Student Records

Student Records holds the details of all students registered at the University. They are responsible for enrolment, Bursaries, Council Tax letters, bank letters, visa letters, general attendance letters, term dates, liaison with Local Authorities, Student Finance England and Student Loan Company, maintenance of the student record database and reference requests.
Student Records are located within the Information Centres at Stoke and Stafford.

About Enrolment

Enrolment is the administrative process that you need to go through in order to become a student of Staffordshire University.

Full time students on campus

After you have completed e-enrolment you will be required to attend a stage 2 session. For more information on e-enrolment visit our designated e-enrolment web pages.

Home and EU students will be required to show ID at enrolment. See Valid ID Documents section below for more information.

International Students every enrolment will be required to show their passport and visa along with handing in a photocopy of each of these for our reference.

Part time Students

You will need to complete e-enrolment via the student portal (MyPortal). For more information on e-enrolment visit our designated e-enrolment web pages.

Private Partner Students 

Most private partner students will complete e-enrolment via the student portal (MyPortal). For more information on e-enrolment visit our designated e-enrolment web pages.

National Design Academy Students will need to complete enrolment via the NDA portal for more information visit National Design Academy 

SURF College Students

Full time and part time SURF students will complete e-enrolment via the student portal (MyPortal). For more information on e-enrolment visit our designated e-enrolment web pages.

Full time New Entrants On Campus UK and EU Students

When you complete stage 2 enrolment you will will need to show two forms of ID, one of which needs to be photographic.

Examples can be:

• Passport

• Driving licence (photo card)

• Utilities bill (e.g. mobile phone bill confirming your name and address)

• Bank card

• Old College card

All On Campus Overseas Students

When you complete stage 2 enrolment, each academic session, you will need to show your passport and your visa along with handing in a photocopy of each of these for our reference.

About Student ID Cards

A student card can only be issued if we hold a photograph of you. Please log onto MyPortal to upload a photo or post one to: Lynn Hassall, Staffordshire University, College Road, Stoke on Trent. ST4 2DE or email l.hassall@staffs.ac.uk.

Full time on campus students
On completion of E-Enrolment and stage 2 enrolment (on commencement of your course) you can collect your Student ID Card from designated enrolment points in September or after that time from the Information Centres. Your Student ID Card will also be your library card and Students' Union card.

Part time and Distance Learning students 
Your student card will be posted to your home address.

Partner Colleges/UK Private Partners (except National Design Academy)/SURF students 
On completion of e-enrolment and submission of a student photograph, your student ID card will be posted to your College for distribution. 

National Design Academy
On completion of enrolment and submission of a student photograph, your student ID card will be posted to your home address.

Placement students
Students on industrial placement can request a Student ID Card in writing to Lynn Hassall, Staffordshire University, College Road, Stoke on Trent. ST4 2DE or email l.hassall@staffs.ac.uk.  On confirmation from your Faculty Office that your placement has commenced your card will be posted to your local address.

Change your Image
Students who wish to change the image on their Student ID Card need to complete an image amendment form (DOC, file size: 28.5KB)  and bring it with their new photograph to the Information Centre at Stoke or Stafford. Please log onto MyPortal to upload a photo or post one to: Lynn Hassall, Staffordshire University, College Road, Stoke on Trent. ST4 2DE or email l.hassall@staffs.ac.uk.

Lost Student Card
If you lose your Student ID Card a replacement can be obtained on request at the Information Centres.  A first replacement will cost £5.00 unless your card has been reported stolen to the police and you can provide a crime reference number.

New students will be issued with a username and password that will enable you to log-on to the student computers and access your email account; it also forms part of your email address.

Your username is printed on your Student ID Card.  It will be 2 lower case letters and 6 numbers.  Existing students will keep the format ha403382 and new students from 10/11 will be issued with the format h403382a.

To begin with, your password will be your date of birth as a 6 digit number dd/mm/yy eg. if your date of birth is 30th September 1982 then your password would be 300982.

IMPORTANT: After logging on for the first time, you must change your password.  Do not continue to use your date of birth.

Should you experience any problems with your username and password please contact the Student IT Helpdesks.

More information on Term Dates / Student Calendar

About Staffordshire University Full time Undergraduate Bursaries for Home Students

We offer a range of bursaries to help support your studies. Whatever your background we are confident that our new fee and access policy is fair and makes university an affordable option. You apply for the University Bursary when you apply for your Loans and Grants. This data is passed to the University and we assess your entitlement. Letters confirming your bursary will be sent out by November each year. If you are expecting a bursary but do not receive a letter by the end of November, please call into the Information Centre at Stoke or Stafford. Bursary payments are made at the end of February and the end of May

Visit our Fees and Funding pages for more information regarding our University Bursaries.

About Student Loans

On Campus Students

If you have applied for a student loan you will receive a Financial Assessment form detailing your payments. Full time on campus students will activate their loan by completing stage 2 enrolment.

The Student Loan Company provide the University with your Student Support Number which should be quoted on any correspondance for example SFDI12345678. However, some students receiving late assessments might have a delay in receiving this number. If you are in this situation, bring your paperwork into the Information Centre at Stoke or Stafford and we will manually up-date your Student Support Number. To check whether we have your Student Support Number, look at 'MyDetails' via MyPortal.

Full time Off Campus Students

Partner College, SURF College, Private Partner students should take their Financial Assessment form to their Institution, who will email the University to activate your student loan or grant.

How long will it take?

The University will forward the Student Support Numbers each evening to the Student Loans Company at 4:00pm.  This will initiate a BACS transfer payment directly into your nominated bank/building society account within 3/4 working days.

If you have any queries please contact:

Stoke 01782 295705 or
Stafford: 01785 353253

The Students' Union Money Doctor also has useful pages with information, advice and guidance on Money.

About Council Tax Certificates

If you are a full time student living with other full time students, then you will not be liable to pay Council Tax. Full time students living with non-students are also not liable for Council Tax but the house will still attract the tax which the non-student will have to pay. If there is only one adult non-student in the house, the Council Tax bill should be reduced by 25%. This has been the position since 6th April 2004.

The University will provide the local Council Tax offices (Stoke & Newcastle Under Lyme) with lists of full-time students to ensure exemption.  If you wish, you can request a Council Tax exemption certificate from the Student Records Office in the Information Centres at Stoke and Stafford from the last week of October.  You will require to show your current Student ID Card.  The certificate will be ready for collection within 3 working days.  Should you have any queries regarding the Council Tax you should contact your local Council Tax office.

If you are studying on a part-time course, you are not eligible for a council tax certificate (unless you are repeating part-time in a full-time award).

About Attendance Letters/Proof of Student Status Letters

Students requiring letters confirming their student status at the University should call into the Information Centres at Stoke or Stafford. You will require your current Student Card. The letter will be ready to collect within 3 working days. At busy times of the year this will increase to 5 days depending upon demand.

The letter will state your name, date of birth, full-time or part-time study, award title, start date and expected graduation date.  Confirmation of term time address can only be included in you are in Halls of Residence owned by Staffordshire University.

VISA/Confirmation of Acceptance for Studies Letters

Please note that there are important changes that will affect all future visa extensions.

With effect from the 22nd February 2010 it will no longer be possible to use a visa letter when applying for a visa extension; instead you will need a Confirmation of Acceptance for Studies number.

Due to these changes, the last day that you can request a visa letter from the University is the 15th February 2010, after that date you will need to request a Confirmation of Acceptance for Studies and use the number given when you apply for a visa.

You will need to pay £13 for the Confirmation of Acceptance for Studies, this is the fee that the UKBA charges for each Confirmation of Acceptance for Studies that the University uses.

To request a CAS Number for your extension application, please use our online form

If you are applying for a visa extension in February, it is very important that you do not send a visa extension application with a visa letter to the UKBA after the 21st February as this will result in your visa application being refused. After the 21st February only a Confirmation of Acceptance for Studies will be accepted by the UKBA.

About Bank Letters

Students requiring letters to open a bank account should call into the Information Centres at Stoke or Stafford. You will require your current Student Card. The letter will be ready to collect within 3 working days. At busy times of the year this will increase to 5 days depending upon demand.

The letter will state your name, date of birth, full-time or part-time study, award title, start date and expected graduation date.  Confirmation of term time address can only be included in you are in Halls of Residence owned by Staffordshire University.

You will also need to confirm which Bank you wish to open your account with.  Banks will not accept a general letter and they need to be addressed ie Lloyds TSB, Hanley.

About Reference Requests

Prospective employers, or other organisations, seeking confirmation of student start and end dates, award title and classification should fax the Information Centres on 01782 295723 Stoke site or 01785 353579 Stafford site.

The fax must be on letterheaded paper and include signed written confirmation from the student that you have permission to obtain the details.

So far as is possible, Staffordshire University wishes to provide its staff and students, and other members of the public, with any information they need about the University.

Visit the Requesting Information from the University Web Page for more information.