2014/15 Start of Year Planning - University College · PDF fileRegistration 2014/15 Planning...

2014/15

Start of Year Planning

Second Information Session

15 July 2014

Registration 2014/15 Planning and Information Sessions 15/07/2014

Agenda for today’s session

1

Undergraduate Orientation Paul Sinnott

UCD Library Orientation Jenny Collery

UCD International Orientation Catherine Convery

Student Desk preparations Ruth Harrison

UCD Academic Regulations Martina Boyle

Registration Communications Marie O’Flanagan


Reminder of some key dates

Date Activity

Between 29 July and 6 August Start Time booking for continuing undergraduates (depending on programme)

From Tuesday 12 August Graduate Research students begin registration

From Thursday 14 August Continuing undergraduates and Graduate Taught students begin module registration (based on Start Time)

From Thursday 21 August Incoming Stage 1 begin step 1 of registration (personal information)

Wednesday 27 August Start Time booking for Stage 1 undergraduates (incl repeats)

From Thursday 28 August Stage 1 undergraduates (incl repeats) begin module registration (based on Start Time)

2

Full details on www.ucd.ie/students/keydates

http://www.ucd.ie/students/keydates.htm


Reminder of some key dates

Date Activity

Tuesday, 2 to Friday, 5 September Orientation for incoming Stage 1 undergraduates

Friday, 5 September Online Registration will close at 2.00pm for general elective allocation

Saturday, 6 September Online Registration reopens on a phased basis between 12.00pm and 4.00pm

Monday, 8 September Semester 1 academic teaching term begins (12 weeks)

Friday, 19 September Online Registration closes for undergraduates at 5.00pm

Friday, 26 September Online Registration closes for Graduate Taught at 5.00pm (some exceptions)

3

Full details on www.ucd.ie/students/keydates

http://www.ucd.ie/students/keydates.htm


UCD Residences

Update on wait listing for continuing students

4

Concerns were raised over SISWeb and capacity management during the June room booking period so an email system was proposed

The email system was unable to deal with the capacity (over 10,000 emails from 2,500 students in the first 3 mins) and could not deliver a reliable ranking

Offers were suspended. Considerable efforts made by IT Services to correct the ranking but the results are still inconsistent and outcome cannot be validated

IT Services have run a random allocation to the full list of names that emailed up to Friday, 13 June and based on this randomly allocated number, students will be offered an opportunity to book a room

The room offers process will resume on Monday, 14 July with 50 rooms per category being offered at 12 noon and 16.00 each day until the allocations are full

The booking and support office is located in Merville and can be contacted on 01 716 5772/5773 or www.ucd.ie/residences/accommodation-booking-support/

Background to issue

Solution

http://www.ucd.ie/residences/accommodation-booking-support/





Undergraduate Orientation

Paul Sinnott

Student Guide & Diary

Student Guide & Diary is cut for 2014/2015

Information to be included in: • Welcome to UCD

booklet • New page on Current

Student website

Current Student Website

Working with Registry on the content for the new page

New map being designed

Orientation Guides

212 recruited

7 cancellations

Facebook campaign to recruit more Guides

Senior Orientation Guide training- 28 Aug

Campus Tour training for Peer Mentors - 29 Aug

Orientation Guide training - 1 Sept

Peer Mentors

Campus Tour training schedule to be completed and issued to Student Advisers

Will contact Student Advisers for Peer Mentor T-Shirts and Hoodie requirements

President’s Welcome

Will run on the 2, 3, 4 and 5 September at 9.00am

Students asked to arrive at 8.40am

Conferring's are taking place the same week as Orientation

Follow the same format as last year

Musical Society to provide entertainment each morning

International Student welcome will take place on Wednesday at 7.30pm

Email sent to Programme Office Directors seeking Student Speaker nominations

Invitations to invite Academic staff to be sent closer to date

Call to Order – Paul Sinnott

MC – Mark Simpson

President - Professor Andrew Deeks

Vice-President for Research, Innovation & Impact – Professor Orla Feely

President Student’s Union – Fergal Hynes

UCD Student Speaker - TBC

Registrar – Professor Mark Rogers

Signing of the Student Charter on stage

President’s Welcome Ceremony

Course Timetables

Currently reviewing 56 timetables received from Programme Office Directors

Any comments/recommendations to be issued to Programme Office Directors

Converted to PDFs

Upload to New Students section of website by mid August

UCARD Collection

Delivered and in storage

UCARD Central Hub to be located in building 71 – formally know as the Student Club

Scarves

Social Events Schedule

• New design and map

• Posted out with Welcome to UCD booklet

• Full calendar of events including

– A Flavour of International Cultures- food and entertainment

– Arts Students - Carnival in the Courtyard - food and entertainment

– Outdoor Cinema screening

– The Big Orientation BBQ

– Getting involved in UCD Life (SU, Clubs and Societies)

New Sporting element • Frisbee • Climbing Wall • Martial Arts Demos • American Football • Lacrosse • Touch Rugby

Signage

• Orientation Banners to be installed at N11 and Clonskeagh Entrance

• 4 Orientation Information stands to be place in key locations

– Gerard Manly Hopkins Centre

– Concourse in front of church

– Science

– Careers

– Sport/Student Centre

• Investigating the option of installing temporary directional signage

6 Week Orientation

Working group established to discuss the possibility

Pilot scheme implemented by Arts Engagement Officer Kathleen Kiely

Different theme each week

Week 0: Orientation Week Week 1: Talk Week 2: Get Involved/Fresher's Week Week 3: Health Matters Week 4: Did you Know? Week 5: Time Management Week 6: Beat the Stress

UCD Library Orientation 2014

Jenny Collery UCD Library Orientation Co-Ordinator/College Liaison Librarian (Arts & Celtic Studies) UCD Library [email protected]

mailto:[email protected]


Orientation 2014/15: Our Aims

Reach all students new to UCD – Undergraduates, Post-graduates, International, Mature

Create a 6 week Orientation event

Ensure users see our staff as friendly, helpful and informative

Work closely with academic and administrative units across the University

Embed our activities with UCD Orientation

Dedicated

New Student Desk

The Personal Touch

Monday – Friday @ 11.30am

8 – 19 September

Starting in Library Link

James Joyce Library


Getting out of the Library

Welcome at Orientation Events


New Students Webpage

www.ucd.ie/library/newstudents

http://www.ucd.ie/library/newstudents


Competition Time! (2 over 6 weeks)


UCD Library Welcome App

25

Twitter


Collaboration across UCD

UCD Orientation advisory Group

Registry’s Support for Students’ Working Group (multi-unit)

Tremendous support from the team of Student Advisers in organising the Peer Mentor Tours

International Office


Library Developments 2014

New Search Interface for Books, Journals, eBooks, etc. launch August “OneSearch”

Brand new Library Homepage launch in August

Issue Desks will be dedicated to Information Queries

Self-Service Drive – students & staff can now use the self service in all branches for taking books out or returning

Self Service Lap-top loans, James Joyce Library

You Choose! Select books for purchase directly from OneSearch

International Orientation 2014

Catherine Convery

UCD International

32


International Orientation Programme

Dedicated programme for incoming international students from over 120 different countries!

Designed to ensure students receive the necessary information from day one

Programme specific orientation programmes for categories of international students:

• Occasional Student

• Undergraduate

• Graduate

33


Welcome to UCD, Dublin and Ireland!

34



On Arrival

Dublin Airport Welcome

• Terminal 2 Arrivals Hall – 7.00am to 5.00pm

• Sunday 31 August to Tuesday 2 September

Aircoach

• Online discount for travel

• On campus drop off

Free SIM Cards for Students

• O2 support at Dublin airport

35



Key Events & Activities

International Flavour of Cultures

• Tuesday 2 September @ 6.00pm

• Celebration of culture, music and food

President’s International Welcome

• Wednesday 3 September @7.30pm

• Official welcome by the President in O’Reilly Hall

Student Café and International Fair

• Thursday 4 September @12.30pm – 2.00pm

• Opportunity to meet and greet with UCD providers

36



Key Events & Activities

International Day Trip

• Saturday 6 September @ 9.00am

• Day trip to Croke Park and Guinness Storehouse

Walking Tours of Dublin

• Saturday 6 & Sunday 7 September @12.45pm

• Guided tour of Dublin city highlights

International Welcome Reception

• Thursday 18 September @6.00pm

• Opportunity to meet and greet with fellow students and UCD staff

37


How can we help?

Module registration for incoming Exchange students (except Business & Law)

Dedicated International Student Adviser

Guidance on Visa and Immigration

Cultural and Social Events throughout the academic year

UCD Global Lounge – dedicated space for International and Irish students to meet and integrate

Peer to Peer support by UCD Global Guides

Liaise with Erasmus Student Network and International Student Society

Any daily queries……

38

Student Desk Preparations

Ruth Harrison

Administrative Services, UCD Registry

39


Student Desk

Schedule during registration period

40

Fast Track

1 - 12 September

2014

Call Centre

13 August -

12 September 2014

Labs

1 - 12 September

2014

Regular Student Desk Opening Hours www.ucd.ie/registry/adminservices/studentdesk/openinghours.html

http://www.ucd.ie/registry/adminservices/studentdesk/openinghours.html


Student Desk

Online Documents & UniShare

Online Docs

• Certificates of Attendance (Bank Accounts etc.)

• Diploma Supplement, Transcript

UniShare

• Inside InfoHub - full student record report

• Used for logging all interactions face-to-face and over the phone

• Currently used by Student Desk and Library

• Audit trail on access


Student Desk

So What’s New for 2014?

Extended Opening Hours - 9.00am every day during registration

UniShare

Certificate of Attendance confirmed for opening bank accounts

Student Desk Connector Upgrade

Need Assistance Come Here!

Academic Regulations -

Changes for 2014/15

Martina Boyle

Academic Secretariat, UCD Registry

43


Academic Regulations

Changes for 2014/15

• Academic Regulations are reviewed annually

• Changes are approved by Academic Council

• Full details can be found in the Academic Regulations

Version History on the Academic Secretariat section of

the Registry website

44



Changes for 2014/15

General Regulations

• Student Workload

• Compensation

• Credits and research activity

• New Award type

Regulations for Research Programmes

• Credits and graduate research activity

• Assessment on graduate research programmes

• PhD registration period and transferring into Stage 2

• MD and DN/DM specific amendments

45

http://www.facebook.com/registry



Changes for 2014/15

Things to note

• All students are governed by academic regulations in place in the academic session in which they register/re-register

• Always link directly to the regulations in order to reflect updates and amendments

Further information

• Visit www.ucd.ie/registry/academicsecretariat and click on: – University Regulations

– Quick reference user’s guide also available at this link

• Email [email protected] with queries

46

http://www.ucd.ie/registry/academicsecretariat

mailto:[email protected]



Changes for 2014/15

Resources

• A one page leaflet

highlighting the key

changes is available on

the Registry website

• Go to the Registry home

page and click on

‘Registration info

for staff’ on the left

47


XXXX

Name

Unit

48


Communications channels

• Online (Current Students, Connect, SIS Web)

• Emails to students

• Social media (Facebook and Twitter)

• Publications (Welcome to UCD booklet and

online guide to registration)

• Posters and signage (during the registration

season)

• Digital screens around campus

• Student e-zine

49

• Focus this year on improving our

online information

• Target age-group spends much of their time online

• Most have a smartphone, use a laptop/desktop regularly

and have access to at least one other mobile device

Smartphone usage statistics: Irish Mobile Youth Report 2014 www.thinkhouse.ie











season)


• Student e-zine

50

• Decision made by Orientation advisery Group to stop

producing a print version of the Student Guide & Diary

• Information to go online onto Current Students

area of the website

• Aiming to have responsive pages ready

by 21 July

• A new students section will replace

the incoming students website

www.ucd.ie/students


http://www.ucd.ie/students










season)


• Student e-zine

51

• New students section will contain orientation

timetables, social events schedule, maps,

how to get to UCD, etc.

• Mainly aimed at incoming UGs but will also

link to information for graduate students

• Digital and print version of the Welcome to UCD

booklet and social events guide

• Basic registration info included in welcome

booklet with separate online guide

• Use of icons and illustrations to present the

information in a more visual way











season)


• Student e-zine

52

• Digital version will contain

updated videos and other

interactive content

• Lots of stand-alone

pages which can be

shared/posted

on social media

• Link from new

students section of

www.ucd.ie/students


http://www.ucd.ie/students










season)


• Student e-zine

53

• Complete your registration and pay your fees

• Stick to the deadlines

• Check your UCD email regularly

• Come and talk to us if you

have a problem











season)


• Student e-zine

54

FROM 15 July

• Book start time messages

• Information on registration/fees

FROM 11 Aug

• Remind students about registration/fees

FROM 18 Aug

• CAO welcome packs posted

• Information for new students (checklists, key dates,

registration guide, fees info)

FROM 11 Sept

• Remind students to complete registration











season)


• Student e-zine

55

1. Registry homepage • www.ucd.ie/registry

• Registry contact details • Communications archive 2. Resources • Click on registration info


http://www.ucd.ie/registry



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