RegistrationFAQs

Registration - Frequently Asked Questions

You’ll find below a list of frequently asked questions received by the Research Student Support Team (RSST) and Medical Sciences Graduate School (MSGS) over the registration period. If you encounter difficulties when you try to register online using the Student Self-service Portal (S3P), please check here to see if your query is answered:

What are the arrangements for Inductions for new starters?

Please click here for details.

“Mid-year” Starters: I first registered in January. Do I need to register again in September?

Yes. All postgraduate research students are required to re-register each September, until the end of their programme of studies, regardless of their initial start date.

“Mid-year” Starters: I started Year 1 of my studies in January. When I try to register online, it tells me I’m going in to Year 2 of my programme.

S3P assumes all students first register in September; however your University record will be correct. You should continue to register as normal. The University database will recognize your actual start date and will adjust your registration accordingly to indicate that you are a Year 1 student until the following January when you will transfer to Year 2, should your progress be satisfactory.

This applies to all continuing mid-year starters at all stages and start dates. Please continue to register as normal; the University database will adjust your stage accordingly.

The end date of my studies is incorrect. It tells me my studies will end on 31st August.

S3P only reflects the length of one academic year, i.e. from September until August. You will be expected to register each September for the next academic year until the end of your course. Your actual end date (your latest thesis submission date) is held separately on your University student record. You will not see it displayed in S3P.

I will be submitting my thesis for examination before 30th September. Do I have to register?

If you are on course to submit by 30th September, there is no requirement for you to register for the new academic year. Once you have submitted your thesis, the RSST or MSGS will register you as "Under Examination," with no fees to pay, and you’ll continue to have access to facilities such as the Library and your IT account. You should, however, log in to S3P and accept the University’s Terms and Conditions; and international students must provide evidence that they still have valid immigration permission to study in the UK:

Confirming ID and Immigration Status

Should you require an extension beyond 30th September, and this is subsequently approved by the Dean of Postgraduate Studies, you will be expected to re-register and pay the extended submission fee of £2,300 for the full academic year.

I believe I am eligible to transfer to “Pending Submission,” with no fees to pay. S3P is requesting a full fee payment.

If you have completed the minimum period of candidature for your research degree you are eligible to be considered for zero fees status for your pending submission year. However, this is not an automatic right.

Students who need to continue their research with full use of resources such as laboratories, continued use of workspace, full supervision, etc. must register as pending submission candidates but continue to pay the appropriate full tuition fee for their programme, as recommended by your supervisory team and Annual Progress Review Panel.

Only those students who no longer require full supervision and facilities support will be entitled to pay zero fees for their pending submission year. Again, this must be confirmed by your supervisory team and Annual Progress Review Panel.

If your Annual Progress Review panel for last academic year indicated that you were to proceed on a full fee basis, you will be required to pay the full fee.

If you did not have an Annual Progress Review in the last academic year OR if your Annual Progress Review panel for last academic year did not indicate whether you were eligible to pay zero fees the RSST or MSGS won’t have confirmation that you can proceed to zero fees. In the absence of a recommendation from the Progress Panel you should discuss this with your School Postgraduate Research Director and supervisory team. If your lead supervisor sends the RSST or MSGS an email confirming your status we will then notify the Tuition Fees Team and update your student record.

My “Pending Submission” status has been confirmed. I am continuing as a pending submission student until my submission date later this year, but S3P is requesting a full fee payment.

S3P is unable to display zero fees for pending submission students and will always quote the full tuition fee regardless of your actual status. The Tuition Fees Team has been advised of your fees status and your finance hold should shortly be removed from your record. You're advised to check S3P after 1st September. You'll then be able to complete your registration without being prompted for payment.

I will be submitting mid-year. I only expected to pay fees for part of the academic year.

Students are expected to register for the full year and pay the appropriate full fee, whether that is the extended submission fee, or the writing-up fee. Should you submit your thesis before the end of the academic year, you may be entitled to a partial refund. The RSST or MSGS will inform the Tuition Fees Team of your thesis submission date, which they will use to recalculate your fee.

I’ve transferred from full-time to part-time studies (or vice versa), but this is not indicated on S3P.

S3P may not recognize a "new" programme for a currently registered student. If you completed a Transfer of Candidature Application Form, and you subsequently received confirmation from the RSST or MSGS that your transfer has been approved by the Dean of Postgraduate Studies, your transfer will have been completed on your University record, but not necessarily reflected on the Portal.
Log in to S3P and accept the University’s Terms and Conditions and check your personal details are correct.

You’ll then need to make your tuition fee payment directly either by phone on +44 (0) 191 208 5520; in person at the Cash Desk on Level 2 of the King’s Gate Building; or by using the University online payments system. This will release the finance hold on your account. Then please contact the RSST or MSGS and we'll complete your registration for you.

I’m registered on combined candidature, and I don’t believe the fee indicated on S3P is correct.

S3P cannot calculate a combined fee and will always default to the appropriate full-time fee. But the Tuition Fees Team will have been informed of your fees due for this academic year.

Log in to S3P and accept the University’s Terms and Conditions and check your personal details are correct.

You’ll need to make your tuition fee payment directly either by phone on +44 (0) 191 208 5520; in person at the Cash Desk on Level 2 of the King’s Gate Building; or by using the University online payments system.

Once the finance hold has been removed from your account, you can return to S3P to complete your registration.

I’m returning from an interruption to my studies. I did not request a refund of fees, and I believe there is a credit on my account. S3P is requesting a full fee payment.

There will be a finance hold on your record that will prevent you from completing your registration. If you believe there is a credit on your account as a result of your interruption that could be used against your registration, please contact the Tuition Fees Team directly either by phone on +44 (0) 191 208 5520; in person at the Cash Desk on Level 2 of the King’s Gate Building.

Once the finance hold has been removed from your account, you can return to S3P to complete your registration.

I’m unable to access S3P

Go to the S3P login screen and enter your user name and password. You should already have an S3P user name and password as you will have used this system to either register last year or update your personal details. Please note that although your S3P user name is the same as your main University user name the password is different. If you have forgotten your S3P password please use the “Having trouble logging in?” link from the login screen to have it reset. If you still have problems or you don’t think you’ve ever received an S3P password please contact the helpline at it.servicedesk@ncl.ac.uk.

Further information about Registration and the Student Self Service Portal can be found here.

I’ve changed my name. How do I update my record?

All name changes should be supported by proof of identification. Please email a scanned copy of, for example, the photograph page of your passport, driving license or marriage certificate, to either the RSST or MSGS and we will update your University record accordingly.

My supervisory details are incorrect.

If your supervisory team has recently changed, or has changed since you completed the Project Approval process, please ask your School Office to help you complete a “Change of Supervisor” application form, which should then be forwarded to the RSST or MSGS. Once approved by the Dean of Postgraduate Studies, we will update your University record accordingly. Please continue to register as normal in the meantime.

My “Previous Qualifications” need to be updated.

S3P is referring to awards attained before your acceptance at Newcastle University. Qualifications attained after you first registered will not be recorded.

I normally pay the reduced writing-up fee but S3P is requesting a full fee payment

S3P is unable to display the reduced writing-up fee and will always quote the full tuition fee regardless of your actual status.

Council Tax – Research Students

Full-time, fully registered students are eligible for exemption from Council Tax. 

Once a student is fully registered, a Council Tax exemption certificate can be produced via self-service (S3P).  This certificate calculates a student’s start and end dates based on their registration on the University’s student record system.

A research student will be exempt from Council Tax during the candidature of their programme of study, provided that they continue to be a full-time, fully registered student.  Candidature is calculated from the date of first registration to the submission deadline date.

Once a student has submitted for their programme of study and is classed as ‘Under Examination’, they will no longer be eligible for a Council Tax exemption certificate, as a student is not classed as a full-time, fully registered student while ‘Under Examination’.

If a research student is on an approved interruption of studies, this may affect Council Tax exemption eligibility.  The Local Authority will be able to provide more information to a student on this issue.

If you would like more information, please visit the Student Wellbeing Council Tax webpage.