UK Medical Schools - GMC Connect user guidance for UK registration: managing your students
Contents
1. Introduction
2. Getting started with GMC Connect
2.1 Requesting access to GMC Connect
2.2 Logging in after you've got your password
3. The Home page
4. Document folders
4.1 About document folders
5. Guidance and forms
6. GMC Connect user details
6.1 Changing your email address
6.2 Changing your email notification preference
7. Your final year students
7.1 Managing your final year students
7.2 Changing a student's expected graduation date
7.3 Changing a student's name
7.4 Withdrawing a student from their studies
7.5 Deferring a student's graduation
7.6 Submitting a graduation list
7.7 Tell us a doctor is not applying for registration
8. Your lists of students
8.1 Your Deferred Students
8.2 Your Graduated Students
8.3Your Withdrawn Students
9 Adding additional users/delegates
10 Removing access to GMC Connect
11 Changing your password
1 Introduction
Welcome to the GMC Connect user guide for UK registration processes.
This guide is for:
- final year medical school administration staff who manage information about medical students
GMC Connect is our system for managing the secure transfer of data, both into and out of the GMC. It allows us to share information securely with organisations and individuals.
This guide primarily provides you with information to manage your final year medical students using GMC Connect.
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2 Getting started with GMC Connect
2.1 Requesting access to GMC Connect
To access GMC Connect, you need to complete the online request.
You will be asked to provide the following information:
- Contact information about you and your organisation
-
- Choose 'UK registration' from the drop down list (1)
- Add your reason for needing access (2)
- Type the name of the UK medical school you are administering. (3)
Please read the Acceptable Use Policy, and tick the box to confirm you agree with this.
Your request for an account will be sent to our GMC Connect administrators for approval. It can take up to five days for a new user request to be approved. Once your user account has been approved, we'll send you an email with a link to the GMC Connect login page. We'd recommend you save this webpage as an internet favourite.
We support a wide variety of internet browsing software. If you have any problems logging in to GMC Connect, or using GMC Connect when you've logged in, please try a different internet browser or contact UK Manager for help.
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2.2 Logging in
At the login page:
- enter your username (if you have one) or email address
- enter your password
- click the 'sign in' button.
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3 The Home page
When you log into GMC Connect, you'll see the Home page.
On the left of the screen are menu items which you'll use to go to different sections of the site. We also use GMC Connect to post news items. You'll see these in the centre of the Home page.
Some hints and tips
- You should move around GMC Connect using the menu buttons and any 'Back' buttons you see on the screens.
- You will see various links on the screens to help pages and other guidance on our website. You can close these help pages without GMC Connect closing.
- Don't click on the cross in the right-hand corner of the GMC Connect window (any window with the title GMC Connect and our logo). This will close GMC Connect.
- When you're finished using GMC Connect, click 'sign out' in the top right hand corner.
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4 Document Folders
4.1 About Document Folders
We use Document Folders to share information about medical students. If we need to, we will upload documents here for you to download and you will upload documents to the folders to share with us.
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5 Guidance and Forms
We publish useful information and templates in the Guidance & Forms area.
To access the Guidance & Forms area, click on the 'Guidance & Forms' menu item.
The first page has a list of folders. Clicking on a folder will take you to a list of documents within that folder.
You are now presented with the document list for the folder you clicked into.
You can see all the files held in the folder, along with their description and the date that they were uploaded.
To download a file, click on the document name.
The Guidance & Forms section is intended for the distribution of GMC published documents, so GMC Connect users can't upload documents into these folders.
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6 GMC Connect users details
6.1 Changing your email address
If you need to change your email address, get in touch with your GMC Connect administrator. They will make the change for you.
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6.2 Changing your email notification preference
You will automatically receive email notifications when a new file is added to one of your document folders, unless you change your notification preference.
To turn off email notifications:
- Click on 'Change my preference' button.
- Click on the drop down arrow next to 'Receive email notifications' (1) and choose 'No' (2).
- Click 'Save' (3)
You won't receive any more email notifications.
7.1 Managing your students
You can manage your student data from the Home page. Click on the 'Students' link in the side menu to access the various student screens.
7.2 Changing a student's expected graduation date
During the course of a student's final year, their expected graduation year might change. Reasons can include intercalation, re-sitting exams or taking time out for personal reasons.
To change an expected graduation year for your student, you will need to make sure you are logged in to GMC Connect and are on the 'Current students' screen. You will need to scroll across and click on the 'Change Grad Year' link, next to the student whose graduation you wish to change. You can also press the expand button (the dark blue button with arrows) to see all the columns on one screen instead of scrolling across.
This will take you to the 'Change student graduation year' screen. You will need to check all the information is correct.
Once you've clicked 'Submit', you will see a confirmation screen.
You have successfully changed your student's graduation year.
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7.3 Changing a student's name
During the course of a student's final year, they may wish to change their name. Some reasons include marriage, name change by deed poll or changing a middle name.
Once you are satisfied that the student has officially changed their name and have updated your medical school's records, you should then update the student's record via GMC Connect.
To do this, you will need to make sure you're logged in to GMC Connect and are on the 'Current students' screen. You will need to click on the 'Change' link under the 'Change Name' column, next to the student whose name you wish to change.
This will take you to the 'Change student name' screen. Here you will be able to see their current name details.
Once you have clicked 'Submit' you will see a confirmation screen.
You have successfully changed your student's name.
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7.4 Withdraw a student from their studies
You may need to withdraw a student from their studies. For example, they may have decided they no longer wish to pursue a career in medicine or they may have been subject to fitness to practise proceedings and been asked to withdraw from their course. You will need to tell us this via GMC Connect.
From the 'Current students' screen, click 'Withdraw' next to the student you wish to withdraw.
This will take you to the 'Withdraw a student' screen, where you will be able to select the reason for withdrawing the student. You will see the student's current information.
Once you have clicked 'Submit', you will be taken to a confirmation screen.
You have successfully withdrawn your student.
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7.5 Deferring a student's graduation (or placing them 'on hold')
You can defer a student's graduation or place them 'on hold' if they will not graduate at the same time as other students. You should only use this option if the student is due to graduate in the near future; perhaps they need to re-sit a module of the course, or pay fees before the university will confirm graduation. In these cases, you can defer them (place them 'on hold'). When the student is ready to graduate, you will submit this individually via the 'Deferred Students' screen.
From the 'Current students' screen, you will need to click on the 'Defer Graduation' link next to the student whose graduation you wish to defer.
You will then need to check the information and click 'Submit'.
Once you have done this, you will be taken to a confirmation screen.
You have successfully deferred your student's graduation (or placed them 'on hold').
If you need to submit graduation information for a student you have deferred you will need to do this individually through the 'Deferred Students' view.
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7.6 Confirming and submitting a graduation list
You will need to confirm and submit your graduation list, using the link under the 'Students' section on the Home page.
Click on 'Submit Graduation List'. You will be taken to the 'Select graduation year and campus' screen. You will need to select the graduation year (1) and campus (2) from the drop-down menus. Once you have done this, click 'Continue' (3).
You will then be taken to the 'Enter pass date' screen, where you will need to enter the date the cohort will be awarded their degree (1). Once you have done this, click 'Continue' (2).
You will then be taken to the 'Confirm graduation list' screen. This will show you the list of students you are submitting.
Please read the instructions. Once you have made your checks, please tick the box to confirm , then click 'Continue'. If you require further information on making checks, exporting or table headings, please see the relevant guidance.
Once you have clicked 'Continue', you will be taken to the 'Submit graduation list' screen. Please read the Statement of Truth and if you understand and agree and click 'Submit'.
Once you have clicked 'Submit', you will be taken to a confirmation screen.
You have successfully submitted your graduation list. If you have made an error on submission, you must call your GMC Connect administrator immediately
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7.6 Telling us a doctor is not applying for registration
A student may decide to not apply for registration. They may choose to take a break from medicine, go on maternity, or choose to complete F1 overseas. You will need to tell us that they are not applying via GMC Connect.
If you are telling us before they have graduated, from the 'Current students' screen, click the 'Not Applying' link next to the student you wish to tell us isn't applying for registration.
You will be taken to the 'Student not applying for GMC registration' screen, where you will see the student's details. You will need to select a reason from the drop-down menu and click 'Submit'.
Once you have clicked 'Submit' you will be taken to a confirmation screen.
You have successfully told us the doctor is not applying for registration.
If you are telling us a student is not applying for registration after graduation, follow the same steps as above, but from the 'Graduated Students' screen.
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8 Your lists of students
You can view the various lists of students by using the links in the side bar, under the main 'Students' menu item.
8.1 Your Deferred Students
By clicking on the 'Deferred Students' link in the side bar -
You can access a list of all the students whose graduation you have deferred or 'placed on hold'. From here, you can submit graduation information for them to move to the 'Graduated Students' list. You can also withdraw them from their studies or tell us they aren't applying for registration.
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8.2 Your Graduated Students
By clicking on the 'Graduated Students' link in the sidebar -
You can access a list of all the students you have included in your graduation list. Here you can track if they have applied for registration. You can also tell us if any of them are not applying for registration.
You will not be able to make any amendments to your students' details from this view other than telling us they won't apply. If they wish to change their name after graduation, they will need to submit a GMC application.
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8.3 Your Withdrawn Students
By clicking on the 'Withdrawn Students' link in the sidebar -
You can access a list of all the students you have withdrawn from their studies.
You will not be able to make any amendments to your students' details from this view. If you notice any incorrect information that needs amending, please contact your GMC Administrator.
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9 Adding additional users/delegates
To add a new user to your organisation, you'll need to:
Provide the UK Manager with a list of names and email addresses for the additional users, using the UK10 form. When you've completed the form, click 'Submit Form' and follow the instructions onscreen. It will automatically be sent back to us.
The new user will be emailed a signup link.
The GMC Connect administrator will verify the requests submitted against the list you provide, and grant access.
Once we've approved their account, you'll receive an automated password email, and additional information about your GMC Connect account.
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10 Removing access to GMC Connect
If a member of staff who has access to GMC Connect leaves your organisation, you must email us immediately (UKManager@gmc-uk.org) with the user's details, so that we can remove their GMC Connect access.
11 Changing your password
You can change your password at any time by choosing:
1. ‘Account Settings’ from the left-hand menu then
2. ‘Change Password’
3. Enter your current password
4. Enter your new password using the format shown and confirm it in the ‘Verify New Password’ box.
5. Click ‘Save’ to change your password (you’ll get a confirmation screen) or,
6. Click ‘Cancel’ to go back to the ‘Communication Preferences’ screen without changing your password.
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