Name of presentation Month 2009 Teresa Charlton, Alice Gould Online Deferred Examination Requests.

Name of presentation Month 2009

Teresa Charlton, Alice Gould

Online Deferred Examination Requests


Introductions

Teresa Charlton

Manager, Student Administration

Alice Gould

Business Analyst - Student Functional Group


Agenda

• Background

• Issues addressed through online form functionality

• Changes to business processes

• Amendments to Rules, Policies and Procedures

• Mid-Semester vs End of Semester Processes

• Demonstration of the online student process for applying for a Deferred Examination Request

• Demonstration of the staff process for processing Deferred Examination Requests


Background

Online Forms Overview:

• Approved by the Student Systems Reference Group June 2013

• Currently there are a significant number of hard copy forms requiring lodgment by students and manual processing by staff (50+ different forms in the Student Centre).

• The Deferred Examination Request has been selected as the initial form to be developed online.


New myRequests tab in mySI-net:

As part of the strategic direction we are taking with Online forms we identified a need to create a centralised location for forms.

A new Tab called myRequests has been built and delivered to students and is currently in use. Several existing requests were moved to this location. These are:

• Program Change Request

• Undergraduate Diploma Request

• Supplementary Request

• And now Deferred Examinations Request.


Issues addressed through online form functionality –deferred examinations

• The current Deferred Examination Application and approval process is highly manual.

• 4,000+ end of semester requests and no data available on the volume of Mid-Semester requests.

• The internal process of recording of decisions for examinations held during the semester may vary between Schools. Approvals of mid-semester examinations are also not recorded in SI-net.

• For late applications for end of semester examinations, emails are manually sent to students to advise the application cannot be considered due to it being late.

• The development of this project will reduce the amount of manual processing performed across the university.


Changes to Business Processes

• No hard copy applications from start of semester 2 2014

• Non-original supporting documentation accepted

• Verification of original documentation – random selection of approved requests (verification centrally administered)

• Email communication to students once request actioned (ie approved or denied)

• Request Status and Decision viewable in mySI-net (no separate email to student when application denied)

• For approved end of semester deferred examinations, SP and transcript note entered on students’ records (no separate manual entry process)


Amendments to Rules, Policy and Procedures

• GAR 1A.14 – Deferred Examinations

• PPL 3.10.11 Examinations – Procedures

- Amendments to Section 6.2 Applications - submission via mySI-net- authorisations on behalf of Executive

Dean or Head of School

- Amendments to Section 6.3 Awarding Deferred examinations- scanned or copied image acceptable- retain original supporting documents

for period of (6) months for verificationif requested

• myAdvisor - Deferred examinations and how to apply http://www.uq.edu.au/myadvisor/index.html?page=2995

http://www.uq.edu.au/myadvisor/index.html?page=2995




Mid-Semester vs End of Semester Requests

Two separate forms – mid-semester and end of semester

• different approving authorities

• slight variances in design and functionality

Mid-semester applies to school-based examinations held during teaching weeks. They can be in-class or held on Saturdays, and may be for written exams, orals, labs, etc

End of semester applies to any examinations held during the University’s end of semester exam period, and includes both central and school-based exams.


Future Development- Worklists

• Essentially Worklist is a page from which you can see the Items/Requests that are assigned to you or your team.

• Items to action will be assigned based on your designated access. This also means that if you move roles/schools within the University this access will need to be updated.

• Once implemented we will distribute instructions for its use. It will allow Examinations Section to redirect certain requests to faculty and alert staff when there is a new item to be assessed. Student logs request

Staff receive a notificatio

n emai

l

Staff log into SI-net, enter

Worklist page and

action items

assigned to them


Demo

1. Understand the student process for applying.

2. Use the Deferred Examinations Requests search page.

3. Understand the Deferred Examinations Requests staff approval page (including automated features).

4. Approve and deny requests.

5. Check the student’s activity log.

Online Deferred Examination Requests in Action


Points to note

• Requests ‘saved’ but not submitted will NOT be considered

• Requests must be ‘submitted’ within the specified timeframe for it to be considered.

• All requests ‘submitted’ must be actioned, ie approved or denied.

• Mid-semester requests OPEN at start of semester.

• End of semester requests OPEN around finalisation and publication of the examinations timetable.

• Academic Registrar decides whether a LATE application may be considered (outside of SI-net).

• Exception reports will identify changes in student exam attendance, eg. where student attends original examination following approval for deferral (managed centrally).


QUESTIONS ?

Name of presentation Month 2009 Teresa Charlton, Alice Gould Online Deferred Examination Requests.

Documents

Transcript of Name of presentation Month 2009 Teresa Charlton, Alice Gould Online Deferred Examination Requests.