1. Attendees, Scope of Meeting
Workshop Outline
Attendees, Scope of Meeting

2. Overview of All Workshops
Course Instance Management
Inc.
Room Allocation
Workshop 2
Course Booking / Registration
Inc.
Accommodation
Workshop 3
Course Instance Cancellation
Inc.
Refunds
Workshop 4
Handling credit bearing students
Inc.
Assessment and Certification
Workshop 5
Customer / Student Records
Inc.
Monitoring attendance
Workshop 6
Finance /
Human Resources /
Tutor Records Management
Workshop 7
Course creation, validation and reflection
Inc.
Fee Structure
Theme – Customer Experience
Theme – Reporting and Management Information

3. Workshop 1 Course Instance Management Inc. Room Allocation
Attendees
Teaching Office, Finance, HR, and Operations Team
Entry Point
Course has been validated and approved
Processes Covered
Enter new or amend existing course details
Create Course Instance (offer)
Breakdown of Course Instance into Teaching Weeks
Allocation of Rooms for individual weeks
Allocation of Tutors for individual weeks
Course Instance Publishing
Assign Fees for Course Instance
Maintenance of Course Instance
Exit Point
Course Instance is published and ready for registrations

4. Workshop 2 Course Booking / Registration Inc. Accommodation
Attendees
Registration Team, Student Support and Teaching Office
Entry Point
Course Instance has been published and ready for registrations
Processes Covered
Finding a course
Signing up/in as an OLL customer
Selecting it for registration (add to basket)
Checking eligibility for discounts
Making payment for the registration
Handling reasonable adjustments (disability requirements)
Managing waiting lists
Booking accommodation/managing space/unused space
Registration Team front office equivalent processes for walk in customers
Exit Point
Customer is registered for course and payment has been received

5. Workshop 3 Course Instance Cancellation Inc. Refunds
Attendees
Course Organisers, Finance Team, Human Resources, Registration Team, Teaching Office and Rooming
Entry Point
Decision is made to withdraw a course instance or cancel due to low enrolments
Processes Covered
Remove course instance from website
Notify tutors, students of cancellation
Refund and Credit processes for customers
Adjust payments for tutors, taking into account impact on guaranteed hours
Accommodation cancellation
Cancel room allocations
Offer alternative courses / course instances
Tracking reasons for cancellation/impact
Exit Point
Cancellation has been notified to all parties, credits/refunds have been handled

6. Workshop 4 Credit bearing students Inc. Assessment
Attendees
Registration Team, Student Support and Teaching Office
Entry Point
Customer indicate they wish to study for credit
Processes Covered
Creating student record and mapping customer to student
Student matriculation and card application
Enrolling student on Course Instance (EUCLID)
Managing assessment, hand-ins, marking, collation of marks and exam boards
External examiners
Returning assessment results (EUCLID and Customer)
Producing documentation
Exit Point
Student has been created, enrolled on EUCLID course instance, assessment inc exam boards complete, assessment returned and documentation produced

7. Workshop 5 Customer / Student Records Inc. Monitoring attendance
Attendees
Registration Team, Student Support and Teaching Office
Entry Point
Customers are registered on Course Instance
Processes Covered
Class list production
Recording attendance
Updating student details
Student credit account for use in future sessions
Maintaining secure notes for student support
Reporting/viewing student history
Managing marketing preferences
Promotion of other relevant courses? Amazon recommends style
Exit Point
Course teaching is complete and ready for closure of the course instance

8. Workshop 6 Finance / Human Resources /Tutor Records Management
Attendees
Finance, Human Resources and Teaching Office
Entry Point
Live Course Instances are in progress or complete
Processes Covered
Course Instance level information in order to calculate payment/wages for tutors
Integration with HTBN staff payment system (eTime) or production of staff payment summary for manual entry
Payments received from customers offline or online reconciliation against a Course Instance
Calculation of credit or payment of refunds for any customers that have unenrolled for the Course Instances
Reconciliation of discounts, payments and costs to allow calculation of overall Course Instance cost/profit
Exit Point
Payments have been received from customers, tutors have been paid, any other expenses have been paid and Finance can reconcile accounts

9. Workshop 7 Course creation, validation and reflection Inc
Workshop 7 Course creation, validation and reflection Inc. Fee Structure
Attendees
Course Organisers, Management Team and Teaching Office
Entry Point
Course Instance has completed or New Course Proposal
Processes Covered
Student feedback – collection and analysis
Course monitoring process
Programme management for new year
Review process for repeating Courses
Determining the credit value and validating a Course
Version control for Courses for minor amendments over the years it is run for
Ensuring that the correct version has been approved and being offered
Release of course material so that a Course could be approved but not advertised until a later date
Controlling permissions on Course creation allowing users to create draft Courses and allow management of the process
Setting fees and discounts for a course or year/semester
Management reporting requirements
Exit Point
Course is validated and ready for creation Course Instance creation