Student Process Training Introduction to Student Systems and Processes

Student Process TrainingIntroduction to Student Systems and Processes

Introduction

Who are we?

Briony Hancox and Kim Rowley

Secretary and Registrar's Department

Registry Services - Student Systems & Records Team

Introductions

Who are you?

What's your name?

Which department and team do you work for?

What is your role?

How often do you use SI?

How long have your been at SHU?

This course will help you to understand:

Course Aims and Objectives

• the student lifecycle at SHU and where your role fits within it

• the corporate student records system, what to use it for and how to find your way around it

• the key student records screens and the links between them

• how courses and modules are setup

• My Student Record and how you can use it

• University reporting and what is available

• HESA and why is it so important to the University

• the process and systems support available to you.

Collaborative Working

SI Help

Professional Services

• Registry Serviceso Assessment, Awards and Regulations (inc University Examination

Service)o Student Systems and Recordso Student Administration (in each faculty)

• Strategic Planning and Intelligence (SPI)

• Academic Quality and Standards (QESS)

• University Timetabling Management Services (UTMS)

• Business Support (in each faculty)

• Student Services (in each faculty).

The 'Changing to Improve Professional Services' programme includes a number of projects whose combined objective is to deliver improvements in the efficiency, effectiveness and affordability of the relevant professional services. Helping to delivery Professional Services are:

Professional Services Structure Charts Professional Services A to Z

https://staff.shu.ac.uk/sls/structure/sip/sitraining.asp

https://staff.shu.ac.uk/professionalservices/psrlatestnews/psrconsultationpapers.asp

What Registry Services Does

• managing and developing processes• specifying student systems changes• training and user documentation• reporting and Management Information both internally (eg board

reports) and externally (eg HESA)• providing a student processes helpline• translating policy into practice• being aware of future changes and preparing for them• ensuring that student processes and systems are fit for purpose.

Registry Services works with other Professional Service staff to ensure the student lifecycle processes run smoothly. We are corporate process owners and are responsible for the majority of the student processes, our work includes:

The Student Lifecycle

StudentProcess and

Systems Support

The Student Process

Lifecycle

Academic Calendars

(The student experience)

Curriculum DataCourses and modules are setup and offered to prospective students

Enquiries and AdmissionsProspective student enquires about/applies for a course (FSRM)

EnrolmentStudent pre-enrols online before enrolling on their chosen course

Student FinanceStudent pays their fees and/or applies for help, bursaries, loans etc

Module SelectionStudent is allocated core modules and selects elective/optional modules

TimetablingStudent gets their timetable based on their modules (Syllabus +)

AssessmentStudent completes assignments/takes exams

Change in Student CircumstanceStudent changes plans due to change in circumstances

ProgressionStudent progresses if successfully completes modules

Student AwardsStudent award is calculated based on module results

GraduationStudent invited to attend graduation, books online and attends ceremony

https://portal.shu.ac.uk/sites/PSIG/Lists/AZ%20contacts%20for%20key%20activities/AllItems.aspx


Enquiries and Admissions (Applicant)

Prospective student enquires about/applies for a course (FSRM)

Enrolment (Student)

Student pre-enrols online before enrolling on their chosen course

Student FinanceStudent pays their fees and/or applies for help, bursaries, loans etc


TimetablingStudent gets their timetable based on their modules (Syllabus +)

AssessmentStudent completes assignments/takes exams


ProgressionStudent progresses if successfully completes modules

Student AwardsStudent award is calculated based on module results

Graduation (Alumni)

Student invited to attend graduation, books online and attends ceremony

StudentProcess and

Systems Support

The Student Process

Lifecycle(the staff experience!)

Student fails

exams

Student doesn’t turn up

Student needs

support

Student goes

elsewhereTransfer

applicant (ATR)

Process

Prepare Lists

Enrol student

Enter marks

Support Boards

Re-validatecourse

Manage bursary queries Student

can’t pay

Check data quality

Student has SHU

debt

Student changes modulesSLS - PES

SRD - RS SSR

FD - UTMS

SRD - RS AAR

Studentcant

attend

The Student Experience

The Student Systems

The Student Management System

Sheffield Hallam University uses SITS:Vision as its corporate student management system. It is known locally as SI which is short for Systems InTuition. The current version is 8.5.0

SI is produced by Tribal Technology and manages student administrative processes from enquiries through to graduation and alumni.

• uses an Oracle database with several hundred tables to hold information about students and academic processes

• exchanges data with the University's other corporate systems• is maintained by the SLS IS&T Corporate Systems Team• is continuously being improved and developed to support new

reporting requirements and administrative processes.

Tribal Technology Website

What SI is used for at SHU

• admissions processing for both undergraduate (UG) and postgraduate (PG) courses

• production of enrolment forms and recording of student enrolments and personal details

• control of students access to the Learning Centre, email, shuspace (student intranet), My Student Record

• recording fees and billing• reporting to external agencies such as HESA, HEFCE and SFE• recording and tracking students modules/programmes of study• recoding and tracking research students progress• assessment processing and production of certificates• answering student queries• day to day course management.

SITS:Vision User Manual – Students

https://staff.shu.ac.uk/sls/structure/asqe/awards_and_regulatory_frameworks/academic_calendars.asp

What’s in SI?SI is made up of a number of parts, the main ones used by SHU are highlighted below:

• Admissions (MAS)used for student recruitment and admissions

• Programmes (CAMS) used for curriculum management, assessment tracking, calculation of module results and award classification

• Students (SRS) used for storing personal and course related information about students including enrolment, fees, progression and assessment

• Publishing (IPP)used for the online course application form and course accreditation

• e-Vision (My Student Record)web-enabled front end to SI, used by applicants, students and staff.

Access and Navigation

1. Click the NAL icon (from Start/All Programs)

2. Select SHU/University-wide Applications/ Admin

3. Double click the SI icon

4. Login using your usual user name and password.

Accessing SI

SITS Menu System

Screen Layout and Navigation

Menu Bar

Toolbar icons

Programme nameUser details and date

Screen details

Number of records retrieved

Message line (not shown)

Right click on a field to display field options including

wildcards

Double click on a field to view options (except Student no),

double click again to select it

Toolbar Icons

some options eg Store, Add Record will depend on your permissions

Logging out of SI

These are several options for closing a screen or logging out of SI

Closing a screen:1. Click on the red cross on the screen border2. Select Quit from the File menu

Logging out of SI1. Click on the red cross on the screen border2. Select Exit from the File menu

Main Student Data Screens

• Record of an individual

•a single record follows the individual through from applicant to student and onto Alumni

•contains contact details, demographic data

STU Full Student Details

• Record of a student starting their course

• fundamentally about HESA reporting -a single HESA instance

•maybe multiple SCJs if the course is revalidated and current students join the new version or the student changes course

SCJ Student Course Join • Record of a

student’s enrolment in a given academic year

•a new record is created for each academic year inc. periods of non-attendance eg timeout

•updated from the enrolment task and system defaults

SCEStudent Course

Enrolment

• Record of a student’s academic progress

•gives access to the Student Module Taking (SMO) screen used by systems such as Blackboard and Timetabling

•also gives access to student results via the Student Module Result Status (SMR) screen

SPRStudent Programme

Route

What do we need to know?

Modules & Results

Student Course Progress Modules & Results

• Record of an individual

•a single record follows the individual through from applicant to student and onto Alumni

•contains contact details, demographic data

STU Full Student Details

• Record of a student starting their course

• fundamentally about HESA reporting -a single HESA instance

•maybe multiple SCJs if the course is revalidated and current students join the new version or the student changes course

SCJ Student Course Join • Record of a

student’s enrolment in a given academic year

•a new record is created for each academic year inc. periods of non-attendance eg timeout

•updated from the enrolment task and system defaults

SCEStudent Course

Enrolment

• Record of a student’s academic progress

•gives access to the Student Module Taking (SMO) screen used by systems such as Blackboard and Timetabling

•also gives access to student results via the Student Module Result Status (SMR) screen

SPRStudent Programme

Route

Basic Student Data Screens

Supported by departmental and faculty processes and procedures

The Student Number

The Student number is 8 digits long and is a quick and easy way of retrieving information about a student.

The second digit indicates the year in which the student is expected to start with us eg 22010101

On some screens the student number is followed by a / indicating there may be more than one record eg.

Full Student Details (STU) - 22010101

Student Course Join (SCJ) - 22010101/2

Student Course Enrolment (SCE) - 22010101/3

Student Programme Route (SPR) - 22010101/1

The student's login code is the student ID with a 'b' instead of the 2 eg b2010101.

Full Student Details (STU) ScreenThe STU screen shows details of an individual from applicant to student to graduate. There should only be one record per student

If searching for an address click Apply before selecting Retrieve on the main screen

Useful search fields include:• Student number• Family Name• Date of Birth (DOB)• Home Address• UCAS id

Check the student’s financial status, none of the following should be enrolled:BD – Bad DebtDR – DebtorEX – Exclude until sorted

STU screen example removed as was based on real student data

Other STU Related Screens From the STU screen you can access many other screens, all showing data associated with the student record you are looking at.

The Personal Details screen has one or more records including details of the student's user name and initial password (which may have changed since)

Course CodeA course code is 12 characters long and made up of a number of different elements:

Faculty Code(2)

Award Code (2)

Acronym (4)

Location(2)

Mode of Provision (1)

Version(1)

44 – SBS 55 – ACES 66 – HWB 77 – D&S Exceptions include:31/32 - Ext Validated34 - Uni of SheffieldSchool codes eg 14,23

includesBABSMAHD etc

Created from the course title by the RS SSR team eg PRCS

includes01 – SHU22 – HK27 – LUX

F – Full TimeP – Part TimeD – Dist Learning T – Thick SandwichS – Thin Sandwich

Version of the course (represents a validation event)

Faculty of Arts, Computing,

Engineering and Science

BA Public Relations

and Communica-

tions

Sheffield Hallam

University

Full Time 2

55BAPRCS01F2

Please note: The MAS/MCR course code (used at Applicant stage) is different eg 55B-PP29-U.

Course SetupA standard course is setup using blocks for each year of the course and occurrences for the number of intakes in a particular year.

Student (SRS) Record Data

Co

urs

e Blo

cks Occu

rrences

55UBA-ADCM-G Undergraduate (UG)BA Film and Media

Production

55BAPRCS01F2BA Public Relations and

Communication (Full time course)

55BAPRCS01P2BA Public Relations and

Communication (Part time course)

55BAPRCS-1F1Block 1

Occurrence A

55BAPRCS-2F1Block 2

Occurrence A

55BAPRCS-3F1Block 3

Occurrence A

14-4102-00SSocial Interaction

55-4890-00S Understanding PR Theory & Practice

55-4891-00SApproaches to PR

55-4896-00S Understanding Popular Culture

55-4897-00SProfessional

Writing & Practice


Communication (Full time 3 year course)

55BAARMA01F1BA Arts Management -

(Part time course)

Course Block

1(1st year of the course)

Course Block 2

(2nd year of the course)

Course Block

3(3rd year of the course)

Course Occurrence

A

Course Occurrence

A

Course Occurrence

A

Course Occurrence

B

Course Occurrence

B

Course Occurrence

B

(2012/13) (2013/14) (2014/15)

Credit LevelsThere a number of credit levels which generally relate to the block a student is studying eg a first year UG student is likely to be taking 120 credits at level 4.

8 Doctorate (PHD) level

7 Masters level

6 Degree level

5 Diploma of HE level

4 Certificate of HE level

3 A/AS level

Student Course Join (SCJ) ScreenThe SCJ screen shows details of a student joining a course. There can be more than one record if the student has completed another course, changed courses or the course has been revalidated.

SCJ screen example removed as based on real student data

Course Details (CRS) ScreenThe CRS screen shows details of the course, including the start and end dates. This is especially important if the course has recently been revalidated.

If you are searching for a course but do not know the exact title you can click on the Course Code field on a blank CRS screen and use the Select function to narrow down your search.

CRS screen example removed as was based on real data

Student Course Enrolment (SCE) Screen

The SCE screen shows details for a student enrolling on a course for a specific academic year plus data on fees and progression. There is usually one record for each year that the student has enrolled.

SCE screen example removed as based on real student data

Curriculum and Assessment SetupProgrammes, routes, diets and modules are all used to setup and manage curriculum and assessment data.

Curriculum and Assessment (CAMS) Data

Pro

gram

me R

ou

tes Diets M

od

ule

s


Production





55BAPRCS-1F1Block 1

Occurrence A

55BAPRCS-2F1Block 2

Occurrence A

55BAPRCS-3F1Block 3

Occurrence A






Writing & Practice




Communication (Part time 3 year course)


(Part time course)

Course Block


Course Block 2


Course Block


Course Occurrence

A

Course Occurrence

A

Course Occurrence

A

Course Occurrence

B

Course Occurrence

B

Course Occurrence

B

(2008/09) (2009/10) (2010/11)

Module Code:• Faculty• Level• Unique identifier• Module version• Delivery identifierThey can be:• Core• Elective• Optional

Students and Modules

2nd Year Student

3rd Year Student

1st Year Student

Link between Courses and Routes

The route code used when working with the assessment data is exactly the same as the course code when working with student data.

Uses the same code

Curriculum & Assessment (CAMS) Data

Pro

gram

me R

ou

tes Diets M

od

ule

s

Student (SRS) Record Data

Co

urs

e Blo

cks Occu

rrences


Production





55BAPRCS-1F1Block 1

Occurrence A

55BAPRCS-2F1Block 2

Occurrence A

55BAPRCS-3F1Block 3

Occurrence A






Writing & Practice




(Part time course)

Course Block


Course Block 2


Course Block


Course Occurrence

A

Course Occurrence

A

Course Occurrence

A

Course Occurrence

B

Course Occurrence

B

Course Occurrence

B

(2010/11) (2011/12) (2012/13)

Student Programme Route (SPR) Screen

The SPR screen shows the student’s assessment records and gives access to other useful information such as the module results. There can be more than one record if the student has already completed a course

SPR screen example removed as based on real student data

Student Module Taking and ResultsThe Student Module Taking (SMO) and Student Module Results Status (SMR) screens show the student’s module records for all levels of their course.

SMO and SMR screen examples removed as based on real student data

Other Useful Screens - QSVThe Quick Student View (QSV) screen is similar to STU but QSV has details of the course and a photograph displayed on screen. This screen is also useful for a summary of enrolment records

From Applicant to Student

Brief information about the enquirer collected via the QED screen. No STU record created at this stage

Applications received via UCAS, Clearing or Direct using the ACD screen. STU record updated/ created

Applicant transfer process (ATR) runs for all UF records. • STU record updated • SCJ/SCE/SPR records created• Student diet created• App Status A > AT • Enr Status > PNR• Triggers login/password.

Application submitted

Status = UF


Pre-EnrolmentProspective student enquires about/applies for a course

EnrolmentStudent enrols on their chosen course

Student Financial SupportStudent pays their fees and/or applies for help


TimetablingStudent gets their timetable based on their modules

Assessment and ProgressionStudent completes assignments/takes exams and progresses if successful


Awards and GraduationStudent award is calculated and invited to/attends graduation ceremony

From Applicant to Student

Becoming a Student The Application Clearance and Decision Entry (ACD) screen shows details of the applicant and their status.

An applicant has to be Unconditional Firm (UF) before they can be applicant transferred (ATR) to the Student Records (SRS) part of SI.

Once they have transferred the Applicant status changes from A to AT.

ACD screen example removed as based on real student data

Applicant Transfer (ATR) ScreenIf you want to see more details of the Applicant Transfer you can check the Applicant Transfer (ATR) screen.

My Student Record

My Student Record (MSR)

Pages

Containers

Container options

My Student Record (MSR)

Enrolment screen on SI Enrolment Tasks on MSR HESA Student Return

SCE screen example removed as based on real student data

University Reporting Portal Student Reporting

University Reporting

University Reporting

HESA Considerations

The Higher Education Statistics Agency is

"the official agency for the collection, analysis and dissemination of quantitative information about HE"

Who/what is HESA?

• it is owned by the HE sector• it acts on our behalf to enable us to meet the

statutory data requirements of funding bodies and government department

• it collects data about students, staff and finance.

Student data collectionEach year the University has to submit a number of returns to the Higher Education Statistics Agency (HESA). The returns include data on Students, Staff, Destinations of Leavers, Finance etc.

The Student Return is large and detailed and includes information about the:

• courses and modules taken by each student • individuals themselves such as their entry qualifications • outcome of the assessment process for each module

they have taken during the year.

https://staff.shu.ac.uk/university_secretariat/dataprotection.asp?option=com_studrec&Itemid=232&mnl=10051

The university’s funding will be affected if we do not submit an accurate and timely return so we all need to ensure that the information we provide is technically accurate, complete and submitted on time.

What does this mean?

Last October the University submitted over ????

acceptable student records and in excess of ????

student on module records.

Student Process and Systems Support

For further advice or information…

Please contact SI Help in one of the following ways:

!SI Help

2 ext 4475

standard web forms

or visit the Student Process Lifecycle sharepoint site

https://portal.shu.ac.uk/departments/Registry_Services/SPL/SSPS/default.aspx

https://portal.shu.ac.uk/departments/Registry_Services/SPL/default.aspx

User Support Model

Student Process Updates…

For current student process information please refer to the Student Process Updates that are sent out monthly by SI Help or check the 'Communications to staff' available via the Student Process Lifecycle sharepoint site

Student Process Update Blog

http://www.hesa.ac.uk/index.php

https://portal.shu.ac.uk/departments/Registry_Services/SPL/default.aspx

SI Help Sharepoint Site

Getting a Logon and Signing up to the Data Protection Act

In summary:

Personal data about students should not be given to people outside the University without legitimate reason and legal grounds for doing so. This includes giving information to students' parents or other family members.

Personal data includes any information about the student. This means that we cannot even tell someone that an individual is a student here and cannot confirm information that someone gives to us.

All students have a basic right to privacy, whatever their circumstances, and the Data Protection Act requires us to keep their personal data confidential.

Data Protection Act

Secretariat - Data Protection Act webpages

http://blogs.shu.ac.uk/rsspu/

http://blogs.shu.ac.uk/rsspu/

Other Student Processes Training

• Pre-Enrolment Services (Admissions) • Direct Applications

• Student Processes Training• Module Selection - New staff, refresher and complex diets• Transferring students in SI (AEO)

• Assessment Training• Working with Students and Modules (CAMS 1)• Assessment - Pre, Post and Resit Board Processing (CAMS 2 to 4)• Auto Progression• Processing Student Awards (PSA)

Student Process Training - List of Current Courses

http://www.tribalgroup.co.uk/

This course will help you to understand:

Course Aims and Objectives

• the student lifecycle at SHU and where your role fits within it• the corporate student records system, what to use it for and how to

find your way around it• the key student records screens and the links between them• how courses and modules are setup• My Student Record and how you can use it• University reporting and what is available• HESA and why is it so important to the University• the process and systems support available to you.

The Student Experience

?

Documents

Student Process Training Introduction to Student Systems and Processes