Student Systems Project

Since we last met.. October 2012 April/May 2013

Meet the team

Let’s see it

Some Examples from the Student Journey Demonstration 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 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 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 APPLICANT PORTAL

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 STAFF PORTAL

Staff will also have a ‘Portal’ Applications that you need to ‘action’ will be listed here

THE STUDENT PORTAL

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 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-13Apr-13May-13Jun-13Jul-13Aug-13Sep-13Oct-13Nov-13Dec-13Jan-14Feb-14Mar-14Apr-14May-14Jun-14Jul-14Aug-14Sep-14Oct-14Nov-14Dec-14Jan-15Feb-15Mar-15Apr-15May-15Jun-15Jul-15Aug-15 Stage 1 : Project Initiation Structures and Data, People and Users Stage 2 : Admissions (Except Clearing) W Stage3: Student Records & Admissions ClearingStage 4: Student Records & Admissions End of YearStage 5: Student Assessment & Statutory ReportingStage 6: Examine, Progress, Award, Graduation & Curriculum ManagementStage 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 PlanProject close out and hand over documentation complete Project Start-Up and Initial Quality Assurance workQuality Assurance I 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 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

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