Student Systems Project

Since we last met..

October 2012

April/May 2013

Meet the team

Let’s see it

Some Examples from the Student JourneyDemonstration of SITS functionality being delivered for Staffordshire University

THE APPLICANT APPLIES

The starting point of the student journey is the web site and their

decision to apply. For non UCAS courses the application

will start here

Not only that, but also - this information will have been gathered once during course

approval and published to the web system when

ready.

The application form is divided into TABs and the applicant can chose to enter them

in any order – the status in terms of completion is indicated using colour coding

Courses are grouped into categories, such as PGR, which determine which TABs show.

For example a research proposal or employment details TAB

Different types of validation are

available, date pickers, drop down lists and dynamic list boxes.

List values are set up within the database and are 100% user

controllable

For each requirement, the upload can be optional or mandatory, can be restricted to

specific document types, document sizes and numbers of document that can be

uploaded

Documents can be uploaded and stored in the system, often these are all done on the one TAB but individual document uploads

can be next to specific fields

THE APPLICANTPORTAL

The applicant portal generally contains two pages, a home page and an application page. This grows with the

relationship between the person and the University, so someone who is a student and an applicant will have more

pages.

The In-tray Function is generally shown on the front page. This is used for sending messages and

tasks to the applicant

These other options are more general and are examples of the

type of things that you might show.

THE STAFFPORTAL

Staff will also have a ‘Portal’

Applications that you need to ‘action’ will be listed here

THE STUDENTPORTAL

When the time is right, I am invited to enrol on-line

This will include module enrolment

And paying fees on-line

There is obviously a lot more to show including:

• Course (award) and Module Approval

• Disability Support

• Transcripts

• Calculation of assessment, module, year and course results

• Progression

• Examination Scheduling

• Open Days

• Operational Reports

• ...........

Welcome to our community

The Project Plan

Mar-13 Apr-13 May-13 Jun-13 Jul-13 Aug-13 Sep-13 Oct-13 Nov-13 Dec-13 Jan-14 Feb-14 Mar-14 Apr-14 May-14 Jun-14 Jul-14 Aug-14 Sep-14 Oct-14 Nov-14 Dec-14 Jan-15 Feb-15 Mar-15 Apr-15 May-15 Jun-15 Jul-15 Aug-15Stage 1 : Project InitiationStructures and Data, People and Users

Stage 2 : Admissions (Except Clearing) W Stage3: Student Records & Admissions Clearing Stage 4: Student Records & Admissions End of Year Stage 5: Student Assessment & Statutory Reporting Stage 6: Examine, Progress, Award, Graduation & Curriculum Management Stage 7: Maintenance & Close Out

• Project Start-Up• Stage 2 Detail Plan• System(s) Installed

• Stage 3 Detail Plan E • Stage 4 Detail Plan • Stage 5 Detail Plan • Stage 6 Detail Plan • Stage 7 Detail Plan Project close out and hand over documentation complete

Project Start-Up and Initial Quality Assurance work Quality Assurance IQuality Assurance Quality Assurance Quality Assurance Quality Assurance

• Initial User Set-Up, Team User Accounts• Initial ‘How SITS works’ Training for Project Team• User Management Strategy and Detail Planning

• Duplicate Management Processes & Data Validation Process• Applicant Portal User Accounts (SITS eVision)• User Management (Admissions Decision Makers) V • Student Portal User Accounts • General Academic Staff User Accounts • Manage Graduation Logins • Manage Graduation Logins

• Stutalk Training (Technical)• Master Person Record Migration• Staff Record Integration• Define Application Architecture• Interface Schedule

• Integrations as required (including Finance, Accomodation)• Migrations as required (Nursing Students)• Partner Applicant Interface/ Partner Data Exchange E • Integrations as required

• Migrations as required• Integrations as required (including Finance, Blackboard, Timetabling)• Migrations as required• Partner Student Record Changes Interface/ Partner Data Exchange

• Integrations as required• Migrations as required

• Integrations as required (inc Raisers' Edge)• Migrations as required• Partner Student Assessment/Results Interface/Data Exchange

• Academic Workstream Start-Up• Initial Training• Old to New Mapping, coding strategy• Implement Highlevel Academic Model (courses)

• Academic Model Maintenance R

• UCAS automated links, UCAS back office processing• Front Office Processing for all application types (Paperless)• Applicant Portal• On-Line Application Form• Course Enquiries• Admissions Targets (ABB, Student Control Number) & UKBA CAS Processes• Admissions Operational Reports• Student Finance England Processing • Student Loan Company Processing• UCAS automated links, UCAS back office processing• Front Office Processing for all application types (Paperless)• Applicant Portal• On-Line Application Form• Course Enquiries• Admissions Targets (ABB, Student Control Number) & UKBA CAS Processes• Admissions Operational Reports• Student Finance England Processing • Student Loan Company Processing

W • Clearing• Applicant processing for Scholarships or Funds

• Roll Forward(ATR) & End of Year Processes • Agent Portal

• Fee Matrix / Calculation of fees / Deposits / Sponsors E • Scholarships / Bursaries funds created • Calculation of student fees• Invoicing and Credit notes processing operational (fees)• Operational Fees Reports

I• All remaining relevant student records migrated and accessible within “SITS” Vision• SITS Student Portal • Staff Portal Access to Student Record Summary

• Agreed set of processes (transfer, withdrawal etc) to student records operational • Online enrolment process• Face to Face enrolment process• Processes for managing administrative activities related to a student’s disability• Student Records Operational Reports

• Key Information Sets (KIS)• HESA, HESES & DEHL• Student Engagement (Rentention management & UKBA)

V • Process to attach students to compulsory modules (diets) operational• Students selection of optional modules process operational• Diets (programme structures) setup and maintenance process operational• Assessment data setup and maintenance processes are operational• Creation of assessment mark schemes• Enter assessment marks and grade facility is available• Extenuating Circumstances• Graduation Ceremony Management Processes • Graduation Ceremony Bookings (Client Server)

• Progression regulations & Recommendations• Creation of standard award and classification rules• Facility to calculate award and classification recommendations operational• Assessment & Progression reporting operation – exam board mapping • Manage exam scheduling/timetabling – for year end examinations including disability exam arrangements• Student Progress - Roll Forward Process

• Nursing Placements E • In Direct (Industrial type) Placements• Direct (Social Work and Teacher Training) Placements

• HEAR• GradIntel• Research Administration and External Examiners

• Alumni Integration• Committee management process operational

Course Marketing information Storage, Maintenance & Publishing R • A standard new course workflow approval process operational• A standard new module workflow approval process operational

How do you get involved?