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YOU ARE HERE: Skip Navigation LinksEdinburgh Napier Staff Intranet > Service Depts > School Support Service > PASS Process Guides

​​​​​​​​​​​​​​​​​​​Programme and Student Support (PASS) Process Guides ​


The PASS Process Guides on this page are mandatory for all School Support Service (S3) PASS Teams to follow. The term “Guide” is used to acknowledge that taken in their totality the guides only cover some of the key activities undertaken by PASS teams and do not represent the total work of PASS teams across the S3. To date, Guides have been created and are posted below under the categories of Programme Assessment Boards, Student Records and General Administration.

If you have any feedback on the content or layout of this page, or are interested in getting involved the development of other PASS Process Guides, please contact the PASS Enhancement Group Convenor (Victoria Harte). Thank you 

Creation Process 

The creation process and the set of principles governing each PASS Process guide is available in this PASS Process Guide: Principles and Creation Process​ document. The template that guides are written on is available here​

Programme Assessment Board

The following Guides govern many of the processes needed to support the Programme Assessment BoardsGuides are ordered alphabetically according to the stage of Assessment Boards they are relevant to. In addition to these Guides this page plays host to the University Programme Assessment Board Processes​ document ​and a summary flowchart of Board process​.   ​ 

Module Marks 

Please use the Guides below when:

​In May 2023 a module mark report (MMR) template was agreed for implementation across the schools. This MMR was revised in November 2023 to include a reasons drop down and enhanced further for TR2 23/24. Completion of the MMR template ensures that data is captured on module marks that arrive after, or change after, the submission deadline and also notes any marks not confirmed by the confirmation deadline. The MMR template to use is available here​.


Preparing for the Assessment Boards

At Programme Assessment Board 

Before acting as Clerk to any Board please complete this mandatory training​Prior to the TR2 Assessment Boards there will be a PASS Process Guide posted on record keeping at the Board. 

Post Programme Assessment Board Processing

Post Programme Assessment Board Actions​ 

Convenor Action (post Board) ​including the Convenor Action Log​

Entering Prizes and Medals on SITS​

Processing and Reprocessing Board Decisions​

Post Board Supplementary Student Email​

Award Decision Check using Exam Results Report

Creating Award Letters ​

No Decision Update and CSO Removal​ 

Batching Diploma Supplements for Dispatch ​

Student Records

One of the principle worked to in producing the PASS Process Guides is not to replicate existing training material provided by other Professional Services. If there is not a PASS Process Guide below for the process​ you are undertaking please check the SITS Bulletin Board training resource bank. Thank you. 

PASS teams are asked to note that there is an eVision Task for processing requests from students to leave the University. The PASS Enhancement Group do not own the process but link to it at Students requesting to leave (napier.ac.uk) here to help support PASS teams when processing a student ​request to leave. 

Checking last date student engagement prior to withdrawal ​

Entering Exemption Credit​ and Prior Learning ​

Module Enrolment​

Producing Individual Transcripts ​​​

Recording Valid Extenuating Circumstances​ 

Registration ​

Return from Study Suspend​​

General Administration 

The following Guides are considered to be categorised under a General Administration heading. Guides are ordered alphabetically and provided as a link: 

Archiving My Programme on SharePoint ​

Entering and Editing a Programme Leader on SITS​

Expectations when Answering Calls to PASS Generic Office Number​

Programme Structure - DMD screens ​

Seeking Revision to the approved Assessment Board Decision Code Listing​

Seeking Revision to the approved Student Statuses Code listing​​​

Feedback Sought​​

These PASS Process Guides were co-created by a group drawn from the PASS Enhancement Group to which additional people are invited.  If you have any feedback on the Guides or suggestions please contact one of the following members of that group: 

L Douglas (SOO at Merchiston); D Drummond (TNE); L Lynas (SSC SACI); S Grechishnikov (SSA SAS); G Handyside (SSC TBS); V Harte (School Operations Manager); Marjorie Henderson (SSC SHSC); S Howorth (SSC TBS); L Laidlaw (SOO at Sighthill); K Mitchell (SSC SCEBE); R Morgan (SSC SAS); R Rollinson (SSC SCEBE); K Thierens (SSC SCEBE);  S Watt (SSC TBS) and M Young (SSA SHSC). 

Thank you. ​​