If you are having trouble accessing e:vision or need your permissions updated, please email your departmental Student Services Manager (SSM) in the first instance, and if they cannot resolve it, they will ask you to email sits-support@york.ac.uk with the following details:

• Your username
• The department(s) or school(s) you need access to
• Your required role level (Academic teaching staff, Assessment/PSS staff, Superuser, or Teaching Support staff)

Yes, the system is designed to make this easy. As long as the Superuser for each relevant department knows, they can set the access at a department level for multiple departments. If a member of staff is teaching across a whole faculty, a Superuser can set faculty-level access, but only if necessary. 

Supervisors can view their supervisees' adjustments via the 'View my supervisees’ - the current students' service in e:vision. There is now an additional column to the right of the table, and you can select this to view the full SSP.

If you are experiencing issues finding your module or viewing student results in e:vision, access the relevant System Guide on the SSP pages and review these practical troubleshooting tips shared by academic colleagues:

Less is More - Keep your initial search simple: Do not fill in every search field. Start by entering only the essentials: Module Code, Activity Type (e.g. Teaching/Learning or Assessment), and Stage / Year of Study.

Search by Module Code rather than Module Name: Official module titles in SITS/e:vision do not always match informal departmental names. Searching by the exact Module Code is far more reliable.

Double-check your Module Code structure: Make sure you know the exact official code for your module (available in your VLE or module catalogue). Be careful with prefix and suffix characters (e.g. CHE00004M)—ensure there are no hidden spaces or extra characters pasted at the start or end.

Selecting Activity Types: When selecting the activity or adjustment type, it is usually best to select all relevant options (or hold Ctrl / Cmd to select multiple) so you don’t accidentally filter out students who have adjustments for specific activities.

Remember to scroll down the results page!: Due to the layout and spacing of report entries in e:vision, there can be a large visual gap after the first record. If you only see one result, scroll down the page—additional student records and module entries are often listed further down.

Wildcards (%) for broad searches: If you want to view all modules across a subject area or year group, enter the first 3 letters of the department prefix followed by a % wildcard (e.g., CHE% for Chemistry or BIO% for Biology).

If the search is running very slowly: Set "Display full recommendation" to ‘No’. Displaying full recommendation text for large module cohorts increases data loading times. You can still click into individual student records to view their full recommendation text when needed.

We hope that when you log in and start using the reports, you will find a way that works for you. The self-service reports will allow you to adapt the reports you need depending on the size and complexity of your cohort and what you need the information for. 

Department staff and module leads can run module or cohort reports to see all current, new or updated SSPs (& can set the 'publish date' to narrow down a list to when they last checked). From these reports, you will be able to see individual SSPs.

However, you can also create a high-level view using the 'Count of adjustments' report, which will help with planning, e.g. if you need to prepare for printing resources in a certain colour, or making a universal adjustment based on a significant number of the cohort requiring it.

For smaller group views, such as seminar groups, we are in the process of setting up an integration with MyTimetable, which will allow you to search by the ‘Activity code’ in MyTimetable. We are hoping this will be ready to use in Semester 1 (date tbc) and the User Guides will be updated to reflect the change. See System User Guidance for full details. 

Yes, as long as you have been added as a teaching user by your departmental Superuser. 

An Academic Teaching User can see students with an SSP across their whole department (or at faculty if added at faculty level). You will be able to see all the adjustments and the disability descriptor, and you can filter your search by module code or module name to get to the students you need to see.

See the System User Guidance for full details.

An integration with MyTimetable is being finalised to allow direct filtering by seminar groups in SITS. We hope that this will be ready by semester 1.

In the meantime, and for departments with custom groupings, the system is designed to give you a broad range of options for how you extract data, so you can get the information you need, in whatever format you need, to work with your own systems or processes. There are lots of ways you can report on the data: by cohort, module, UG/PGT/PGR, stage.

See the System User Guidance for full details.

Automated email notifications are sent directly to the student and their allocated Personal Supervisor whenever a Student Support Plan (SSP) is created or reviewed. To prevent inbox overload (thousands of alerts annually) and maintain strict Data Protection standards, direct email alerts are no longer sent to general departmental staff (PSS or academic staff).

The rationale for this is to keep staff working directly within the system, rather than relying on external emails and the sharing of Google Docs. This ensures data security and live record accuracy. 

How Should Staff Access Updates? Instead of relying on email alerts, colleagues are asked to use the system's reporting tools:

• Self-Service Reporting: Departmental staff and Module Leads can run module or cohort reports using date filters (e.g., filtering by "published date" since your last check) to capture all new or updated SSPs.
• Keeping data secure: Checking live records directly in e:Vision ensures staff always work from current student details rather than static, outdated email records.
• Regular checks as part of your working pattern: Departments can establish a checking routine that fits their operational cycle, such as running weekly or fortnightly date-filtered checks or generating summary reports ahead of key teaching and assessment periods.

It will take some time to get used to a different way of working. The new access model is designed so staff can access the information they need directly within the system at the appropriate level and time that they need it.

See the updated Privacy Notice.

In the old process, reviewed SSPs were highlighted and colour-coded by Disability Services to show staff where recent edits have been made in the Google Doc.

In the new system, Personal Supervisors receive an automated alert when an SSP is revised (as above), but the current system will not highlight the version history or show staff the most recent amendments. We recognise this is a key operational challenge and we are working on an enhancement to the system to allow this.

Local storage of SSP data is strongly discouraged to maintain data security and avoid working from outdated information. PDF exports are strictly reserved for sharing details with essential external partners (such as placement providers, study abroad partners, or external examiners) in consultation with departmental PSS staff. 

Spreadsheet exports are restricted to Assessment Users and should be used sparingly and stored in line with data retention policies.

Students have 2 weeks (14 days) to review their draft Student Support Plan (SSP) before it is automatically published by the system.

The 2-week auto-publication rule directly aligns with the University’s legal responsibilities under the Equality Act 2010.

PGR supervisors can view their supervisees' adjustments via the 'View my supervisees - the current students' service in e:vision. This is the same for taught students.

Staff can view PGR cohorts specifically by applying the student-type filter.

You will also find the 'Search by adjustment' report most helpful, since this is not linked to modules, which most PhD students won't have. You can search by student number or student type.

Dozens of new adjustments tailored to PGR needs are categorised under standard headings (e.g., Exams/Oral Assessments, Physical Environment, Teaching & Learning). Here is the full list of adjustments where you can explore the PGR-specific adjustments.

See the System User Guidance for full details.

New format SSPs will be as close as possible to the original SSP in terms of the adjustments being recommended. There may be some variation, however, in the following ways:

• SSP adjustment wording has been standardised, i.e. all students with a specific adjustment type have the same wording for that adjustment. This means in some cases the nuance of the adjustment meaning might change slightly.
  
  
• The SSP might have been reviewed by a Disability Services Practitioner as part of the migration process, who may have updated the adjustments. PGR SSPs as well as SSPs for students with complex support needs are the most likely to have been reviewed in this way.
  
  
• In some cases, there might have been human errors made by the migration team who were recruited to carry out this work, as they translated legacy SSPs into the new format. We remain confident that in most cases, the SSPs were migrated to a high standard as they worked closely with the SSP Project team and Disability Services Practitioners throughout the process. Nevertheless, over 2800 SSPs were migrated so a small degree of human error is to be expected.

Where Students believe there are issues with their SSPs, they can use the SSP system to request a Disability Services Practitioner to Review their SSP. 

Where University staff believe an error has been made in the migration of an SSP, they should contact disabilityservices@york.ac.uk in the first instance. Please include the student name, number and the details of the issue.

Any changes to SSPs should not be applied retrospectively.

Please contact Student Systems for systems (including access) queries: sits-support@york.ac.uk or Disability Services for operational queries: disabilityservices@york.ac.uk