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Academic Registry and Council Secretariat

HEAR FAQS

Am I eligible?

Queen Mary University of London first introduced the HEAR in summer 2017 for most undergraduate and postgraduate taught programmes who were awarded that summer or who were progressing into the next academic year.

It was later introduced for students undertaking BDS, Intercalated and Joint-China programmes who were awarded in summer 2019 or later and DClinDent students who were awarded in autumn 2019 or later.

The following students are excluded from the HEAR and should read on for information on how to obtain a transcript:

    • MBBS students
    • Study Abroad (inc. associate, exchange, erasmus+) students (that are not awarded by QMUL)
    • Summer School students
    • Students on a non-award-bearing programme (inc. Pre-Sessional programmes)
    • PhD students

Please be advised that we cannot create a Gradintelligence account or HEAR for a student who was awarded prior to when it became available for their programme of study.

If you are not eligible for a HEAR but need a transcript or documentation that confirms your modules/award:

Undergraduate and postgraduate taught students not eligible for a HEAR may wish to order a transcript.

MBBS students should contact the School of Medicine and Dentistry: smd-mbbs-transcripts@qmul.ac.uk

Summer School and Study Abroad/Erasmus+/Exchange students (1 semester & 1 year associates) should contact the Global Opportunities Office: study-abroad@qmul.ac.uk

PhD students should contact the Research Degrees Office: researchdegrees@qmul.ac.uk

What format is the HEAR available in?

Your HEAR is issued to you as a digitally signed electronic document. Queen Mary University of London is working with a company called Gradintelligence to provide this service. You can also save it as a PDF.

What will be in my HEAR?

  • Information about you
  • Information about your qualification
  • Information about the level of your qualification
  • Information on the modules you took and the results you achieved
  • Information on the function of your qualification (access to further study/ professional status)
  • Academic prizes achieved
  • Information about verifiable extracurricular activities and awards achieved whilst studying at QMUL (from 2018/19)
  • Certification of the HEAR

A video showing you the HEAR and Gradintel platform is available on our 'What does my HEAR look like?' webpage.

What does a HEAR look like?

Download an example of a Queen Mary University of London HEAR: QMUL HEAR example [PDF 1,904KB].

Can I print my HEAR?

Yes, you have the ability to print your HEAR. You can print directly from your internet browser or you may find that you need to save your HEAR (it saves as a PDF) before printing.

However, please be advised that if you are sharing your HEAR electronically, QMUL can only verify that the data is correct if it is shared via the secure Gradintelligence platform. We understand that there may be times that you need to provide a physical or PDF copy of your HEAR and therefore we are able to verify your award to third parties.

Please note that QMUL do not print HEAR's as standard as it is a self-serve document. However, we are able to print, stamp and seal your HEAR for you for a charge. Or, if preferred, you can also order a transcript which is printed on QMUL headed paper and is stamped and sealed.

Are other universities giving HEAR's to their students?

Yes, over half the higher education sector is now involved in HEAR development work. For more information visit the National HEAR website.

How do I register?

Please note, QMUL will register you for your Gradintel account (normally shortly after your full enrolment) and we ask that you activate your account within 30 days so that you have access to your Student Status Letter in the first instance and then your HEAR after your first year. Full instructions on how to activate your account can be found on our 'How do I activate my Gradintelligence account?' webpage.

How do I create/change my Gradintel username?

On activating your Gradintel account you will be asked to change your username. Please note that any usernames with special characters (e.g. Chinese or Turkish characters) may cause an error when uploading your electronic status letter and HEAR (if eligible), as the UTF-8 encoding system used cannot recognise them. Therefore, we recommend that you create a username that can be typed using a standard British keyboard.

If you do create a username that uses a special character or includes a space, we request that you contact Gradintel and ask them to change your username on your behalf as neither you nor QMUL have the ability to do this.

Gradintel customer services: customerservices@gradintel.com

Please remember to include your full name, student ID number and inform them that you are a student at QMUL.

I've forgotten my log in details what do I do?

If you have forgotten your login details, you can receive a reminder of your username and reset your password by visiting Gradintel.com, clicking 'Login' then 'Lost Account Details' and then following the steps.

If you are finding it difficult to reset your details, please contact Gradintel customer services who will be able to help you: customerservices@gradintel.com.

Please remember to include your full name, student ID number and inform them that you are a student at QMUL.

My activation link has expired - what should I do?

The activation links to Gradintel expire after 30 days. If your link has expired, you should follow the account recovery process to gain access to your account:

  1. Go to: https://gradintel.com/index.php/account-support/recover/students
  2. Select 'Queen Mary University of London' from the dropdown, enter your Student ID number and Date of Birth, use Captcha to authenticate and click 'SUBMIT'
  3. Choose a verification method; either account-linked e-mail address (your QMUL email) or mobile number verification
  4. Once verified, you will be prompted to activate using your account activation page
  5. There, you will be asked to reconfirm your Date of Birth, define your new account username and password and specify your security question and security answer so that you can then use these to reset your password, should you ever forget it.

Note: If you no longer have access to the account-linked email address or mobile number indicated by the hint, please contact us requesting an update to your email address for a new activation link to then be provided:

I have created my own Gradintelligence account and my documents are not appearing, what should I do?

We can only upload your documents into the Gradintel account that we create for you. When we have registered you with Gradintel, we will send an activation link to your QMUL email address (from 'accountregistration@gradintel.com') so that you can complete the activation of your account.

If you do register yourself/sign yourself up for a Gradintelligence account directly through gradintel.com and not via the activation link received from accountregistration@gradintel.com, we ask that you please do not link your self-made account to your QMUL email address as this will block us from registering you and providing you with your documents.

If you do link your self-created account to your QMUL email address, you will be able to change the email address by logging into Gradintel and editing it within 'User Settings' (accessed via the cog in the top right of the Gradintel portal).

If you are experiencing issues changing your email address or would like to delete your self-made account, please contact Gradintel customer services for support: customerservices@gradintel.com

How can I update the types of communication I receive from Gradintelligence?

If you have activated your account, Gradintel may send you communications relating to job opportunities and marketing from selected service providers, depending on your settings.

You are free to turn these communications off or update the settings to match your preferences by logging into your Gradintel account and clicking on 'User Settings', which is accessed via the cog in the top right corner of your dashboard.

You should then click on 'Communications' to update the type (email/SMS) and/or frequency (daily/weekly) of communications that you receive. 

If you would like any further information about the communications that you might receive from Gradintel, please contact their customer services team for support: customerservices@gradintel.com

I have a Gradintelligence account from a previous institution - can my QMUL documents be added to that account?

Unfortunately, we are unable to upload QMUL documents to any Gradintel account/s that you already have from another institution. Therefore, we ask that if you already have a Gradintelligence account then please do not change the email address associated with that account to your QMUL email address ahead of your QMUL enrolment as this will block us from registering you and providing you with your QMUL documents.

If you have changed your existing Gradintelligence account's associated email address to your QMUL email, please change it within 'User Settings' (accessed via the cog in the top right of the Gradintel portal). Please email studentenquiry@qmul.ac.uk to let us know when you have done this so we can register you with your QMUL account and email you the activation link as soon as possible.

If you are experiencing issues changing your email address, please contact Gradintel customer services for support: customerservices@gradintel.com

Why are there no HEARs for undergraduate and postgraduate taught students who enrolled in 2013 or earlier?

Only students who have an enrolment record for 2016/17* or later have been registered with Gradintelligence for a HEAR as this is the academic year the HEAR was implemented. Therefore, undergraduate and postgraduate taught students who were awarded prior to July 2017 are not eligible for a HEAR and can request a physical copy of your transcript instead.

*It was later introduced for students undertaking BDS, Intercalated and Joint-China programmes who were awarded in Summer 2019 or later and DClinDent students who were awarded in Autumn 2019 or later. The following students are excluded from the HEAR, regardless of whether they have an enrolment record for 2016/17 or later:

    • MBBS students
    • PhD students
    • Study Abroad (e.g. associate, exchange) students
    • Summer School students
    • Students on a non-award-bearing programme

Who do I contact if the academic achievements, such as (examination/assessment results), are not accurate?

Please get in touch with us here in the Student Enquiry Centre: studentenquiry@qmul.ac.uk

In person: Ground floor of the Queens Building, room CB01, Mile End campus.

We are open Monday to Friday 9.00 am - 5 pm, except for Thursdays when we open at 10am. Please be aware that throughout the year the Student Enquiry Centre will close. Please check the Student Enquiry centre homepage for closure notices.

What is the difference between a 'formative' and a 'final' HEAR?

Continuing students have a formative HEAR which can be updated with module results and extracurricular activities etc, whereas a final HEAR cannot be amended once it displays your award details. The HEAR will remain formative until you are awarded, after which it will become final.

Why has my HEAR been 'revoked'?

If your HEAR is marked as revoked, it means that it has been withdrawn from your Gradintelligence dashboard and you will not be able to view or share it until it has been made accessible to you again by QMUL.

The main reason a HEAR will be revoked is if you have a tuition fee debt. You are able to pay any tuition fee debts online. Once you have paid, your HEAR will be re-published within 5 working days.

We may also revoke your HEAR if it contains incorrect data that we need to update before re-publishing.

If your HEAR has been revoked and you are not sure why, then please do get in contact with us so that we can advise you:

How can HEAR's be shared with third parties?

You might need to share your document with a third party for reasons such as employment or further study applications. From your Gradintelligence dashboard, you can issue a 'share' token to third parties. The 'share' button is next to the 'view' button. Once you have clicked on 'share' you can specify who the document is to be shared with, how many times it can be viewed and how long they have to access your document. You can also set an alert so that you can be notified when your document has been viewed.

When shared electronically via Gradintelligence, the HEAR is a secure and verified document. Please see our dedicated section for further information: How can I share my HEAR?

You can also save your HEAR as a PDF document or print it out.

However, please be advised that if shared by any means other than via Gradintelligence, QMUL cannot verify the authenticity of the HEAR and therefore welcome third parties to request a verification check.

How often will HEARs be published?

HEAR's are published several times a year and it is dependent upon which programme you are on as to when yours will be released. The main dates of publication occur shortly after the official results release date for your programme. When available, the dates for HEAR publication can be found on the QMUL HEAR homepage.

When will my Semester A exam results appear on the HEAR?

Your HEAR will not be updated with your Sem A examination results from January until all of your results (including Sem B assessment results from May/June) have been considered and confirmed by your School/Institute's examination board/s in the summer. They will be officially released to you via MySIS on the official results release date for your programme and, following this, your HEAR will be published.

Until the examination board/s in the summer have taken place, any results are considered to be provisional (subject to change) and the Student Enquiry Centre/Academic Registry are not at liberty to provide students with provisional results via a physical transcript or the HEAR.

It is at the discretion of your School/Institute as to whether and when they provide you with provisional results so please contact your departmental administrative team directly to ask about this.

Does the HEAR show provisional results?

As the HEAR is published following official results release dates, it will show official, confirmed results only. Please note that you may have provisional results released to you via MySIS and, as these are subject to change, they will not appear on your HEAR.

The Student Enquiry Centre/Academic Registry are not at liberty to provide students with provisional results via a physical transcript or the HEAR. It is at the discretion of your School/Institute as to whether and when they provide you with provisional results so please contact your departmental administrative team directly to ask about this.

Why does my module result say (ME)?

From 2019/20 onwards, module results may be suffixed with an ‘(ME)’. This denotes that the module was completely or partially excluded from classification due to changes in our assessment criteria resulting from the Coronavirus pandemic.

What is Gradintelligence?

Gradintelligence is a service Queen Mary is using to publish your HEAR electronically and allows you to share your HEAR with others such as potential employers or other universities. More information is available from gradintel.com

Why is it necessary to have an account with Gradintelligence?

You need to have an account with Gradintelligence so that you have a secure way of accessing your HEAR during and after your studies at Queen Mary.

QMUL will register an account for you with Gradintel and upload your document/s. You must then activate your account in order to access and share your HEAR.

How much does it cost?

Gradintelligence's services, including access to the HEAR, are free for students.

Why is my HEAR not on Gradintelligence?

The first HEARs were published in July 2017 for undergraduate and postgraduate students enrolled in the academic year 2016/17, excluding those on the following programmes: Research, DClinDent, MBBS, BDS, Joint-China Programmes, Associates and those on non-award-bearing programmes.

In 2018/19, the HEAR was introduced for students enrolled on the BDS, Joint-China or DClinDent programmes.

Therefore, you may not have a HEAR because it was introduced after you were awarded.

Why has my friend had their HEAR updated and I haven't?

Please note that the HEAR is a large document and it takes several days for the thousands of HEAR's to be uploaded and released. Therefore, although you may receive your HEAR at an earlier or later time that your peers, we do aim to have the HEAR released to everyone by the publish date. If you are concerned that your HEAR has not been updated, please check the HEAR publication dates.

If the HEAR publish date has passed and you have not received your updated HEAR, please contact us via SEC Online.

Does my HEAR replace my degree certificate?

No. Graduates still receive their degree certificate at the point of Graduation. The HEAR is your academic transcript.

A third party has requested a printed transcript. Will a printed copy of my HEAR be sufficient?

It is a decision to be made by a third party as to whether they accept a printed copy of your HEAR. We have some guidance on our 'How can I share my HEAR?' webpage. If you are a current student you can request a physical interim transcript via SEC Online. We can also produce physical transcripts for Graduates at request.

Do employers need to contact the University to verify that the information on my HEAR is correct?

If the HEAR is shared electronically via Gradintel then it is a secure document that has been digitally signed and therefore we do not envisage that employers or other third parties would wish to contact Queen Mary for verification. However, if you are providing your HEAR as a paper or PDF copy then we can provide verification of the contents of your HEAR.

I have completed a recognised extracurricular activity but it is not appearing on my HEAR?

If you have completed an extracurricular achievement that is eligible for HEAR recognition and it is not appearing on your HEAR, we have some guidance of what you should do in our HEAR Extracurricular Activities Frquently Asked Questions webpage.

Why are some extracurricular activities not eligible for HEAR recognition?

Departments, Schools and Institutes have been asked to propose activities that they offer that they believe show excellence in education, student engagement, employability or learning environment. Some Departments / Schools / Institutes have not put forward any activities at this time, however they may do so in the future. All extracurricular activities and awards that are eligible for HEAR recognition are listed online.

When will my extracurricular activity be added to my HEAR?

Your HEAR is released at set times during the year, following on from official results release dates. The majority of extracurricular activities will be verified and added to the HEAR ahead of the July release date (for finalists), however some activities take place over the summer and therefore cannot be verified ahead of this time. Therefore, for any non-finalist students that complete an activity over the summer, your HEAR will be updated and re-released on an ad-hoc basis. Unfortunately we cannot amend or re-release a HEAR once it has been made final/you have been awarded.

What should I do if I do not want an extracurricular activity to appear on my HEAR?

If you meet all of the criteria for a HEAR eligible extracurricular activity but do not want it to appear on your HEAR, please inform the activity organiser before you complete it so that they know not to verify this information for inclusion in the HEAR. Please remember to do this as we will not be able to remove an activity from your HEAR once it has been made final.

I have a question about the HEAR or which extracurricular activities are recorded - who can I speak to?

If your question is related to the content of an activity or award, please contact the organiser or Department / School / Institute that offer it. Please contact studentenquiry@qmul.ac.uk if you have a query about the HEAR or how activities are recorded.

What is the difference between a HEAR and a CV?

The HEAR is not a replacement for a CV or job application statement; these are still the most important documents as far as employers are concerned. Instead it will sit alongside these as a complementary document, providing official evidence of the range of knowledge, skills and experience you have developed at university.

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