FILEPATH/NAMING YOUR DOCUMENTS

With the introduction of SharePoint, it has become necessary to have a uniform system of naming files to make our processes work more smoothly. The partner codes mentioned in the table on the next page are:-

Partner / Partner code
BCA / GBCA
BCOM / BCOM
Bridgwater & Taunton / BRID
City of Bristol / COBC
CCP / CITY
HMS Collingwood / HMSC
Cornwall / CORN
CTCRM / CTCRM
Degree Apprenticeships / PUDA
Exeter / EXET
FOST HM / FOST
GSM London / GSML
HCL / HCL
Highlands / HIGH
HKU SPACE / HKU
IUG / IUG
HNDC / HNDC
Institute for Export and International Trade / TBC
MLA / MLA
NSBM / NSBM
Peninsula College / TBC
Petroc / PETR
Rila / RILA
RMSoM / RMSOM
SAA-GE / SAA
Schumacher / SCHU
South Devon College / SDC
Strode / STRO
Tor Bridge High / TBH
Transart / TRAN
Truro & Penwith / TPC
Weymouth / WEYM
Yeovil College UC / TBC
LIBRARY / Metadata
AY (2017/2018)/Document type / Naming Convention details / Example
(Separate with a space NO punctuation)
New Students / Enrolment spreadsheet (accompanied by separate ECS – to be phased out by 2018/2019 intake) / Enrolment spreadsheet
Partner code
Date uploaded to SharePoint
DD MMM YYYY / Enrolment spreadsheet PETR 21 Sep 2017
New Students / Single Programme Enrolment Spreadsheet (SPES) / SPES
Partner code
Programme code
Programme name
Date uploaded to SharePoint
DD MMM YYYY / SPES BRID 0000 FdA Art 21 Sep 2017
New Students / SPES – Short Course / SPES
Partner code
Short Course Code 40__
Module info
Date uploaded to SharePoint
DD MMM YYYY / SPES CORN 4057 Careers 06 Feb 2018
New Students / SPES - CPD / SPES
Partner Code
CPD Code 39__
Module info (enough to identify group)
Date uploaded to SharePoint
DD MMM YYYY / SPES TPC 3946 Leading 02 Jan 2018
Returning students / Returning students spreadsheet (RSS) / RSS
Partner code
Date uploaded to SharePoint
DD MMM YYYY / RSS COBC 20 Oct 2018
Returning students / Returners Enrolment Cover Sheets (RECS) / RECS
Partner code
Programme code
Programme name
Date uploaded to SharePoint
DD MMM YYYY / RECS EXET 1235 HNC Mechanics 12 Oct 2017
Docs / Withdrawal / Withdrawal
Partner name
Student ref or surname
Date uploaded to SharePoint
or
Withdrawal
Partner name
Multiple students
Date uploaded to SharePoint
DD MMM YYYY / Withdrawal PETR 778899 02 May 2017
or
Withdrawal PETR Multiple students 03 May 2017
Docs / Interruption / Interruption
Partner code
Student ref or surname
Date uploaded to SharePoint
DD MMM YYYY
or
Interruption
Partner code
Multiple students
Date uploaded to SharePoint
DD MMM YYYY / Interruption PETR 1010101 02 May 2017
or
Interruption PETR multiple students 03 May 2017
Docs / Transfer / Transfer
Partner code
Current programme code
Current programme name
Date uploaded to SharePoint
DD MMM YYYY / Transfer SDC 0000 HND Design 11 Nov 2017
Docs / Change of name / Change of name
Partner code
Student ref or Surname
Date uploaded to SharePoint
DD MMM YYYY / Change of name CORN 7070707 12 Dec 2017
Docs / Change of address / Change of address
Partner code
Date uploaded to SharePoint
DD MMM YYYY / Change of address SCHU 04 Mar 2017
New Students / Module Enrolment Template –
Scenario A
If arriving with new students info / MET
Partner code
Module code
Date uploaded to SharePoint
DD MMM YYYY / MET CORN CORN1234 12 Oct 2017
Returning students / Module Enrolment Template
Scenario B
To arrive with returning students details / MET
Partner code
Module code
Date uploaded to SharePoint
DD MMM YYYY / MET CORN CORN1234 12 Oct 2017
Docs / Module Enrolment Template
Modules decided after peak enrolment period – becomes a record update / MET
Partner code
Module code
Date uploaded to SharePoint
DD MMM YYYY / MET CORN CORN1234 12 Oct 2017
Docs / Module transfer template / MTT
Partner code
Programme code
Date uploaded to SharePoint
DD MMM YYYY / MTT SCHU 7890 12 Apr 2018