Information for students (SNAF)

1. Welcome to the S3P system. This PowerPoint will give you details of how to use the Student Notice of Absence Form (SNAF) in S3P. Information for students (SNAF)

2. Login to the system by entering your ID and password.Please note that although the user id is the same as your normal University id e.g. A1234567 the password may be different. The first time you used S3P you would have been asked to create a password which would have then been confirmed to you via e-mail.If you have forgotten your password please click on the ‘Having trouble logging in?’ link to reset it. Information for students (SNAF)

3. From 2nd October 2013 students can notify their school of absences via the new ‘Absence Request’ screen in S3P Information for students (SNAF) 2013

4. The Absence Request Overview shows any previous requests you have submitted in the current academic year. Click on the ‘+ Add new request’ button to create a new request Information for students (SNAF)

5. When you open a new absence request form you should select an absence reason from this drop down box. The options are: Sickness # Self certified – for absences due to illness up to 7 calendar days Sickness # medical certified – for absences due to illness of more than 7 calendar days (evidence required e.g. doctors note) Holiday – Taught students should note that requests for holiday in term time will not normally be authorised. Other – for any other reason Information for students (SNAF)

6. Please enter the first and last date of your absence. If you were only absent for part of a day you can amend the times. The default times are 07:00 to 19:00. Do not change the times if you were absent for the whole day. Enter brief details of your absence in the text box (maximum 300 characters) Information for students (SNAF)

7. If you wish to attach a document as evidence to support your request please click on the browse button to find the relevant document on your computer. The document will then appear underneath. Click the bin icon to delete if you wish to remove. If you choose Sickness # Medical certified you MUST either attach a document now or click the ‘I will submit evidence later’ option. For all other reasons attaching evidence is not compulsory. Once you have entered all the information click the ‘I certify….’ option and then press ‘Submit’ Information for students (SNAF)

8. Once submitted your request will appear in the Absence Request Overview with a Status of ‘New request’. Please note that it may take a few minutes for the request to appear so please do not submit it again. You will also receive an e-mail confirmation that your request has been submitted. Your request will be reviewed by your school and you will receive an e-mail with their decision. The status of your request in this screen will then change. Information for students (SNAF)

9. You can change or cancel any request for a date in the future by selecting the appropriate option. You cannot change or cancel any requests for dates in the past. If you wish to view a request you have submitted click on the link Information for students (SNAF)

10. If your school has made a comment on your request it will be displayed here Information for students (SNAF)

11. Frequently Asked QuestionsWhich students can use the SNAF form in S3P? All students except undergraduate Medical and Dental students. When should I use the SNAF form? You should use it to notify your school of any absences of more than 3 working days. Do I have to use the SNAF form? The form is not compulsory but if a teaching event is monitored and there is no authorised absence notice then the absence will be recorded as unauthorised. The form can be used to report sickness or absence for shorter periods but is not compulsory. When I submit a request where does it go? Your request will be sent to your school and reviewed by a member of administrative staff . What if I wish the full details of my absence to remain confidential? If you are reluctant for full details of an illness to be made known, even to a tutor, owing to its sensitive nature, you may provide via your tutor a confidential letter in a sealed envelope for the Chairman of the PEC Committee or Board of Examiners, as appropriate, for the Chairman’s eyes only. In these circumstances you should also submit a SNAF form via S3P adding a note in the text box to explain the action you have taken. Information for students (SNAF)

12. Frequently Asked QuestionsHow long will it take for my request to be processed? You should receive a response within 5 working days. Can I change or cancel a request? Yes, but only requests that are for dates in the future. Click on the ‘Change’ or ‘Cancel’ option alongside the request in S3P. My request has been authorised, what does this mean? Your absence on the dates requested has been approved. You will be recorded as having an authorised absence for any lectures, seminars or other events that you were due to attend in that period where attendance is recorded. My request has not been authorised, what does this mean? Your absence on the dates requested has not been approved as your school does not agree that the reason you have provided is sufficient grounds for you to be absent. You are expected to attend any events scheduled on those dates. If you do not attend an event where attendance is recorded your absence will be marked as unauthorised. My request has been authorised with changes, what does this mean? Your school have authorised part of your request e.g. if you requested 2 days absence your school may only authorise 1 day. Information for students (SNAF)

13. Frequently Asked Questions Can I request a holiday? Requests from undergraduate and postgraduate taught students for holidays in term time will usually be refused. Postgraduate taught students may request a holiday of up to 2 weeks during the summer but approval is not guaranteed. Postgraduate research students can request up to 7 weeks holiday in an academic year but this includes normal University closure and no more than 4 weeks can be taken at one time. Is there a limit to how many request I can make? No, but if you have submitted requests that cumulatively total more than 10 days in one academic year you will receive a warning message on the Absence Request screen and your school will review your record very closely. You may need to consider submitting a PEC or discussing your circumstances with your tutor. International students should note that frequent absences may have serious consequences for your visa. For further information please see: www.ncl.ac.uk/students/progress/Regulations/SPS/Attendance/ For any technical problems when using S3P please contact the IT Service Desk – it.servicedesk@ncl.ac.uk, 0191 222 5999 Information for students (SNAF)