Meeting with Faculty Administration Managers

5th September 2012

Present

ArtsHilary Hunt, Faculty Admin Manager

Ben Warden, Quality Assistant

Business SchoolPenny Howarth, Professional Support

Education and TheologyJanet Olsen, Faculty Admin Manager

Jenny Sykes, Faculty Administrator

Jessica Glanz, Senior Admin Assistant

Health and Life SciencesJacquie Coates, Faculty Admin Manager

Ged Burns, Admin Co-ordinator CPD, Taught Programmes, International

FinanceNicola Colton, Head of Finance

ILSCaroline Docherty, Business Analyst

InternationalPatricia Hamill, Admin Manager

RegistryTerry Madeley, Deputy Registrar (Student Administration)

Vice ChancellorsKay Mills-Hicks, Data Review Project Manager

Summary of the meeting

  1. Enrolment 2012

Terry Madeley described the enrolment process highlighting:

  • online documentation for students and staff
  • the enrolment timeline
  • new developments to encourage students to enrol
  • the enrolment status monitoring report to be available on the Staff Information Point
  • the timescales for the student attendance audit report (8-12 October)
  • the impact on assessment for students who are not enrolled.

Follow-up actions:

  • Year-end boundaries for pre-sessional courses for international students cause problems. Registry and International Office will discuss further.
  • There are some issues ensuring content of standard emails relate to all courses e.g. Welcome events for MA students.
  • A barrier to enrolment might be a lack of photograph. Where can these be taken on campus? Student Union, student helpdesk?
  • Review enrolment with Faculties in late October to identify improvements for next year.
  1. Course start and end dates

For new courses - the proposed start month and year are indicated as part of the validation process. For courses which are not revalidated, and for short courses, the start dates are defined at the Faculty level. There is no single definition process - Heads of Programmes usually define the course schedule. Neither is it clear how the information is passed to the central teams for SITS records or for timetabling.

All Faculties agreed that Welcome Week or the equivalent course induction event is treated as the course start date (not the start of teaching).

Course end date – guidance is required as Faculties have differing practices depending on the teaching and assessment pattern.

Follow-up actions:

  • SITS Course list showing course details including start and end date for Faculties to check
  • Guidance on course end date
  • Faculties toreview course definition processes and consider a more formal process for notification of course start dates to central services.
  1. Next steps

A follow-up meeting will be arranged to review enrolment 2012 and:

  1. Data quality reports issued to support HESA reporting - format and frequency
  1. Non-credit bearing students - recording methods in Faculties
  1. Data capture via SITS QAS and QSS screens, including training
  1. E:vision developments to support Faculty data entry
  2. Module choices and changes
  3. Names of academic tutors
  1. Standard letters issued to students – implementation of document management and review of standard letter content
  1. Approaches to process mapping and documentation in Faculties

Enrolment 2012 - timeline and monitoring framework

Date (week beginning) / Activity
3rd September / 3rd – Enrolment opens for new and continuing students
7th–Semester 2 resits, Board of Examiners for Progress and Awards
  • University web site shows link to enrolment web pages
  • Registry start daily monitoring of enrolment completion rates
  • Registry send enrolment reminders to students who are P2 or PN

10th September /
  • New and continuing students continue to enrol
  • Registry send reminders to students who are P2 or PN
  • Registry continue to monitor enrolment completion rates

17th September / Welcome Week
  • New and continuing students continue to enrol
  • New students attend timetabled Registry sessions to collect University cards.
  • Registry and Finance deal with individual enrolment queries in person or by phone
  • Registry continue to monitor enrolment completion rates
  • Registry issue enrolment progress update (with link to enrolment monitoring report) to SLT and Faculties
  • ILS provide ‘kiosk’ on the student computers to enable those who have not yet started enrolment to log in and start the process
  • ILS switch on login pop-up messages for those students who have not fully completed enrolment
  • At end of week – Registry issue enrolment reminders to those students still not fully enrolled

24th September / Start of Autumn Term
24th and 25th : Debt panel
  • New and continuing students continue to enrol
  • Registry continue to monitor completion rates
  • Registry and Finance deal with individual enrolment queries in person or by phone
  • Registry issue enrolment progress update (with link to enrolment monitoring report) to SLT and Faculties (Monday and Thursday)
  • ILS provide ‘kiosk’ on the student computers to enable those who have not yet started enrolment to log in and start the process
  • ILS continue login pop-up messages for those students who have not fully completed enrolment
  • Registry issue enrolment reminders to those students still not fully enrolled

1st October /
  • New and continuing students continue to enrol
  • Registry continue to monitor completion rates
  • Registry and Finance deal with individual enrolment queries in person or by phone
  • Registry issue enrolment progress update (with link to enrolment monitoring report) to SLT and Faculties (Monday and Thursday)
  • ILS provide ‘kiosk’ on the student computers to enable those who have not yet started enrolment to log in and start the process
  • ILS continue login pop-up messages for those students who have not fully completed enrolment
  • Registry issue enrolment reminders to those students still not fully enrolled

8th October / UCAS capitation deadline – confirm DNAs
10th October Initial Teacher Training (TA) census date
2 week attendance point for International students
Registry ‘student audit’
  • New and continuing students continue to enrol
  • Registry continue to monitor completion rates
  • Registry issue enrolment progress update (with link to enrolment monitoring report) to SLT and Faculties (Monday and Thursday)
  • ILS provide ‘kiosk’ on the student computers to enable those who have not yet started enrolment to log in and start the process
  • ILS continue login pop-up messages for those students who have not fully completed enrolment
  • Registry issue enrolment reminders to those students still not fully enrolled
  • Registry issue ‘student audit’ report to Faculties to confirm students attending and Faculties return by 12th October.

12th October / Target date for completion of enrolment
Mid-October / UCAS cycle closure
Late-October / Enrolment review meeting and outline planning for 2013/14

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