QMExtras - Information for Staff

If your QM Extra does not appear on the list of approved activities then it has not been approved. This might be because it is awaiting approval from EQSB or it may have been rejected.

We will email the staff members listed on the QM Extra proposal form as the 'proposer' and 'verifier' to confirm whether the activity has been approved or rejected once we have received this information from EQSB. 

Reasons for rejection include the activity not meeting the criteria for HEAR recognition, the students undertaking the activity not being eligible for the HEAR or the activity is a duplicate for a QM Extra that has already been approved.

No. If your QM Extra has been approved then you do not need to re-submit a proposal for the following academic years. It will remain a QM Extra until you tell us it is no longer running or you want to cease HEAR recognition.

If you missed the deadline or have additional students that can be verified that could not be verified at the point you submitted your list of students, please send the data over to HEAR@qmul.ac.uk at the earliest available opportunity. The records will be updated and HEAR's re-published as soon as possible.

As part of the proposal form (section 3.1), we ask you to confirm if you will be able to verify your students before the start of semester 3 (i.e. start of the examination period). This is so that we know whether or not you will be able to meet the verification deadline and can get in contact with you to discuss an appropriate deadline that can be used yearly with the aim of receiving verification ahead of HEAR publication or as soon as possible thereafter.

Activities taking place over the summer: If your QM Extra is still taking place or finishes after the May verification deadline and you are able to submit your verifications by 30 June, we will add the recognition to the HEAR ahead of publication. Anything received after 30 June will be added to the HEAR as soon as possible, although this may not be ahead of publication. If received after publication we will add the recognition and re-publish as soon as possible.

Please do be aware that we cannot add recognition in the HEAR for a student that starts a summer QM Extra after their programme end date.

We are unable to add a QM Extra to a HEAR where the student started the activity after their programme end date or they have been awarded and have a final HEAR. Exceptions can be made where they started the activity whilst a still student and the activity finishes shortly after their programme ends, meaning they completed the bulk of the activity before finishing their studies.

Examples:

- A student has an end date of 2 June 2022 and starts your QM Extra on 20 June 2022 - we would not add HEAR recognition.
- A student has an end date of 2 June 2022 but started your QM Extra in January 2022 which concludes at the end of June 2022 - we will add this to their HEAR.

Please ask us if you have received an enquiry from a student and would like guidance on whether they are eligible for recognition: HEAR@qmul.ac.uk

Yes. If a student from another School completes your QM Extras and is eligible for recognition, please include them in your list of verifications. You do not need to specify which School/Institute they are from, please just include their student ID number.

The most important piece of information we need in order to identify and provide HEAR recognition for a student is their ID number. If you do not know a student’s ID number, you can find it on various QM platforms. For example:

MySIS: You can find the student ID number within the ‘Student Maintenance’ tab and using the ‘Search for a student’ function. You can search via surname and/or forename, or QM email address.

QMplus: If your activity has a QMplus page which the students are enrolled on, you can find their ID number within the list of ‘Enrolled users’.

The student should firstly check that their latest HEAR has actually been published - publication dates are online and the HEAR has a 'last updated' date attached to it. If the student has received their latest HEAR, please check that you have provided us with the correct student data and that the student is current and not alumni.

Please also note that not all students are eligible for a HEAR. MBBS, PhD and students on non-award bearing programmes (e.g. Intercollegiate, Associate, Exchange, Pre-Sessional and Summer School students) do not receive a HEAR.

If the activity should be appearing and it is not, staff can contact HEAR@qmul.ac.uk or ask the student to contact the Student Enquiry Centre so we can investigate.

Please note that we cannot include backdated activities in the HEAR. We will only include your activity in the HEAR starting from the academic year that it was approved and therefore we cannot add it to the HEAR of students that completed it prior to this.

If your activity takes place during Semester A, you can either submit your data at the end of Semester A (or as soon as you can compile the list thereafter) or wait until the advertised verification deadline.

Please note that we won't do anything with the data until after the verification deadline, after which we will create the recognition records ready for the HEAR publication. It's your preference as to whether you send us the data early or wait until the deadline - it won't affect when the student's see the achievement in their HEAR. 

Yes. There is no limit on the amount of times a student can receive HEAR recognition for an activity. Each entry on the HEAR will be distinguished by academic year.

There are generally two categories of Prizes that can be recorded in the HEAR:

1. Academic Prizes for Academic Excellence

An Academic Prize is measured as:

   - Over 70% yearly average for non-Final Year undergraduate students

   - First Class Honours for Final Year undergraduate students

   - Distinction for Masters Students

Academic Prizes for Academic Excellence are nominated by the School or Faculty and are sent to the Bursaries, Grants and Scholarship for processing after the SEB. These Prizes usually have a monetary value attached, the students receive a certificate and the Prize is included in the HEAR as standard – all of which is organised by the Bursaries Team.

2. Non-Academic or Other Prizes for academic achievement

Non-Academic or Other Prizes may be for extracurricular achievement. They may be nominated by the School or Faculty but are usually not for Academic Excellence but for service or contribution within the School. If awarded for academic achievement, they do not meet the requirements for Academic Excellence as written above. These Prizes are included in the HEAR if they are an approved QM Extra.

As Academic Prizes are sent to the Bursaries Team, these will appear in the HEAR as standard. Any other Prizes should be proposed and approved as a QM Extra in order to be recognised in the HEAR.

Only current students can receive HEAR recognition. The following groups of students are not eligible for the HEAR: MBBS, PhD and those on non-award bearing programmes such as Intercollegiate, Associate, Exchange, Pre-Sessional and Summer School students. 

You can see the description and criteria information that we currently hold for your QM Extra on our HEAR 6.1 - Extracurricular Achievements webpage, which is our student facing page that students can access to see what activities are eligible for HEAR recognition. Please let us via (HEAR@qmul.ac.uk) if anything needs updating. 

Yes, we have a HEAR 6.1 - Extracurricular Achievements webpage for students and employers that list the QM Extras including a description of the activity, criteria for HEAR recognition and a link to your activity page if applicable. The link to this webpage is included in the HEAR. If you spot anything wrong on this page, please do let us know so we can update it (HEAR@qmul.ac.uk).

We will record the activity under the academic year that the activity started. The roll forward to the new academic year takes place on 01 August each year.

Yes, this will be fine because PGT students have an autumn HEAR release which is usually at the end of October, coinciding with the official results release date. Deadlines for verification are recorded above.

We will assume that your QM Extra is running unless we are told otherwise, so please drop us an email at HEAR@qmul.ac.uk to confirm that your activity is no longer running and we will remove it from the list. If the activity starts up again in the future, just let us know.

We will only add an activity to the HEAR if you have provided us with the student's information. Therefore, please do not provide us with a student’s information if they have requested that the activity is not recorded on their HEAR.

If you are listed as a ‘proposer’ or ‘verifier’ on a proposal form then we will automatically add you to our mailing list. We send out information periodically about QM Extras and upcoming proposal and verification deadlines.

If you are interested in QM Extras and would like more information or you have not been receiving emails from ‘HEAR@qmul.ac.uk’ and would like to be added to the mailing list, please just let us know. Please also be reminded that the deadlines are always recorded on this webpage once they have been confirmed.