select Academic year from the drop down as required
Select if a full Transcript containing previous year’s results is required
Select Full Year Final
Print all Module
Attempts
Include Mailing Address
Select Print all Module Attempts
Use Home/Term Time
Address
Signature Block Details
Output Device
Number of Copies
Print Immediately
Print Preview Only
Select Include Mailing Address if the Transcript is to be posted – This will produce a
separate cover sheet with the postal address correctly situated to show in an A4
Window envelope
Select the appropriate address to include on the cover sheet above if used
These fields should be left blank and will default to the Head of Student and Academic
Services
Insert ‘KG01’ as the default printer
Insert the number of copies required to print
Select this option if copy required to be sent to printer
Select this option if you need to preview information prior to printing
When ready click on execute
IF YOU SELECTED PRINT PREVIEW
 If happy, click on the print icon.
 If not, click the green back arrow to change your settings.
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IF YOU SELECTED PRINT IMMEDIATELY
You will get this message to tell you it has gone to the printer ready for you to collect
CLOSE THE ACTIVITY
 Once you have completed the transcript production you need to record and close the enquiry by creating a
Service Ticket with the completion of the relevant fields See procedure for Create Service Ticket.
 If this is your last query with the customer you also need to click END to close the account.
STAMP
If requested by student due to embassy/sponsor/visa reasons, the document should now be stamped as below:
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MANUAL TRANSCRIPT OF STUDY
Transcripts related to study prior to 2003 will need to be produced manually. iTeam produce all UG and PGT
transcripts, with the following exceptions:
RSST:
Transfer ST in CRM
([email protected])
Faculty of Medical Sciences Graduate School:
[email protected] / Fax: 7038
For Undergraduate Medical, Dental, ECLS or PGCE then forward to the following:
Undergraduate Medical School
[email protected]
Dental School Undergraduate (BDS)
[email protected]
Dental School Postgraduate
[email protected]
UG ECLS
[email protected]
(iTeam do produce PGT transcripts but will need to contact ECLS for marks)
PGCE
[email protected]
rd
(hold webstore order as 3 party until ID received and forward both together for these requests)
These requests MUST still be logged in CRM.
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PRODUCING A MANUAL TRANSCRIPT
1. Check R drive for the student record. Previously produced transcripts may be held on the student file. The
dates the student attended the programme are needed.
2. Mark Sheets for each Stage (academic year) are held in the Student Records Archive folder.
3. Once marks sheets are found the transcript needs to be typed. On some mark sheets, only the module code
is listed. To obtain the module title, use the Module Codes from books held in back office – ensure relevant
date to Transcript.
4. Enter Module Code, Title and Result onto Transcript Template, which can be found here:
\\campus\pss\StudentandAcademicServices\InteractionTeam\Projects\Student Services\Student
Progress\Student Records\Templates and Forms\Transcript Templates
5. Repeat above process for all Stages.
6. Change final paragraph, entering correct information relating to Degree title and year awarded.
7. If required, stamp as per screenshot above.
Back to contents page
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Producing a Statement of Qualification
Aim:
The aim of this section is to show how to produce a Statement of Qualifications by accessing SLM via CRM
You need to have found and confirmed the correct account in CRM to follow this process.
Background
A statement of Qualification can be issued upon request from former students who require confirmation of their
award. The Statement of Qualification (SoQ) confirms the student name, number, type of award/course, the date
the course was completed and the date the qualification was awarded. This document does not contain any marks
or classifications.
Many students will want to print a SoQ during and just prior to congregations as they are finished and term has
ended. However there are a couple of reports that Jonathan must run in order to close the student account which
then means SoQ can be produced. One report looks at the progression code for the student and creates the
‘qualification’, the second report then closes the student record – which Jonathan normally does in bulk once all of
the exam boards have met. He can close individual records if we require if a student calls in wanting a SoQ.
You are now ready to produce the Statement of Qualifications
Screen: Identify Account
Once you have confirmed your account click on the drop down arrow next to Verification Documents and click on
Statement of Qualification:
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This will take you through to the SLM system to the Statement of Qualification screen:
Complete the following information:
Selection Period
Internal Qualification
Student
Programme of Study
Faculty/School
Programme Type
Date of Issue
Sort Options
Dates of study. These dates must be just outside the dates of the course.
e.g. Registered 21 Sep 2003, graduated 16 June 2006 – use 1 Sep 2003 and 30 June 2006
Blank
Student number will be automatically filled in
Blank
Blank
Blank
Will automatically fill with today’s date
Leave as set
Print Options
Signer
Post
Printer
Copies
Print Options
Leave as Lesley Braiden
Leave as Academic Registrar
Choose the King’s Gate MFDs – KG01
Normally only one is needed
You can print preview or print straight away
When ready click on execute
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IF YOU SELECTED PRINT PREVIEW
 If happy, click on the print icon
 If not, click the green back arrow to change your settings
IF YOU SELECTED PRINT IMMEDIATELY
You will get this message to tell you it has gone to the printer ready for you to collect
CLOSE THE ACTIVITY
 Once you have completed the Statement of Qualification production you need to record and close the enquiry by
creating a Service Ticket with the completion of the relevant fields See procedure for Create Service Ticket
 If this is your last query with the customer you also need to click END to close the account
STAMP
If requested by student due to embassy/sponsor/visa reasons, the document should now be stamped as below:
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Back to contents page
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Producing a Council Tax Certificate
Aim:
The aim of this section is to show how to produce a Council Tax Certificate by accessing SLM via CRM.
You need to have found and confirmed the correct account in CRM to follow this process.
Background
*A Council Tax Exemption Certificate can be produced for any registered;
 Full time student
 Part time UG student (you need to remove the PT tick, produce it, put the PT tick back in)
 Students on LOA
*Part time PG students are not eligible.
If we get requests e.g. students claiming that they are studying enough hours to get exemption in line with the
council rules – refer them to the school (as only the school can say how many hours they are doing).
The printed certificate is then used by the student to apply for exemption to their local council. Although it is the
property that attracts the tax, each resident will need a certificate to become exempt.
If a certificate needs to be produced retrospectively the key date must be amended to reflect a date within the
academic year for which the certificate is required.
Certificates cannot be produced by the student in advance of the start of term, though I-team can print this
document provided the student is registered.
These documents do not require a university stamp or a signature as they are system generated.
Newcastle City Council no longer requires a Certificate to be submitted as information relating to those students
currently registered at Newcastle University is provided automatically (including PT and LOA students)
ACCESSING COUNCIL TAX CERTIFICATE SCREEN
Screen: Enquirer Identification

Once you have confirmed the correct account, click on the drop down next to Verification Documents and
select Council Tax from the drop down list.
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
This will open the SLM Council Tax Certificate screen and pre fill the student number for the confirmed
account.

Enter the correct information into the fields within this screen:
Selections
Student Number
Key Date
Name of Signer
Date of issue
Pre-filled.
This needs to be any term-time date within the academic
year that this certificate applies to.
Leave as Dr Hogan.
Will be pre-filled with today’s date.
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Print Options
Printer
Copies
Print Immediately
Delete after Print
Preview only

KG01
Type number you require – normally 1.
Already checked for you, leave as it is if you wish to
print.
Already checked for you, leave as it is if you wish to
print.
Use if you wish to preview first (uncheck above two for
this).
When ready, click the execute icon.
IF PRINT PREVIEW
 If all okay – click on the print icon at the top.
 If not okay – click on the green back arrow to make alterations.
IF PRINT IMMEDIATELY
 You will get this message screen.
COLLECT LETTER
 You can collect your document from the printer.
 You do not need to stamp the letter.
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CLOSE THE ACTIVITY
Once you have completed the Council Tax Certificate production you need to record and close the enquiry by
creating a Service Ticket with the completion of the relevant fields. See procedure for Create Service Ticket.

If this is your last query with the customer you also need to click END to close the account
MANUAL COUNCIL TAX EXEMPTION CERTIFICATES
Council Tax Exemption Certificates are usually produced directly from CRM. However there are some circumstances
where the system will not allow these documents to be produced. Examples of this are when a student is registered
as being on Leave of Absence or registered as an External Candidate.
In both these instances the student is still eligible for Council Tax Exemption and a Certificate should be produced
manually from the template provided at: InteractionTeam\Projects\Student Services\Student Progress\Student
Records\Templates and Forms
Back to contents page
Producing a Bank Letter
Aim:
The aim of this section is to show how to produce a Bank Letter by accessing SLM.
To be able to do this, you need to have located your account and confirmed.
Background
When students arrive at the University they will often need to open a student bank account with a local branch. The
banks require evidence in the form of a Bank Letter to be able to do this for the student. Before actually producing
the letter you need to perform the following checks (see other procedures for help in these areas):





Ask student for Smart Card. If not registered ask for offer letter.
Using student number from Smart Card or offer letter reference, access their record on SLM through Student
Master Data (Maintain).
The letter you produce will use the name from the student record and this needs to match the passport
otherwise the bank will reject the letter. It is the student’s responsibility to make sure that the system shows
their name the same as their passport. If this is different the student is required to send an enquiry through
S3P or go directly to their school with their passport.
Check the address data for the student. A term time address must be shown, if there is no term time address
the student must add this themselves through S3P before we can produce this document.
These documents will always require a staff signature and a university stamp. Students cannot generate
these letters from S3P therefore have to request these during the annual registration process or ad hoc
during the academic year in King’s Gate.
You are now ready to produce the letter.
ACCESSING BANK LETTER SCREEN
Screen: Enquirer Identification

Once you have confirmed the correct account, click on the drop down next to Verification Documents and
select Bank Letter from the drop down list.
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
This will open the SLM Student Bank Letter screen and pre fill the student number for the confirmed
account. Please note that the academic year may have to be changed to the year of entry if the student is
not a first year student. If the dates on the letter are incorrect a manual letter may need to be produced.

Enter the correct information into the fields within this screen:
Student Number
Academic Year
Mode of Study
Correspondence (*See below)
Bank Address
Date of Issue
Name of Signer
Position
Pre-filled.
Enter appropriate year.
Are they Full Time or Part Time?
This needs to be the address that the University has sent post to – check this with
the student as this may be different such as an agent address.
The name of the Bank (HSBC or Lloyds etc.)
Defaults to today’s date.
Defaults to your name.
Defaults to ('Student Progress Officer' unless changed here) enter Student
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Services.
If you tick this, you will need to print on letter head paper (required for HSBC
letters).
If not needed, leave blank as this will then print with a black and white crest.
*Correspondence:


Click on the square next to the field.
This will open another window – select the address you require and click on the tick.




When ready, click the execute icon -
This will take you to the screen to select your printer.
Enter the four digit code for King’s Gate MFDs in the Output Device field – KG01.
Select Delete After Output.
Click on Print Preview to check your document.
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



If all okay – click on the print icon.
If not okay – click on the green back arrow to make alterations.
When letter printed, stamp and sign it.
If needed you can do more than one letter (although only one student bank account can be opened) you can
also leave the Bank Address field blank if the student doesn’t know which to choose, however, some banks
may not accept this. As an alternative enter ‘To Whom it may Concern’.
HSBC
HSBC will not accept letters that have printed off the system. In this instance you must tick the ‘Print Without
University Crest’ option (this is the bottom option) and print onto letter headed paper which contains our address.
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CLOSE THE ACTIVITY
 Once you have completed the Bank Letter production you need to record and close the enquiry by creating a
Service Ticket with the completion of the relevant fields. See procedure for Create Service Ticket.
 If this is your last query with the customer you also need to click END to close the account.
Back to contents page
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Producing a Certificate of Qualification
Aim: to show how to produce a Certificate of Qualification (CoQ)
To be able to do this, you need to have located the account and confirmed.
Background
This document is to be provided to undergraduate and postgraduate taught students in support of their application
for a Tier 2 visa (See the Visa web pages for information http://www.ncl.ac.uk/students/progress/visa/Working/).
For research students please refer to RSST using the usual form (see LV2 guidelines)
ACCESSING CERTIFICATE OF QUALIFICATION SCREEN
 From the Enquirer Identification screen, select Certificate of Qualification from the Verification Documents
drop down in the navigation bar
Alternatively the shortcut code in SLM is ZCMPWL01 IF CRM IS DOWN

Click execute (if course code not there, get from student file)
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
Enter the printer name (KG01) and click print preview

Check that all looks as it should* and click print
*Background information on DATES: The start date on this letter has been adjusted to pull the CAS date and the CoP
(confirmation of place) letter date rather than the first date of registration. If you receive a query about this where
dates don’t match, ask a Team Leader (or contact PG admissions / UG admissions as needed).
STAMP
 This document can’t be produced from S3P. It also has as standard a line that says ‘Official University Stamp’
so please stamp as below under the text.
CLOSE THE ACTIVITY
 Once you have completed the CoQ production you need to record and close the enquiry by creating a
Service Ticket with the completion of the relevant fields. See procedure for Create Service Ticket.
 If this is your last query with the customer you also need to click END to close the account.
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Back to contents page
Higher Education Achievement Record
Aim: to show how to produce a Higher Education Achievement Record (HEAR)
Background
In 2012 the University issued a HEAR document to every Undergraduate (Hass and Sage) student. UG (HASS and
SAGE) students will from now on receive a HEAR on graduation (So not Medicine and not Postgraduate).
The HEAR includes information like a transcript but also includes other achievements the student may have.
The HEAR is a SAP document and as such, when Exams and Awards create one for the mass production, a copy is
saved in the students ‘documents’ tab.
Producing a HEAR
 Access student account in SLM
 Click on ‘Documents’ tab
 Open HEAR document from list – this will have already been created and saved to SLM by Exams and Awards
 Load specific HEAR paper* into tray 1 of (black and white) MFD (same way as letterhead)
 Select ‘1 sided print’ and print from ‘tray 1’ in printer properties, then send document to print using printer
name KG01 (again, NOT in colour)
 Once printed, HEAR should then be stamped below Academic Registrars signature – see below.
*Paper for printing a HEAR is stored in the bottom drawer of the in tray filing cabinet – we should not keep any out
on the helpdesk.
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Appendix A
The ‘URL’ appearing on any verification documents produced through S3P is a ‘feature’ of the web browser.
Users can change this setting in their own browser though by selecting FILE > Page Setup (at the top left hand side of
the screen, may be print>page setup) and ensuring nothing is present in the ‘Footer’ field or the 'Header' field.
This cannot be done centrally; it should be done on an individual case by case basis. However, once done whilst a
user is logged in to S3P it should save this as a default setting.
Back to contents page
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Company Verification Requests
Background
We receive requests from employers etc. asking us to verify that a student studied here. These are as a result of the
student having passed information to the employer as part of their application to them. The students will normally sign a
declaration to state that they are happy for the employer to liaise with us and as such happy for us to share this
information directly with the employer (if this is not provided please request one before proceeding).
o
o
Where the company provide us with information pertinent to the candidate they are asking us to verify such as;
name, D.O.B, award attained, dates studied etc, the signed consent form is enough as the level of disclosure is
minimal.
Where the company provide little/no information pertinent to the candidate they are asking us to verify, and
instead are asking us to ‘fill in the gaps’, the level of disclosure here is greater and we should therefore request
student ID in addition to the signed consent.
There is an email template entitled ‘SPS_Verification_of_Study_to_Company’ if you wish to use it.
If these requests are not from a student group we would deal with, pass to;
Undergraduate
 Medical Programmes [email protected] (we do produce for Biomedical Sciences)
 Dentistry Programmes [email protected]
Postgraduate requests should be forwarded as follows:
 Medical Taught Programmes [email protected]
 Medical Research Programmes [email protected]
 PGCE requests [email protected]
 Dentistry Programmes [email protected]
This process does not include Character References asking us to comment on the person, these should be forwarded to the
school.
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