New Student FAQ - Everything you need to know!

 
 

Why have I received a visa upload request?

As an overseas student at Edinburgh Napier University, we are required by the Home Office to hold copies of your passport details, your entry visa and stamp to the United Kingdom and a copy of your Biometric Residence Permit (BRP), if you have this.

If you have any type of visa permission to be in the UK you will need to upload a copy online.  You should take a photo of the entry clearance stamp in your passport AND the front and back of your BRP card (if you have one) and then scan and upload it using eStudent Records.  (Go to Actions and click on Passport and Visa Upload).  Once you have done that, drop us an email at internationalsupport@anpier.ac.uk to let us know.  You will not be able to enrol at the University until you do this.

When will I hear from the University?

You will receive the first communications about starting your course only once your application status is Unconditional Firm. This means you have accepted the offer of a place at the University and you have met any conditions which we set you as part of your offer.

Welcome email (Welcome to Edinburgh Napier University)

From w/c 5 July 2021 onwards, we will be issuing a welcome email to anyone whose application status is Unconditional Firm. The Welcome email will be sent to your personal email account. As and when students application statuses change to Unconditional Firm (e.g. after the release of your examination results) we will send you the welcome email.  

Please allow 7 working days after your status changes to Unconditional Firm for this email to arrive. If you are Unconditional Firm and have not received this welcome email, please check your junk/spam email folders first.

If you still have not received your welcome email, please contact ugadmissions@napier.ac.uk for undergraduate programmes and pgadmissions@napier.ac.uk for postgraduate programmes to check the status of your offer and that we hold the correct email address for you.

The next email communication that you’ll receive to your personal email account will tell you about matriculating (registering) as a student at the University.

Matriculation email (Getting registered with Edinburgh Napier University – Step 1 of 3)

Please check your junk/spam email folders first if you haven’t received this email. If you have not received this matriculation email (Getting Registered with Edinburgh Napier University – Step 1 of 3) by 30 August 2021  please contact matriculation@napier.ac.uk

Password creation email (Getting registered with Edinburgh Napier University – Step 2 of 3)

The next email that you’ll receive to your personal email account with the subject header - Getting Registered with Edinburgh Napier University - Step 2 of 3 - advises you how to create your Edinburgh Napier password for all University online services. This will enable you to access the online matriculation service, and also, your University email account and our on and off campus online services.

To create your password you’ll need to know your Edinburgh Napier number (matriculation number) which is on all of our communications to you and you’ll need to confirm the personal email address that you’ve used during the application process to the University. Your password must:

  • Be at least 15 characters in length
  • Not contain your name, username or your matriculation number
  • Not contain words such as ‘napier’ or ‘password’

Once you’ve created your password you’ll be directed to the online matriculation (registration) process which you will need to complete before commencing your studies. After that you will be able to access:

  • The Self-Service Password Reset (SSPR) service registration process - a great resource which will enable you to retrieve and change your password should you forget it in the future.
  • The online Introduction to Computing and Library Services which provides you with a very helpful guide on how to use and get the most from the University’s Computing and Library Services.
  • The Photo Manager to submit a photo for your student card.

Password confirmation email (Getting registered with Edinburgh Napier University – Step 3 of 3)

Once you’ve created your password you’ll receive a confirmation email to your personal email account. This email also includes the link to the online matriculation (registration) process, the Self-Service Password Reset service and the online Introduction to Computing and Library Services. Please complete all three steps as soon as possible and before the start of your course.

Please check your junk/spam email folders in the first instance if you haven’t received this email.

For any other enquiries, please contact matriculation@napier.ac.uk

When is my University induction session?

You’ll get an email from the University around the 9 August 2021 that will provide information about the induction activities for your course.

Remember to also check out activities arranged by Edinburgh Napier Students' Association

How do I register as a student?

Before you start as a student here, we need you to complete the online matriculation process. Matriculation is the formal process where you register as a student with Edinburgh Napier University.

We’ll send you an email in August/September to your personal email account which will ask you to create your Edinburgh Napier password for all of our IT and Library Services.  Once you’ve done this, you’ll be able to access the link to the online matriculation system.

You should log in and follow the series of simple and easy steps to complete the matriculation process and, at the end of the process, you’ll get a message that will tell you what you need to do during your first few days at University to complete your matriculation. Some students will also need to complete a Student Visa &/or Finance checks in order to complete the matriculation process in full.

Please note that you must complete the online process and any other checks that are required for you to become a fully matriculated student at Edinburgh Napier University.

How do I get my student card?

Once you have completed your matriculation you will be given an option to upload a photo for your student card via Photo Manager.

PLEASE NOTE: Once you have uploaded the photo and you are fully matriculated your card will be posted to your contact address. You will have an opportunity to change this address but if you do not have a secure address yet that your card can be posted to, you may choose not to request your card at this time. Once you have an address you can then come back, upload your photo, choose/update your address and your card will be posted to you.

When you are fully matriculated, have a confirmed term time address, and have uploaded a photo your card will be sent to the card bureau for printing. The data is sent down daily every evening so will be picked up the next day and processed. Your card will be posted within 5 days of the bureau receiving your card data.

Please note that due to the current situation with Covid19 student cards will only be sent to UK address.

I haven’t received my student ID card, what should I do?

Contact iPoint staff by emailing studentcards@napier.ac.uk and let them know that you haven’t received your card. iPoint staff will be able to check when your card was posted and can arrange for a reprint if required.

Do I need any immunisations before starting university?

Before you come to University, it is really important that you check with your GP that your vaccinations are up to date.

There are two highly recommended vaccinations that new students should ensure that they get prior to starting University. These are:

1.    Measles, Mumps and Rubella (MMR) immunisation; and

2.    Meningococcal ACWY immunisation

Measles, Mumps and Rubella (MMR) immunisation- for all students

Measles, mumps and rubella are highly infectious conditions that can have serious and potentially fatal complications.  The MMR vaccine is a safe and effective combined vaccine that protects against the three separate illnesses, in a single injection. The full course of the MMR vaccination requires two doses and should be given at least 4 weeks apart.  It is likely that you will have received one MMR immunisation as a baby or a child, but it is advised to check with your GP before arriving at University if both doses have been administered.

If you have not received the MMR vaccine before leaving for University, you can register with a new GP practice once you arrive and arrange to get the vaccine here as soon as possible.

Meningococcal ACWY immunisation- for first time University entrants

Meningitis and septicaemia (blood poisoning) are rare, but life threatening diseases. They are caused by several groups of meningococcal bacteria- the most common types are A, B, C, W and Y. Young people have the highest risk of contracting meningococcal disease, as well as children and babies. 

The meningococcal ACWY (MenACWY) vaccine helps protect against meningitis and septicaemia. Students starting University for the first time are at an increased risk of MenACWY disease because they are more likely to stay in halls of residence and have more close contact with new students, particularly during the first few weeks of term.

It is important that you are immunised at least two weeks before you attend University to make sure your immunity has fully built up. 

If you did not get MenACWY immunised before leaving for University, you can register with a new GP practice once you arrive and arrange to get the vaccine as soon as possible.

If you are postgraduate and have any queries about meningitis and septicaemia you should speak with your GP.

Information about vaccinations

Please refer to the Immunisation Scotland website for further information or call the NHS inform helpline on 0800 22 44 88 (text phone 18001 0800 22 44 88).

I have not matriculated and I have not received the first email

Please check your junk or spam folder in your email client. The matriculation email is sent from NOREPLY@napier.ac.uk which may be incorrectly identified as spam. Matriculation emails will be sent in batches to students with an unconditional firm offer from w/c 16 August 2021 onwards.

If you are unable to locate the second email message and you received the first email message, please contact matriculation@napier.ac.uk 

I have not matriculated and I have not received the second email

Please check your junk or spam folder in your email client. The matriculation email is sent from NOREPLY@napier.ac.uk which may be incorrectly identified as spam.

If you are unable to locate the email message please contact matriculation@napier.ac.uk

When trying to set password I receive the error “no records for this Edinburgh Napier number”

The email address supplied during the application process differs from the one you are entering now. This could be due to a spelling mistake either now or on your application form or it may be because you have chosen to use a different email address.

First of all try re-typing the email address the email came to. Please check the TO field of the email you received to ensure that email address you’re entering matches exactly with what we have. If the same error occurs then please contact the IS Service Desk.

When I try to set my password it says “Password not set”

Your password does not meet the University’s complexity rules:

Password must be at least 15 characters in length
Password must not contain your name, username or your matriculation number
Password must not contain words such as “napier” or “password”

Please note that if you have been a student with us before, you will not be able to use any of your passwords used previously. This applies if it was a completely different course.

When I try to set my password I receive the error that my account is still being created

If you have just received the first email, then please wait 48 hours and try again. It is likely that your account is still being created.

If it has been 48 hours since you received the email please contact the IS Service Desk.

When I try to set my password I get the message “Sorry! This Getting Registered form can no longer be used to reset your password”

You have already used the link within the ‘Getting Registered with Edinburgh Napier University Step 2 of 3’ email to set your password. This link may only be used once to set your password. If you have forgotten your password please contact the IS Service Desk.

I have now set my password. What do I do now?

Once you have successfully set your password you will be directed to the ‘Next Steps' area on the myNapier website. Here you will be able to complete matriculation, register for the Self-Service Password Reset (SSPR) service, complete the Introduction to Computing and Library Services induction and upload your student card photo via Photo Manager.

If you don’t have time to do all of this at the same time, don’t worry, we will send you a third email with a link back to this page so you can come back later.

I successfully set my password as instructed but have now forgotten it what should I do?

If you have forgotten your password please visit the Self-Service Password Reset service in the first instance. You should have enrolled for this as part of your Introduction to Computing and Library Services.

If you are still having difficulty then please contact the IS Service Desk.

After completing matriculation I am trying to access Edinburgh Napier IT and Library resources using Firefox but I am encountering the error: “An error occurred. SSL received a weak ephemeral Diffie-Hellman key”

Mozilla have recently released some updates for Firefox resulting in the above error for some Edinburgh Napier University electronic resources. We recommend you use Internet Explorer which is fully supported by Edinburgh Napier University's IS Service Desk.

How do I get access to the University computing and library facilities?

After you have matriculated the next step is to enrol for the Self-Service Password Reset service. This allows you to reset a forgotten password at any time on or off campus without having to contact the IS Service Desk.

Then make sure you complete the Introduction to Computing & Library Services before you start at University. Follow the link, login using your matriculation number and password, and choose "On Campus" or "Off Campus" as appropriate. Then follow the instructions to work through. This will give you the basic information you need to get started, including:

  • Using computing suites and libraries
  • How to access your University email and use Moodle – the online home of course information
  • How to find the books on your reading list in the Library

What is my timetable for modules?

Teaching timetables are published three times a year on MyNapier (Web Timetables), Edinburgh Napier App and Office365 calendars. Personalised Timetables are available to new students after Matriculation. Please note it can take up to five working days for your personalised timetable to be fully available.

You will have, on average, nine hours of taught classes per week. Classes are taught on Monday to Fridays during the day and you may find that you have classes over several days of the week. You may also find that your timetable is different from your friend’s; this may be because you’ve chosen different modules or you have different tutorial sessions.

More information about your timetable can be found here.

How do I pay my tuition fees and what other funding is available?

Our Tuition Fees & Student Funding pages contain all of the financial information that you’ll need to know as a new student to the University. Please note that we are unable to accept Travel cards as a method of payment.

What books do I need to buy?

You will be given reading lists for each of your modules during the first couple of weeks at University. The Library stocks copies of books on the reading list for you to refer to and borrow. The Library also has an extensive collection of e-books for you to access online anywhere.

How do I get support for a disability, specific learning difficulty or long-term medical condition?

At Edinburgh Napier, we have a positive approach to supporting any student advising us of a disability, health condition or specific learning difficulty. 

If you have had support before, for instance extra time when you took exams at school or college, we can look to carry on that sort of support on your new course.  We can also help you think through challenges coming up, develop new strategies, and decide about any additional support, including accessing additional funding if you are eligible.

If you had a support plan at school or college, send us a copy of that as soon as you can and include any evidence that supported it, such as a screening report from school, GP’s letter or educational psychologist’s report. 

If you received the Disabled Student’s Allowance at college, please send us a copy of your needs assessment report or your recent funding application – again, as soon as you possibly can.  Preparing your support works best when we can review your documentation before you start your new course with us. – do not leave it until the autumn if you possibly can avoid it.

Find out more about the support available to you on myNapier and get in touch by emailing disabilityandinclusion@napier.ac.uk

For more information visit our Disability Inclusion pages.

Where will I live?

Have you sorted out somewhere suitable and safe to live? Are you eligible to apply for university managed accommodation? Find out how to apply for University accommodation, or find private accommodation, and get settled into life as an Edinburgh Napier student.

How do I get to my home campus?

Find out how to get to your home campus and information on public transport by visiting our campus page.

I’m a visiting student from Europe and I am asked to pay my fees during matriculation. What do I need to pay and how do I do this?

Visiting student fees may vary depending on your fee status or if you are coming through a University partnership. For more information on the fees you should pay and how you do it, please visit the Finance Page. For questions about the payment of your Fees you can contact the Finance team on fees@napier.ac.uk or call+44 (0) 0131 455 6120.

I am a visiting student who is starting in September and want to know if the modules I included on my application form can be changed when I arrive in Edinburgh?

It cannot always be guaranteed as it depends on the School where you will be based. Module choices will be discussed at your Academic Induction, which will take place during your first week. It will give you the opportunity to discuss module choices with an academic member of staff and start to consider your timetable for the months ahead.

I am a visiting student who is starting in September and am concerned that my module choices have not been confirmed. What should I do?

You should not worry! Module choices may be confirmed at your Academic Induction which will take place during your first week. If you cannot attend the Welcome Induction, please email the Global Mobility team at VisitingStudents@napier.ac.uk to let them know. 

My course has started and I have not received my student loan or SAAS bursary?

Although your course has started your student loans and SAAS bursary payments will not be released until you have fully completed the matriculation process, and are a current student of the University.

How do I login to Photo Manager?

Login with your 8 digit Edinburgh Napier number and your password that you set earlier. You can access Photo Manager from the Next Steps page.

Am I eligible for a Student Loan?

For most students studying a full-time undergraduate course, the main support for living costs is through a low interest student loan, which is partly income-assessed.

To be eligible for a loan, you must meet the following criteria:

• You are studying on a full-time undergraduate course that qualifies for a loan
• You meet UK residence eligibility conditions (for details contact the funding body applicable to your UK home country as detailed below under “How do I apply”)

If your home is in Scotland check out the Student Awards Agency for Scotland (SAAS)
If you are from England visit Government UK
If you are from Northern Ireland visit the Student Finance Northern Ireland
If you are from Wales visit the Student Finance Wales

International and EU students

Unless you have been living in the UK for 3 full years before the start of your first course of study, you will not be entitled to a Student Loan. If you are not sure of your residency status you can confirm your situation with the Student Awards Agency for Scotland by calling 0300 555 0505 or email SAAS_4@scotland.gov.uk.

The British Council's Education UK website has a facility allowing international students, from both inside and outside the EU, to search for, and gain advice on, scholarships.

The address shown in Photo Manager is incorrect, what should I do?

If you click No where prompted this will take you to eStudent Records where you can update your term-time address. Once complete, please go back to https://studentcard.napier.ac.uk/access/login and complete your photo upload. You may need to wait 5-10 minutes for your amended address to appear.

If you have a UK address, please ensure that you have entered a valid UK post code.

Please note that due to the current situation with Covid-19 student cards will only be sent to UK address.

How do I apply for a Student Loan?

If your home is in Scotland check out the Student Awards Agency for Scotland (SAAS)
If you are from England visit Government UK
If you are from Northern Ireland visit the Student Finance Northern Ireland
If you are from Wales visit the Student Finance Wales

I don’t have a passport photo to upload, can I take a ‘selfie’ to upload instead?

Yes, if you use Photo Manager on your mobile device, you will have the option to take a photo, or upload one of your existing photos.

When will I get my loan/bursary?

If your application has been assessed, your student loan should be with you on the first day of term (providing we have confirmed your attendance), or 2-3 days after we confirm your attendance –whichever date is later.

Has the university confirmed my attendance?

Please visit your eStudent records and the Financial Support section, which should provide you with the date notification was sent to the SLC.

What if I haven’t yet received my first instalment?

If you have not yet received a payment you should ensure that you have:

  • fully matriculated
  • signed your SLC online declaration
  • given SLC have a valid National Insurance number (NINO) and your bank details
  • informed Edinburgh Napier University and SLC of any changes to your details, such as name and address

If you are experiencing financial difficulties as a result of non-payment of your loan/bursary you should consider your eligibility to apply for help from the Discretionary Fund. Full details of criteria and how to apply can be found on the Discretionary Fund page.

How do I get help with the cost of childcare?

If you use a registered provider you may be eligible to apply for help with childcare costs you should consider your eligibility to apply for help from the Childcare Fund.


Are there any guidelines for my photo?

Yes, these are available in Photo Manager. Your photo should:

• Be a recent colour photo
• Be a close-up of your full head and shoulders
• Be clear and in focus • Be against a plain, light background
• Be of you alone (no other people or pets in photo)
• Show you facing forwards
• Show your full face
• Be in jpg, gif or png format
• Be at least 300 x 350 pixels

In your photo you must:

• Have your eyes open, visible and free from reflection or glare from glasses
• Not wear a hat or cover your head unless for religious or medical reasons
• Not wear sunglasses
• Not have anything covering your face

You must not:

• Submit an image of someone else


What if my photo doesn’t meet these guidelines?

If your photo doesn’t meet the photo guidelines, there is a chance that you may be required to obtain a new student card with a new photo. This would incur a cost of £10.

I am trying to upload a photo but getting an error message that my photo is the wrong size, what should I do?

Your photo needs to be a minimum of 300 x 350 pixels in size to ensure that it is suitable for printing on your student card. Please ensure that your photo is larger than this. 

How do I check the size of my photo?

From a PC, if you right click on your photo and click Properties, then select the Details tab, you will see the size of your photo in pixels. You can use a variety of image editing tools on your PC to resize your image.

I don’t yet have a permanent term-time address, what should I do?

Don’t panic. You don’t need your physical card immediately so you can wait until you have an address before you upload your photo. Alternatively, if you know where you’ll be living for the next 7-14 days after you upload your photo, you can enter a temporary address and receive your card.

Does it matter what format my photo is in?

Yes, your photo must be in either a jpg, gif or png format to upload.

I cannot upload a photo, what should I do?

If you have checked the size of your photo and it meets the size requirements, please contact the IS Service Desk for additional support.

How long will it take to receive my student card?

Once you have fully matriculated and you have uploaded a photo your card will be produced and posted out to the address you chose in Photo Manger within 5-7 working days.

You will receive a notification via the Edinburgh Napier App when your card has been posted.

When I preview my card, I see a black square instead of my photo, what should I do?

If the image you’re trying to upload appears as a black square in preview mode, please cancel your photo upload and try again on a PC or different device. If the problems persists, please contact the IS Service Desk for additional support.

Please note that due to the current situation with Covid19 student cards will only be sent to UK address.


The details on the card preview are incorrect, who should I contact?

If the details displayed on your card preview are not correct, please contact the IS Service Desk in the first instance.

Can I use the university facilities/get a student discount/student bus pass etc. before I receive my card through the post?

If you download our excellent Edinburgh Napier App from the App/Google Play Store you will see a picture of your card, once you have fully matriculated and uploaded your photo.

You can use this to take out library books and it is accepted as proof of your student status when applying for student bus/rail passes. The only thing it can’t do is open University doors, only your physical card can do that. The app contains lots of other great information too including your personalised timetable.


I have submitted a photo on Photo Manager but want to upload another one, can I do this?

No, you are only permitted to upload 1 photo. Once you have successfully submitted your photo, Photo Manager will not allow you to upload another one.

When will I receive my new student card?

Once you have matriculated and successfully uploaded a photo, your details will be sent to the card bureau for printing. The data is submitted daily, every evening, so will be picked up the next day and processed. You card will be posted within 5 working days of the bureau receiving your card data.

How will I receive my card?

Your card will be sent to the UK term-time address you have confirmed in Photo Manager. If this is not correct, you need to update your student record prior to uploading your photo.

I am waiting for my card to be printed, can I still access University resources?

Yes. If you download the Edinburgh Napier App - called My Account - you will see an electronic version of your card. You can use this to borrow books in the library. The electronic card will not however allow you access to the building after hours or to specific labs.

What data is being sent to the card bureau?

The Fair Processing Notice informs what data is being used, how and why.

Can I still get a Lothian Regional Transport (LRT) student Ridacard without my physical card?

Yes. If you show them your electronic card on the Edinburgh Napier App, they will be able to issue you with a student Ridacard.

I have updated my term-time address in eStudent Records but it isn’t showing correctly in Photo Manager, what should I do?

It takes a few minutes for this update to reach Photo Manager. If this happens, please try again in 5 -10 minutes.

I have a term-time address in student accommodation, but I won’t be at this address until after 6 September, should I get my card sent to my home address?

No, your card will be waiting for you when you arrive at your student accommodation.

Where can I find information regarding Coronavirus (Covid 19)

The University is continually monitoring the situation and following advice provided by Health Protection Scotland. We are in regular contact with Health Protection Scotland and will continue to follow and act in accordance with their advice.


Where can I find resources to help me study and learn at University level?

Our Academic skills advisers help students get used to the different ways you may be expected to study, think and write at University.

Whatever your year, programme of study and previous experience we provide guidance to help you develop the skills you need to tackle a range of academic assignments. Visit Academic Skills on My Napier.