ego Guidance What is ego? Electronic Guildhall Operations (ego) enables you to view and update the live information held by the School, 24 hours a day. You will be able to perform some tasks online such as completing enrolment, paying fees, requesting student status letters, submitting leave of absence requests and editing your personal and contact details. The content you have access to will depend on your enrolment status, course and department and may change throughout the year. Please contact Registry if you have any questions about your unique ego login details. Information in grey refers only to content for new students completing Pre-Enrolment Tasks. Students continuing from one academic year to the next on their course do not need to complete these additional tasks. CONTENTS: 1. Logging On - Username & Password - Multiple course records 2. Homepage - My Student Record o View/update student details and addresses o Update Doctor s Address - My Student Tasks o Request a student status letter o Request a Council Tax letter 3. Enrolment - My Enrolment o Declaration of Health form o Complete Online Enrolment Personal details Immigration Permission/Visa details Address details Data Protection Statement Course details Finance details Terms of Enrolment Confirmation of Enrolment Status 4. Finance - View and Pay Fees - Fees and Funding Links Page 1 of 11
5. Absence - Leave of Absence Request (Music & Technical Theatre only) - My Absences 6. Sundial Court 7. Guidance 1. LOGGING ON Students and Fellows: Your user details are the same as your standard Guildhall School IT account details (the details you use to access your School email and Asimut). If you enter these details three times incorrectly then you will be locked out for 30 minutes. If you have problems with your account details please contact IT. During summer before you start your first course at the Guildhall School students will be provided with instructions to access your Guildhall school IT account details. Fellows should visit IT to get new staff account details. Multiple course records: If you have multiple active courses at the School you will be asked to choose which course record you want to log in to. Previous courses: Only current courses will have active ego content. Multiple current courses: If you are currently registered on more than one course (e.g. some Opera students) then you will be able to access your personal student content (e.g. addresses or Music Leave of Absence records) by logging into either record. However, course-specific content such as fees and enrolment will be specific to the course you have logged into. Applicants: Username: Your Username is generally the alias you created when you applied online, however you can also use your seven digit unique reference number. This applicant/student number is referenced on most communications from the School and should be used if you did not apply online. Password: You generally create your own Password when you apply online, however if you did not apply online you will be provided with one. You are also asked to answer a security question (your mother s maiden name). It is case-sensitive. Updates: Applicants may use the ACCOUNT option to change their password and security question response (e.g. if you spelt it incorrectly). Your password should be between 8 and 12 characters, be mixed case, and include Alpha and Numeric characters. Your password will last for 180 days. You will be prompted to change your password when it has expired. If you forget your password please use the forgotten password option which will permit you to log in. Page 2 of 11
2. HOMEPAGE The Homepage tab on the menu includes basic information from your student record such as name and address, and any standard actions you can undertake (e.g. requesting a student status letter). My Student Record Check my details: You can view some of the information we hold on your student record and update some of the details, such as your Next of Kin and Data Protection information. You cannot edit the information stored in the grey fields, so you should contact Registry if you think any of this information is incorrect. View and edit my current addresses: You can see the home and contact address information we hold on your student record and update it if incorrect. Please note: We define your home address as the address used for correspondence outside term-time and we define your contact address as the address used for correspondence during term-time. Although your administration department will have immediate access to your updated information, your teachers may not regularly update their records from the database so please let them know of any changes (particularly email addresses or mobile numbers). It is important that addresses and phone numbers are entered in the correct fields and in the correct format. In particular: - Phone numbers should be entered as a string of numbers e.g. 07999999999 or 00447999999999 - Non-UK postcodes should not be entered in the postcode field - You should ensure that your address is entered as completely as possible. The only mandatory fields are the first line of the address (Line 1), Town/City and Country; however you must complete the other fields if relevant. Update Doctor s Address If you live close to Sundial Court then you may be able to register with the Neaman Practice, otherwise select "Add Doctor" and you will be prompted to enter your Doctor's details. Memorable Word: This adds an extra level of security to your personal data. If you give your Memorable Word (8-15 characters) to a friend/relation/agent with your Reference Number then they can contact the School on your behalf: otherwise we will be unable to share your information. My Student Tasks This option will only appear when you have fully enrolled. Student Status letter: If you need a letter confirming your student status, you can request one using this option. Page 3 of 11
You will be prompted to add content (such as an addressee) if required and you will be able to preview the letter before you submit your request. It will then be sent to Registry to print and stamp. You will be able to collect the letter from Registry within 1 working day. Use the comments box to let Registry know if someone will be collecting the letter on your behalf. Council Tax letter: If you need a letter specifically for council tax purposes you can request one using this option. It will then be sent to Registry to print and stamp. You will be able to collect the letter from the Registry office on level 2 Frobisher Crescent in the Barbican within 1 working day. Use the comments box to let Registry know if someone will be collecting the letter on your behalf. 3. ENROLMENT Most enrolment information will only be available during the enrolment period. Declaration of Health Form Before beginning the Pre-Enrolment Tasks, you should complete the Declaration of Health form. The Student Affairs Department require this Declaration of Health form to be completed by all students at the start of their course to ensure that they can offer the relevant support if you have any medical condition or disability. The information provided in this form will be made available to the Health and Welfare Manager and is processed in accordance with the City of London's Data Protection Policy. If you have any questions you can contact Student Affairs on +44 (0)20 7382 7219. Complete Online Pre-Enrolment (for new students) / Re-Enrolment (for continuing students) Students beginning a new course will be presented with a link to complete Pre-Enrolment online before completing Enrolment in person at the beginning of Term 1. Students continuing from one academic year to the next on their course will be presented with a link to Re-Enrol online, and a deadline by which this must be completed before the start of Term 1. You will be presented with information held on your student record and asked to check or correct the data. If any of the key information is incorrect then you will be asked to provide details of the error and an email will be sent to the relevant department to check and correct the data. You will not be able to complete the whole enrolment task (and be temporarily or fully enrolled) until you have confirmed that all the information is now correct. If a query is raised, you close the browser or navigate away without completing the enrolment task you will remain not yet enrolled and will be able to return to the enrolment task at a later stage. If you exit the enrolment task you will be returned to the page that you left (if you need to access the previous pages for some reason you will need to contact Registry to restart the task). Page 4 of 11
Personal details: In the Personal Details section, you can: - View and confirm your personal details - Edit your Preferred Name - Edit your National Insurance number - Provide answers to the HESA questions - Inform Registry of any incorrect information regarding your personal details If you have changed your name or the information is not correct, please answer No next to the relevant field. On a subsequent page you will be asked to provide details and an email will be sent to Registry (copied to you). You will then be required to take the relevant evidence to the Registry office, (e.g. a marriage certificate or deed poll). PERSONAL DETAILS You will still be able to continue with the enrolment process if a query is raised in this section. Immigration Permission/Visa details: On this page, you can: - Confirm whether you require immigration permission to study in the UK (i.e. visa or indefinite leave to remain) - View and confirm your current/future visa details - Inform Registry of any incorrect information regarding your visa or immigration status The first page of this section checks whether you need a visa or special immigration permission to study in the UK. If your answer does not match our records, a query will be placed on your record. Registry will be emailed (copied to you) and you will be unable to continue further until this is resolved. If you are a visa holder, you will be required to check the information we hold about your current visas and future visa applications. If any of the information is incorrect please answer No next to the relevant field. On the next page you will be asked to explain, and an email will be sent to Registry (copied to you). A query will be placed on your record and you will be unable to continue further until this is resolved. New students: You must then bring your passport and visa to Enrolment in the Silk Street Foyer to be copied. Continuing students: You must then bring your passport and visa to the Registry office to be copied for termly re-enrolment as normal. Registry will be in the Silk Street Foyer on the first two days of Term 1. IMMIGRATION PERMISSION/VISA DETAILS You will not be able to continue with the enrolment process with a visa query until it is resolved by Registry. Address details: On this page, you can: Page 5 of 11
- View and confirm/update your current contact address (correspondence address during term-time) - View and confirm/update your current home address (correspondence address outside term-time) It is important that addresses and phone numbers are entered in the correct fields and in the correct format. In particular: - Phone numbers should be entered as a string of numbers e.g. 07999999999 or 00447999999999 - Non-UK postcodes should not be entered in the postcode field - You should ensure that your address is entered as completely as possible. The only mandatory fields are the first line of the address (Line 1), Town/City and Country; however you must complete the other fields if relevant. When you move into a new address, you can update your address using the option on the ego home page. Data Protection Statement/Term-time accommodation: Occasionally we may be asked for a student s contact details by other students or by potential employers. Please let us know whether you give permission to share contact details using the options in the drop down list. You should select the most relevant type of term-time accommodation (even if you haven t moved in yet). Course details: On this page, you can: - View and confirm your current course details - View and confirm your mode of attendance full-time/part-time (for postgraduates) - View and confirm the highest qualification you hold (e.g. A-Levels for undergraduates or a BA/BMus for postgraduates) - Inform Registry of any incorrect information regarding your course details It is important that you check this information carefully. The Highest Qualification refers to the highest full qualification that you already hold. If you have achieved a new qualification since you started at the Guildhall School then the information we hold may be out of date and you should let us know so we can update it. If you are a postgraduate student remember to check that your mode of attendance is correct. If you are on the Guildhall Artist Masters Programme then the year on course refers to the year of study on the overall programme rather than Part 1 or Part 2. This may be a little complicated but as an example: if you started on the Graduate Certificate year and are now on your second part-time year of Part 1 then you would be on Year 3. If any of the information is incorrect please answer No next to the relevant field. On the next page you will be asked to explain, and an email will be sent to Registry (copied to you). A query will be placed on your record and you will be unable to continue further until this is resolved. COURSE DETAILS Page 6 of 11
You will not be able to continue with the enrolment process with a course query until it is resolved by Registry. Finance details: On this page, you can: - View live information about your fees, tuition fee scholarships, loans and payments. - Inform Finance of any incorrect information regarding your fee details The sections of the fees table are explained as follows: - Total Fee Due: This is the total tuition fee for your course - Scholarships: Guildhall School internal tuition fee scholarships will be displayed here. Any external scholarships will be logged as payments. Maintenance scholarships will not be displayed. - Loans: Tuition Fee Loans from Student Finance England, SAAS, DELNI and Student Finance Wales will be displayed here once approved. If your loan application has been received but not fully approved the amount may show as 0. This may mean that they are still assessing your application or that you need to undertake further action such as signing and returning the Student Entitlement form. Students with written confirmation of SAAS loans are advised to send them to finance@gsmd.ac.uk or take them to the Finance office since we may not receive electronic confirmation until after the start of term. New students will need to show their Notification Form at enrolment. Continuing students should not need to bring their loan Notification Form to Finance unless there is a problem or unless they are living in Sundial Court and wish to use their maintenance amount to pay the rent. - Payments: Payments may take up to three working days to be displayed and bank transfers (particularly from international accounts) may take longer. - Total fee due from you: The total fee due from you is calculated by deducting scholarships and loans from the Total Fee Due. This is the value that instalment amounts will be calculated from. - Total fee remaining: This is calculated by deducting any payments from the Total Fee Due. You may pay the fee remaining via Paypal. - 1 st instalments remaining: If there are any fees due from you, instalment amounts are calculated (in the proportions 40%, 30%, 30%) and any payments are deducted from each instalment in turn. If you are paying in instalments you must complete and sign the instalment form supplied. If any of the information is incorrect please answer No next to the relevant field. On the next page you will be asked to explain, and an email will be sent to Finance (copied to you). A query will be placed on your record and you will be unable to continue further until this is resolved. FINANCE DETAILS You will not be able to continue with the enrolment process with a fee query until it is resolved by Finance. Page 7 of 11
Terms of Enrolment: All students must sign up to our terms of enrolment. If you have any queries about this or would like to read the policies referred to in more details please contact Registry. TERMS OF ENROLMENT You will not be able to continue with the enrolment process until you have accepted the terms of enrolment. Confirmation of Enrolment Status: You will now be presented with a page which confirms whether you are fully enrolled yet. You should also receive an email confirming your status. Completion of Pre-Enrolment Tasks When you have completed all the Pre-Enrolment Tasks, you must provide evidence of your identity in person to a member of Registry staff. This should ideally be done during Enrolment in the Silk Street Foyer at the beginning of Term 1, or alternatively in Registry on Level 2 of the Barbican. You cannot be enrolled (or temporarily enrolled) until you have provided evidence of your identity. Fully enrolled students If you are fully enrolled, you will be able to request a status letter when you next log in. You will no longer be able to access the Complete online reenrolment task. All other students: You will be notified of the reasons why you are not yet enrolled (e.g. library debt). If you have any queries about this please contact the relevant department. As each item is cleared, you should receive an update via email. When all items are cleared you will be notified that you are fully enrolled. 4. FEES and FUNDING View and Pay Fees You can use this link at any point during the year to see live information about your fees, tuition fee scholarships, loans and payments. If you have any queries about this information please contact Finance. If there are any errors (e.g. if the fee paid is more than the fee due) then a message advising you to contact finance will be displayed. The sections of the fees table are explained as follows: - Total Fee Due: This is the total tuition fee for your course - Scholarships: Guildhall School internal tuition fee scholarships will be displayed here. Any external scholarships will be logged as payments. Maintenance scholarships will not be displayed. - Loans: Tuition Fee Loans from Student Finance England, SAAS, DELNI and Student Finance Wales will be displayed here once approved. If your loan application has been received but not fully approved Page 8 of 11
the amount may show as 0. This may mean that they are still assessing your application or that you need to undertake further action such as signing and returning the Student Entitlement form. Students with written confirmation of SAAS loans are advised to send them to finance@gsmd.ac.uk or take them to the Finance office since we may not receive electronic confirmation until after the start of term. New students will need to show their Notification Form at enrolment. Continuing students should not need to bring their loan Notification Form to Finance unless there is a problem or unless they are living in Sundial Court and wish to use their maintenance amount to pay the rent. - Payments: Payments may take up to three working days to be displayed and bank transfers (particularly from international accounts) may take longer. - Total fee due from you: The total fee due from you is calculated by deducting scholarships and loans from the Total Fee Due. This is the value that instalment amounts will be calculated from. - Total fee remaining: This is calculated by deducting any payments from the Total Fee Due. You may pay the fee remaining via Paypal. - 1 st instalments remaining: If there are any fees due from you, instalment amounts are calculated (in the proportions 40%, 30%, 30%) and any payments are deducted from each instalment in turn. If you are paying in instalments you must complete and sign the instalment form supplied. You will be provided with links to pay any outstanding fees online via Paypal using a credit or debit card or Paypal account. Fees and Funding Links Links have been provided to relevant documents including the Tuition Fee, Enrolment and Debt Collection policy, Tuition Fee List for the current academic year, Fees and Funding (information also available on the intranet) and the Instalment Form. Apply for a Guildhall School Scholarship Continuing students can use this option to apply for a Guildhall School scholarship. You can apply at any stage once applications have opened, however please note that applications submitted after the given deadline will be marked as late. You can save your application part-way through but once submitted you will not be able to edit it. My Scholarship Applications Once submitted you can view your scholarship application(s) here (2015 onwards) My Scholarships If you have been awarded a Guildhall School scholarship you will be able to view the amount awarded here, along with the Terms and Conditions for the relevant year (2015 onwards) My Scholarship Requirements Information about any conditions of your scholarship (including thank you letters) will be available here (2015 onwards). Page 9 of 11
5. LEAVE OF ABSENCE REQUEST (Music & Technical Theatre only) Leave of Absence /Permission to Work Request You will be asked to complete a set of data with information about your absence. Please provide as much information as possible and complete all the mandatory information. Once you have entered the data and clicked Next an email will be sent to the first approver and they will log in to their own ego account to approve or reject the request. You will be sent an automated email when the request is approved or rejected. My absences You can view your historic absence requests and those in progress by clicking on this option. A summary of the information will be presented initially and you can then select an individual absence and use the drop-down box at the bottom of the page to view more details. At the bottom of the detailed absence page you can click on a link to take you back to the full list of absences. 6. SUNDIAL COURT (Residents only) My Sundial Court Applications: All Sundial applications from 2014/15 are listed. There will be a link on any active applications to further details. Further details Summary: Here you should find: A summary of your Sundial Court status (i.e. Application) Information on fees and deposits Orientation information Contact details of your Sundial Court Co-ordinator (if applicable) Actions: Any actions related to your application are displayed here: Cancel your application (up to the deadline) Edit your application (up to the deadline) Pay fees Print Student Signatory Form Information: General information will be displayed here, including: Accommodation Guidance External accommodation information Terms and Conditions & A-Z Page 10 of 11
Move in Day instructions Internet terms and conditions View Application: You can view the content of your Sundial Court Application. Sundial Deposits and Fees: You can pay your fees online, set up a standing order, and track your deposit and fee payments Sundial Court Letter request: When you have paid your deposit and returned your Signatory Form you will be able to order a proof of address letter, and residents reference letter. The content of these letters will depend on whether you have moved in or not. Provide absence dates during Christmas break (when active) In November Sundial Court residents will be prompted to use this option to provide the dates that they will be absent from Sundial Court during the Christmas vacation. For safety and security reasons, this information will be provided to security staff and the Residential Warden on duty. You can either record that you will be present at Sundial Court during the full Christmas period, or can add one or more records of the dates when you will be absent. You can change your absence record if your plans change (note: absence dates cannot be changed retrospectively). If you are eligible and have submitted an application for Sundial Court student accommodation then you will be able to view information about your application. 7. GUIDANCE Provides a link to this Guidance document. Problems If you get an error message that you can t understand at any stage, please take a screen shot of the error message and email it to registry@gsmd.ac.uk Page 11 of 11