Frequently asked questions

  • On this page, we aim to answer some of the questions we are frequently asked by current Brookes students. Where possible, we provide links to sites where additional information can be found. 

    If you cannot find an answer to your question here, please contact Student Central.
     

    Questions

    PIP and programme advice

    Academic and programme support

    Changes to programme

    Permanent and temporary withdrawal

    Mitigating circumstances

    Examinations and results

    General enquiries

  • Answers

    PIP and programme advice

    I'm unable to log onto PIP. What can I do?

    There may be a number of reasons why you are unable to access your PIP page and Student Central will be able to advise you of why and offer you advice on resolving any issues. Possibilities include:

    • You have not successfully completed your enrolment. All students need to enrol at the start of their academic year. If you are a continuing student this is normally done on PIP. If you are experiencing any difficulties with your online enrolment, please contact Student Central.
    • You have forgotten your password. Student Central and the IT Help Desk are able to issue you with a new password.
    • It is after Week 4 and you are yet to add any modules to your programme of study. Please contact Student Central or your Student Support Co-ordinators for advice.
    • You have a financial block as you have not paid your tuition fees
    • You are a Tier 4 international student and have been asked to scan your passport and/or visa. Please come to the Student Central counter to resolve this.

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    I'm struggling to register my modules on PIP. Where can I get some help?

    The Course and Student Administration Team have produced a PIP Student Guide (PDF).

    They also offer drop-in sessions at Student Central in the JHBB during Week 0 of each semester.

    The Student Central Advice Team or your Student Support Co-ordinator are also available to help with any queries you have regarding your PIP page.

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    I can't decide which modules to take. Where can I find more information before I make a final decision?

    You can find module descriptions on PIP and will be able to view both shortened descriptions and full syllabus details.

    If you would like advice and guidance on which modules to choose, please contact your Academic Adviser or Student Support Co-ordinator. Their contact details can be found on your 'Record and Results' page on PIP.

    For postgraduate students, your Subject Co-ordinator is your Academic Adviser.

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    Where can I find my timetable?

    You can view your current timetable by accessing your Google Calendar. For more details, see Calendar

    To view a future semester's timetable, click on your ‘Record and Results’ page on PIP. On the lefthand side of your module selections, you will see each semester highlighted in blue. Click on the semester you wish to view, e.g. JAN-2016. Whilst we endeavour to have all the timetabling information available for the current academic year, you may find that some of the room details may not be confirmed yet. However, these should start to appear nearer the start of the semester you are interested in.

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    How do I request a change to my timetable?

    Please note that some modules are only taught during one slot per academic year, where this occurs, you will be unable to request a change. If it is indicated on PIP that there is more than one slot available, please see below for guidance:

    • If you find you are not able to attend your allocated timetable slots for a valid reason such as work commitments or difficulties travelling between campuses, then you can request to change to another timetable slot by clicking on the 'Make Timetabling Request' link found on the lefthand side of your module selections.  Use this page to select an alternative slot for practical/seminar groups.
    • Please note, if your request creates a timetable clash, then it will not be processed.  If you wish to change your seminar group after Week 0, then the timetabling request will go to the Module Leader for approval.  You should always add comments to support your timetabling request.

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    I have care commitments and need to change my timetable. What should I do?

    If you have care commitments, then the best way of requesting that you are  timetabled into the advertised seminar slots (i.e. those nearest the lectures) is to email the Student Records Team. They will flag you on our system as having care commitments and our timetabling program will endeavour to always put you in the first run or set of all the modules you are registered for, so that you are able to arrange childcare well in advance.

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    I'm unable to save a change to my programme of study. What should I do?

    It is likely that you are unable to save changes to your programme of study because the number of error messages have increased. It is important that you do not ignore any error messages on your PIP page as they indicate that your programme of study is incorrect. Please see the Error messages in PIP for more information.

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    I wish to add a module to my programme of study but have missed the addition deadline. What should I do?

    If you have missed the module addition deadline, you can request to add a module as follows:

    You can request a late addition via your PIP page by selecting the module you wish to take. To the right of the timetable details (the dates showing when the module runs), you will see the 'Late Addition Request' link. Complete the details and select submit. This will automatically send a request via PIP to the Module Leader. To check on the progress of this online request, please access your 'My File' tab and the 'Track My Requests' link.

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    Academic and programme support

    Who are my Academic Advisers and Student Support Co-ordinators?

    The contact details of your Academic Adviser and Student Support Co-ordinator can be found via a link on your 'Record and Results' page on PIP. If you are a postgraduate student, your Academic Adviser is your Subject Co-ordinator.

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    Can I change my Academic Adviser?

    It is possible for Undergraduate Modular Programme students to request to change Academic Advisers. Before you submit the request to change, please speak to the person who you would like to be your new Academic Adviser. To request the change:

    • Access your 'Record and Results' page on PIP. Next to where the current Academic Adviser's name is stated, click on the link for 'Request change'.
    • Your proposed new Academic Adviser will then either accept or decline your request. If agreed, your original Academic Adviser will receive notification via PIP.
    • To check on the progress of this online request, please access your 'My File' tab and the 'Track My Requests' link.

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    Programme of study changes

    How do I change my subject of study?

    Postgraduate or non-UMP students should complete the appropriate form: Student Request Forms

    If you are an undergraduate student, please follow the subject change guidance available on the Student Central website.

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    I am a full-time student. Can I change my mode of study to part time?

    Please read the following information about  studying part time before making the change.

    • Before changing your mode of study, we would recommend discussing the implications to your programme of study with your Academic Adviser, Subject Co-ordinator or Student Support Co-ordinator.
    • To request the change, students will need to complete the appropriate form and return it to Student Central. Forms are available at: Student Request Forms
    • If you are in receipt of funding from Student Finance England, we would recommend that you contact them to discuss any implications the change in mode of study may have on your funding.
    • If you are an international student, it is important that you contact the  International Student Advice Team before making any changes to your mode of study.

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    How do I change my Joint Honours award to Major/Minor?

    Please note that Joint Honours students will only need to submit a request a change to Major/Minor when compiling your Stage II programme of study.

    • You can make the change at any point during Stage II of your programme of study. To do this, access your 'Record and Results' page on PIP and click on the 'Change balance of subjects' link located below the details of your current subject(s).
    • Select your Major/Minor subjects and click on the 'OK' button. PIP will then check whether your programme of study meets the requirements of your new balance of subjects and will generate a revised summary and set of errors/warnings if applicable.
    • If you haven't increased the number of error messages then you will be able to select 'Save Programme' at the bottom of your 'Record and Results' page. If your error messages have increased then you will not be able to save the change until you have made appropriate changes to your programme of study.
    • For details on the requirements of a major/minor award, please see the UMP Regulations and meet with your Student Support Co-ordinator.

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    How do I change my expected completion date?

    UMP Students

    Before requesting the extension to your studies, please consider the following:

    • Does the extension mean that you are going to have taken more than 22 modules in Stage II of your programme? If so, you will be in breach of Regulation B2.7 vi and will no longer qualify for an Honours degree.
    • If you are in receipt of funding, have you investigated the funding available during your extension period? If you are unsure, please contact the Brookes Union Advice Service.
    • If you are an international student on a Tier 4 visa, please contact the International Student Advice Team before requesting the change.
    • To request the change, please contact the Student Records Team stating the length of extension you require.

    Postgraduate Students

    You should seek advice from your Student Support Co-ordinator(s) or Academic Advisor and check the Postgraduate regulations.

    Please submit a request via an F50 form to the Course & Student Administration Team

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    Permanent and temporary withdrawal

    Can I take time out from my course?

    If you are feeling unwell or are experiencing personal difficulties and feel that a period of 'time out' or 'temporary withdrawal' from your course will help, you can request a break from your course. Please see Time out from your course for more information.

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    I'm returning from a period of time out. What do I need to do?

    Prior to the start of semester you should be able to complete your online enrolment. If you are unable to enrol online, please contact Student Central for advice.

    Once you are enrolled, we would recommend that you arrange to meet with your Academic Adviser or Student Support Co-ordinator for advice on your programme.

    If you are an international student on a Tier 4 visa, please contact the International Student Advice Team for advice about getting a new visa.

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    I'm unhappy with my course. What should I do?

    If you are unhappy at the University, please contact your Student Support Co-ordinator, Academic Adviser or the Brookes Union Advice Service who can talk through your options with you such as changing subject, taking time out or withdrawing permanently.

    If you are an international student on a Tier 4 visa, please contact the International Student Advice Team for advice before making the decision to permanently withdraw.

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    Mitigating circumstances

    I'm unable to open the mitigating circumstances form?

    The electronic mitigating circumstances form can be found towards the top of your 'Record and Results' page on PIP. Please use Internet Explorer when accessing this document. If you are experiencing difficulties accessing this document, please contact Student Central.

    You should submit your claim and your evidence as soon as possible and in any case always BEFORE an assessment deadline or exam. If you miss a deadline without approved mitigating circumstances, you will receive ZERO for that assessment.

    If you are unable to submit an assignment today and are unable to access the mitigating circumstances form, please submit the work you have completed so far before the deadline and submit the mitigating circumstances form as soon as possible.

    For more information about the process, see our Mitigating circumstances pages.

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    I’ve applied for mitigating circumstances but I have not received a response. What should I do?

    If you have requested an allowance of more than one week's extension for a module in the current semester and you have not submitted any evidence to support your claim, please submit your evidence as soon as possible to t he Student Records Team or in person to Student Central. Your application will only be considered once both the form and the evidence have been submitted.

    Please contact your Module Leader directly if you have requested up to one week's extension and have not received a response.

    If it has been more than 10 working days since you submitted your request for an allowance of more than one week (Options 2 or 3), please contact the Faculty Mitigating Circumstances Secretary:

    If you submitted your mitigating circumstances claim after the mitigating circumstances deadline at the end of each semester, please contact Late Mitigating Circumstances or contact Student Central.

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    Examinations and results

    How do I find out where and when my examinations are?

    Your individual examination timetable can be found using the 'Exam and Assessment Schedule' tab on your PIP page. The examination timetable, showing the date and time, is publishing on PIP in Week 7. Information regarding the exam room is added to PIP in Week 10.

    This information is also on the Brookes Google Calendar and available on the Examinations Team website.

    Please do not make plans for holidays or to return home from the University until you know the date of your last examination.

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    Where can I find my results?

    You can view your results (i.e. your module marks and grades) by clicking on the 'Record and Results' tab located near the top of your PIP page. Please see our Results and awards section for a full explanation of grading schemes, examination letters and degree classifications.

    If you are unable to access your results, please contact Student Central for advice. However it may be because:

    • you didn’t show your student card at your exam(s). If so, please bring your student card to the Student Central counter
    • you have outstanding fees to pay. Please contact Student Finance.

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    I’ve received a resit. When will it be held?

    Resits examinations are held around the Easter vacation for Semester 1 examinations and in July for Semester 2 examinations. Examination session dates: http://www.brookes.ac.uk/students/exams/dates/sessions/

    For resit coursework, you should be informed of your deadline via your 'Record and Results' page in PIP, by clicking on the blue ‘Resit Coursework’ link.

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    I have failed a module. What should I do?

    First, contact your Student Support Co-ordinator or Academic Advisor for advice.

    If the module is a compulsory requirement of your programme, you will be required to retake the module you have failed.

    If it is an optional module, you can retake or register for an alternative module.

    Taking an additional module will incur a fee. For more details on the cost of taking additional modules, please see the tuition fees page.

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    I’m unhappy with the results I have received and would like to request a review.

    It is not possible to alter your results simply because you disagree with the examiner about the level of your performance. If you are unhappy with your results, please take the following steps:

    • Firstly, obtain feedback from the Module Leader.
    • If your feedback does not clarify the reason for the mark you have received, then please arrange to speak to your Module Leader directly. If you are not comfortable speaking to your Module Leader, then please contact your Student Support Co-ordinator.
    • If after this discussion you believe you have grounds for a review, then please submit a request to review within one month of the results being published. For more information about grounds under which a review can take place, please see Request to Review/Appeal the Decision of an Examiner. Please be aware that you cannot challenge an academic judgement.  
    • To find out if you have a case for appeal and how best to present it, the Brookes Union Advice Service are on hand to offer advice.

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    General enquiries

    How do I order a transcript/copy of my Academic Record?

    All students receive a transcript upon completion of their course. Additional copies may be requested: please see our Certificates, awards verification and transcripts section for more details.

    Where can I find the University’s academic year dates?

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    How can I obtain a Council Tax Exemption letter?

    If you are enrolled as a full-time student you will be exempt from paying Council Tax. To confirm your Council Tax Exemption please follow the steps below:

    • Firstly, you will need to update your Semester/Term-time address to do this log-in to your PIP page using the instructions provided to you at your enrolment. Click on the ‘My PIP’ tab on your PIP page.
    • On the ‘My PIP’ tab click on the ‘To view or alter further address and telephone details’ link found on the right side of the page towards the bottom.
    • On the next page click ‘Change this address’ in the Semester/Term-time address
    • Enter your correct Semester/Term-time address and click update make sure your postcode is in the correct format (eg.:OX30BP).
    • On the next page select the correct type of accommodation and click confirm. You will then be shown the Personal Address scheme again – check that your Semester/Term-time address has been updated and is shown correctly.

    After updating your address the next step depends on where you live:

    If you live within the Oxford city boundaries, You will need to register your student status via the Oxford City Council website http://www.oxford.gov.uk/PageRender/decCB/Students_occw.htm. This means you do not need to obtain a Council Tax Exemption Certificate.

    If you receive reminder from the Council even after registering DO NOT ignore them. It is your responsibility to ensure that the Council are aware of your student status but please be aware that you will still be liable for Council Tax payments until the Council have received confirmation that all members of the household are exempt from Council Tax.

    If you wish to opt out of your student status being notified to Oxford City Council please contact Student Central by emailing  studentcentral@brookes.ac.uk.

     

    If you live outside of the Oxford City area you can obtain a hard copy Council Tax Certificate (email copies are not available as they are not accepted by Councils) in person at the Student Central counter in the JHB Building at Gipsy Lane or alternatively you can request that a Council Tax Certificate is posted out to your Semester/Term-time address by emailing  studentcentral@brookes.ac.uk. Certificates at our counter are produced while you wait, obtaining a certificate by post will take 4-5 days.  

    Students are only eligible for Council Tax Exemption if they are fully enrolled and studying on a full-time course. Research students on write-up mode need to contact the Research Degrees Team.

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    How do I get a replacement student card?

    You are expected to keep your student card for the duration of your course. However, if you have lost it and would like to order a new one, please visit our online shop or the Student Central counter.

    Replacement student cards incur a fee of £10 unless you are able to demonstrate that it was stolen by providing a crime reference number or your expected completion date has changed. Please bring ID with you when you come to collect your replacement student card from the Student Central counter.

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    I need a letter confirming that I am a student at Oxford Brookes. Where do I get this?

    An attendance certificate or 'Proof of Enrolment' is a document that you may need for a wide variety of situations including, opening a student bank account, as a reference for a letting Agent or if you need to apply for a Schengen Visa. Attendance Certificates can be issued to students once you have completed your full enrolment. You will also need to update your term time address before requesting the Attendance Certificate as for most uses the address must appear on the Certificate.

    To update of add your Semester/ Term-time address please follow the steps below:

    • Log-in to your PIP page using the instructions provided to you at your enrolment. Click on the ‘My PIP’ tab on your PIP page.
    • On the ‘My PIP’ tab click on the ‘To view or alter further address and telephone details’ link found on the right side of the page towards the bottom.
    • On the next page click ‘Change this address’ in the Semester/Term-time address
    • Enter your correct Semester/Term-time address and click update
    • On the next page select the correct type of accommodation and click confirm. You will then be shown the Personal Address scheme again – check that your Semester/Term-time address has been updated and is shown correctly.

    After updating your address you can request an Attendance Certificate in person at the Student Central counter in the JHB Building at Gipsy Lane or alternatively you can request an Attendance Certificate is posted out to your Semester/Term-time address by emailing  studentcentral@brookes.ac.uk. Certificates at our counter are produced while you wait, obtaining a certificate by post will take 4-5 days.   

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    I have moved to a new address. How do I inform the University of this?

    It is important that we have up-to-date address information for you so that we are able to remain in contact with you for the duration of your course. The quickest was to make a change to your address is to do so on the 'My details' page using your PIP.

    If you are an international student with a Tier 4 visa, you also need to update the Home Office and your Police Registration Certificate (if you have to register) with your new contact details. If you have any questions, talk to the International Student Advice Team.

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    I am experiencing financial difficulties. Is there anything I can do?

    If you are struggling financially, there are a number of people available to help:

    • If you are struggling to pay your fees, it is always helpful to keep the Student Finance Office informed.
    • If you have applied for financial support from Student Finance England but there has been a delay with the processing of your application, please come to Student Central to find out more about the Emergency Loan Application.
    • The Financial Aid team within Student Central offers support to students who find themselves in unexpected financial difficulties during studies. Please see the Financial Aid page for more information and the application form.

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    Will I have access to University facilities after I have completed my course?

    In some instances students will have continued access to specific Oxford Brookes facilities beyond their completion dates, as recorded on the student record system. The facilities are the Personal Information Portal pages, Brookes Googlemail, the Oxford Brookes Library and PC Network.

    Explanation of Access to Oxford Brookes Facilities Beyond Students’ Completion Dates

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