SSiD Operations during the COVID-19 Outbreak

During the current outbreak SSiD are providing services digitally via web, email and livechat. Where we are unable to provide the exact service we are offering an alternative.

  • Staff are working remotely and can be contacted by email in the usual way
  • There is no postal service in operation to or from SSiD
  • Students can still contact SSiD using our email service, or use Live Chat with general queries via our webpages
  • Our Online Services page shows a list of the services SSiD is still able to provide, which staff and students can refer to

Services we cannot currently offer:

  • Production of UCards
  • Production of any hard copy documents
  • Replacement Degree Certificates
  • Certified copies of certificates
  • Unclaimed certificates
  • Archive documents from pre-2000 students

We are able to offer alternative solutions in most cases including:

  • Expiry dates on UCards can be extended remotely by IT Services (email it-servicedesk@sheffield.ac.uk)
  • Digital confirming letters and transcripts can still be emailed
  • We are able to add a variety of sentences to digital documents, explaining that these are currently not available as a hard copy

Current Service Offer

Academic verification

  • We are continuing to provide academic verifications as normal
  • We are unable to access the University archives, so if we receive any orders that would usually be sent to the archives, we will refund and reply with the standard response ‘FYI: Academic Verification unavailable’

Certificates of Student Status

Bank Letters, Term Address Letters, Fee summaries,

  • We can only provide digital versions of this document

Certified Copies of Degree Certificates

  • We are currently unable to provide certified copies of degree certificates
  • This product has been removed from the Online Store
  • Any existing orders (as at 25/03/20) should be refunded and a free digital confirming letter should be provided containing the following sentence (available on WebGrace): “Due to the Covid-19 outbreak and government enforced lockdown the University is unable to provide the above named student with a certified copy of their degree certificate at this time. For third parties wishing to verify the authenticity of this document please contact: academic-verification@sheffield.ac.uk”
  • We will send the confirming letter using the standard response ‘FYI: Certified copies unavailable’
  • Provide a student status letter including the sentence pointing re: online guidance (available on WebGrace under term address / standard status letter)
  • NB: On term address letters, the sentence is obscured by the digital signature. If you are adding this sentence to a term address letter, you will need to generate the letter without stamps, download it, and add the digital stamps manually. The digital stamps are available at the bottom of this page.

Confirming Letters

  • We can only provide digital versions of this document
  • Digital versions can be ordered via the Online Store for a charge of £5.00
  • We are unable to access the University archives, so if wereceive  any orders that would usually be sent to the archives, we will refund and reply

Council Tax Exemption Certificates

  • We can only provide digital versions of this document

Replacement Degree Certificate

  • We cannot currently provide this document
  • The option to order a replacement has been removed from the Online Store
  • If we receive enquiries about obtaining a replacement degree certificate, we will advise that we cannot currently provide this document and recommend ordering a digital confirming letter for £3.00 via the Online Store
  • Any existing orders should be refunded and a free digital confirming letter should be provided containing the following sentence (available on WebGrace): “Due to the Covid-19 outbreak and government enforced lockdown the University is unable to provide the above named student with a replacement degree certificate at this time. For third parties wishing to verify the authenticity of this document please contact: academic-verification@sheffield.ac.uk”
  •  We will send the confirming letter using the standard response ‘FYI: Replacement certificate unavailable’

Unclaimed Degree certificate

  • We cannot currently provide this document
  • We will use WebGrace / CIS to check whether the original certificate is in SSiD
  • If the original cert is not in SSiD due to the fact it has been previously provided, we will advise to order a digital confirming letter for £3.00 via the Online Store
  • If the original cert is in SSiD, we will provide a free digital confirming letter containing the following sentence (available on WebGrace): “Due to the Covid-19 outbreak and government enforced lockdown the University is unable to provide the above named student with their original degree certificate at this time. For third parties wishing to verify the authenticity of this document please contact: academic-verification@sheffield.ac.uk”
  • We will send the confirming letter using the standard response ‘FYI: Degree certificate unavailable’

DHL

  • No DHL service until further notice
  • Any existing orders (as at 25/03/20) with DHL delivery should be refunded and provided digitally

Form Signing

(railcards, Lanekassen, pension forms, WES forms etc...)

  • We will complete documents digitally by manually adding digital stamps 

Name changes

  • We are currently accepting high quality scans of ID documents as evidence for name changes
  • We will not process requests for name changes related to gender - these still need to be forwarded to Matt Page in the first instance. Contact details and information can be found here: https://www.sheffield.ac.uk/ssid/record/gender-change
  • International students: we may already have their passport on eFile, so check this via CIS > Docs. If the passport is there and has the correct details, we will use this as evidence to make the name change

Post

  • No post service until further notice
  • All documents should be provided digitally
  • Any existing orders (as at 23/03/20) with special delivery will be refunded

Transcripts - Current Students

  • We are currently providing digital transcripts only - no hard copies are available.
  • All current students who require (and are eligible for) a digital transcript should be directed to their ShARe in the first instance
  • If a student requests a pdf of their ShARe transcript, we will download the document from their ShARe account and send it using the standard response ‘FYI: Your Digital Transcript’
  • If we do receive any orders via the online store from current students, we will process the order as normal and send them a digital transcript from Webgrace
  • If the student is not eligible for a digital transcript (e.g. current PGT), we will provide a summary of results (where possible)

Transcripts - post-2000 graduates

  • We are currently producing digital transcripts only - no hard copies are available
  • Digital transcripts for graduates can be ordered for £5.00 via the Online Store
  • When the order is received, we will generate the digital transcript via WebGrace
  • Download and send to the student using the standard response ‘FYI: Your Digital Transcript’

Transcript - MBChB

  • Post-2000 requests will be sent to Jacquie Harrison as usual and she will produce a digital transcript
  • Pre-2000 requests cannot be sent to Jacquie Harrison. We  Follow the process outlined below in the section ‘Transcript - archive / other referrals’

Transcript - archive / other referrals

  • With the exception of post-2000 MBChB transcripts (see above), we cannot currently refer transcript orders to other departments or SAS
  • Any orders we receive which would usually be referred to another department should be refunded
  • Where possible, we will provide a free digital confirming letter containing the following sentence (available on WebGrace): “Due to the Covid-19 outbreak and government enforced lockdown the University currently has limited access to student records at this time. An academic transcript is therefore unavailable for the above named student. For third parties wishing to verify the authenticity of this document please contact: academic-verification@sheffield.ac.uk”
  • We will send the confirming letter using the standard response ‘FYI: Covid-19 Transcript unavailable (Confirming letter attached)'
  • If it is not possible to produce a confirming letter (due to lack of information, or where we have no record of the graduate), we will reply using the standard response ‘FYI: Covid-19 Transcript Unavailable’

Transcripts - manual

  • We will produce as normal and add digital stamps manually (stamps available at the bottom of this page)
  • We will send to the student using the standard response ‘FYI: Your Digital Transcript’

UCards - PGR extension

  • If we receive a request for a PGR extension, check the student record to confirm the date to which the UCard can be extended
  • We will forward the request to it-servicedesk@sheffield.ac.uk and include a note to specify the date to which the card should be manually extended. This will make it easier for IT Services to action the request.

UCards - All cases except PGR extension

  • SSiD is no longer providing any replacement UCards.
  • This product has been removed from the online store.
  • At present, IT Services are still able to provide UCards where absolutely necessary
  • All UCard enquiries, with the exception of requests for PGR extensions, will be directed to IT Services via the following email address: it-servicedesk@sheffield.ac.uk