Student Contact Lists

Information Services provide a number of email lists - generated nightly from Student System data on AStRA. These lists include students in the current academic year only, with the rollover from one academic year to another taking place on 01 September. The one exception to this is lists for students of the International English Centre whose rollover date is 01 August.

Email may be sent to these lists by AU staff only (and in the case of the Halls list, by Campus Services staff only).

Your email program may require you to add @aber.ac.uk to the list name e.g. tutor-abc-2@aber.ac.uk

AStRA

A new facility now exists in AStRA to query email lists that are generated from AStRA.  This is the E-mail Lists form under Utilities.

Additional Campuses

Extra email lists are being generated to support additional campuses.  This applies to all email lists below with the exception of the hall- email lists.

The email lists that you're familiar with include Aberystwyth students only.
Appending -campus_code to the end would email the students at that campus.
Appending -ALL to the end would email all students on ALL campuses.

For example,

scheme-N122-BSC-1 = students on N122/BSC in the 1st year at Aberystwyth.

scheme-N122-BSC-1-MU = students on N122/BSC in the 1st year at Mauritius.

scheme-N122-BSC-1-ALL = students on N122/BSC in the 1st year at any campus.

Lists available are as follows:

FT/PT students registered on a module:

e.g. module-AC10310 = students registered on module AC10310

  • The lists include currently registered students and students on an industrial year
  • They exclude Distance Learners
  • They exclude students who no longer have access to AU email
  • Staff recorded against a Module in the Modules System and Module Co-ordinators are also included
  • Departmental Administrators may also be included if requested by the Department

Students registered on a study scheme by year of study:

e.g. scheme-M164-BSCEC-2 = students on M164/BSCEC in the 2nd year.

These list names use the Study Scheme codes (e.g. M164) and Qualification Aim codes (e.g. BA, BSC, LLM, PHD, NQUG, etc).  (See below for explanation of the Year of Study.)

  • The lists include currently registered students and students on an industrial year
  • They include Distance Learners
  • They exclude External Resits
  • They exclude students who no longer have access to AU email

Students on study schemes in a department by programme type:

e.g. dept-T-UG = undergrads in Physics (Dept Code T).

Department codes are as used on the Students system (see list below) - derived from the Study Schemes database which records which Departments are associated with each Study Scheme. Programme Types are: UG, PGT (PG Taught), PGR (PG Research), PG (combined list of PGT and PGR), EM, LC, PGCE (Teacher Training).

  • The lists include currently registered students and students on an industrial year
  • They exclude Distance Learners.  Distance learners are on specific lists, either by programme type, or all DLs in a department, and are not by year of study, e.g. dept-U-UG-DL or dept-U-DL.
  • They exclude External Resits
  • They exclude students who no longer have access to AU email

Students on any study scheme in a department by programme type and year of study:

e.g. dept-T-UG-3 = undergrads in Physics (Dept Code T) in year 3

Students by institute and programme type:

e.g. inst-1-UG = undergrads in IBERS (Institute Code 1)

Single character institute codes are used in AStRA (see list below).  These lists are generated using each department associated with a scheme.  Each of those departments is owned by an institute, which is used to generate these lists.  For example, where a joint honours scheme is associated with 2 departments, each student on that scheme may be on 1 or 2 institute email list depending on whether or not both departments are in the same institute.  Programme Types are: UG, PGT (PG Taught), PGR (PG Research), PG (combined list of PGT and PGR), EM, LC, PGCE (Teacher Training), WFA.

The lists include currently registered students and students on an industrial year

  • They include Distance Learners
  • They exclude External Resits
  • They exclude students who no longer have access to AU email

Students by institute, programme type and year of study:

e.g. inst-3-UG-2 = undergrads in IMPACS (Inst Code 3) in year 2.  Same as the list above but split by years of study - see explanation below.

Fluent Welsh speaking students by institute and programme type:

e.g. inst-3-UG-cymraeg = Fluent Welsh speaking undergrads (Welsh Speaker code 1) in IMPACS (Inst Code 3). 

Students assigned to a personal tutor:

e.g. tutor-abc = registered students whose personal tutor is abc (user-id)

The lists include currently registered students and students on an industrial year

  • They include Distance Learners
  • They exclude External Resits
  • They exclude students who no longer have access to AU email

Students assigned to a personal tutor by year of study:

e.g. tutor-abc-2 = registered students in year 2 whose personal tutor is abc. Same as the list above but split by year of study - see explanation below.

Students assigned to a personal tutor by programme type and year of study:

e.g. tutor-abc-ug-1 = registered UG students in year 1 whose personal tutor is abc. Same as the list above but split by programme type and year of study - see explanation below. Programme Types are: UG, PGT (PG Taught), PGR (PG Research), PGCE (Teacher Training).

International Students (nationality other than British):

Lists include Full Time and Part Time UG, PG Taught (PGT), PG Research (PGR), PGCE/PGDE and Language and Learning (LC) students e.g. int-ug; int-pgr; int-pgt; int-pgce; int-lc. Within this area, separate lists of Chinese (int-china) and Malaysian (int-malaysia) students are maintained.

Students in the NSS by Department:

e.g. dept-F-nss for NSS survey students in department F.  These lists only available January to June.

Students living in a hall (used by Campus Services staff only):

e.g. hall-cwrt = registered students living in Cwrt Mawr

Additional lists for each block/flat are also available - e.g. hall-cwrt-d. The hall-priv list can be used to contact all FT UG/PG/LLC students who have provided a current term time address but which is not in a hall.

 Year of Study

  • Where the lists are divided by year of study, students on a full year out (e.g. Abroad, Industrial Year, Exchange Year etc) are included as year Y (e.g. dept-N-UG-Y).
  • Separate lists exist for students on years 0 to 5 (years beyond 5 are included as year 5).
  • The year of study is adjusted to compensate for students who have previously taken a year out - thus dept-N-UG-3 includes students in the final year of a three year scheme together with those on the final year of a four year scheme which included an Industrial Placement.
  • Taught Postgrads are all included in year 1 until they proceed to dissertation when they move to year 2.
  • UG students from abroad attending AU on exchange are classified as year of study 2.
  • The year of study is adjusted to compensate for foundation schemes - year 1 students on foundation scheme will be on year of study 0, e.g. dept-N-UG-0.

Department Codes

The Department Codes used in the AStRA system are as follows:

 AStRA CodeDepartment
F Art
Y Business School
ZC Centre for Widening Participation, Equality and Social Inclusion
ZD Centre for the Development of Staff and Academic Practice
N Computer Science
B Education
C English and Creative Writing
P Geography and Earth Sciences
ZB Graduate School
E History and Welsh History
I IBERS
U Information Studies
V International English Centre
K International Politics
L Law School
ZZ Lifelong Learning
M Mathematics
D Modern Languages
T Physics
W Psychology
A Theatre, Film and TV studies
G Welsh and Celtic Studies
ZA Welsh for Adults

Institute Codes

Institute CodeInstitute Name
1 Institute of Biological, Environmental and Rural Sciences
3 Institute of Mathematics, Physics and Computer Science
4 Institute of Geography, History, Politics and Psychology
5 Institute of Business and Law
6 Institute of Arts and Humanities
7 Institute of Professional Development

Hall Codes

Hall CodeHall Name
BRYN Bryn Derw
CLAR Clarendon House
CWRT Neuadd Cwrt Mawr
FPEN Fferm Penglais
GWAL Gwalia Residences
PENB Neuadd Penbryn
PENS Neuadd Penbryn (Welsh Medium)
PENT Neuadd Penbryn (Welsh Medium)
PJMV Pentre Jane Morgan
ROSS Neuadd Rosser
ROSG Neuadd Rosser (Block G)
TREF Neuadd Trefloyne
ZFAR Penglais Farmhouse
ZGOD Godre'r Glais
ZLON Lon Hendre