Sessional Staff Induction Student Services & Administration

1. Sessional Staff Induction Student Services & Administration Joanna Nyirenda -Assistant Registrar (Student Records & Exams) Gayle Stocken – i-zone and Student Information Manager

2. Workshop Objectives • How best to support student needs from recruitment to graduation • Dealing with specific needs of disabled and international students • Registry services and support

3. Student Services & Administration

4. Content • The Student Journey from (Pre)-Registration to Graduation • Pre- arrival • Online Registration • Registration • Smart Cards • Student Records and Data Quality • Teaching and Timetabling • Examinations and Assessment • Graduation • Regulations, Policy and Compliance • Corporate information/communication systems • i-zone and Student Information

5. Student Journey

6. Pre-arrival • Offer of a place – Conditional or Non Conditional • Next Steps booklet and website • Student Finance • Accommodation • DBS (CRB) • Occupational Health Clearance • Welcome letter

7. Registration • Students with UF status are sent a Welcome Letter giving instructions to undertake pre-registration via an online portal • Students first activate their Computing Account and then complete three essential tasks: • Confirm personal and study details • Upload a digital photo (NB Smartcard takes 10 days) • Obtain arrival instructions • Enrolment status is confirmed at a face-to-face Registration event where ID must be provided for compliance • Further information is available via https://secure.canterbury.ac.uk/staff/StudentNet/Home.aspx

8. Smartcards - Students

9. Smartcards - Staff

10. Student Records and Data Quality • The definitive student record is held on the QL student record system – Read Only Access and training requested via ql.training@canterbury.ac.uk • Responsibility for maintaining student data quality is shared between Depts and Registry • Deptmonitors attendance, options, progress, and assists Registry with regular Data Checks (particularly in relation to multiple cohorts) • Local attendance register system

11. Timetabling & Rooming • Requests for teaching space 2014/15 • Submitted by departmental nominated user • Deadline mid-April 2014 • Michaelmas timetable published to web end July, then termly • Amendments to requested delivery permitted based on recruitment increases • Individual Student Timetables (via CLIC Portal) • Early Adopters (2013/14) • Second Wave (2014/15) • Non-teaching requests 2013/14 (via OnTime website) • Prioritised requests submitted Feb • Ad hoc requests subject to rolling confirmation (2 weeks prior to date) • Automatic confirmation of requests • Rotating timetable displays • Coming to a plasma screen near you

12. Home Office, PBVS and Tier 4 • Tier 4 students: • Points based visa system (PBVS) • Cannot study part-time • Cannot breach the terms of their visa or study without a valid visa • Have an attendance requirement; cannot miss more than 10 consecutive expected student learning contacts • May need to apply for visa renewal or extension if they require an extension to their studies • Must be notified to the Home Office if they complete early or interrupt.

13. Examinations and Assessment • Registry HSC and Education are responsible for assignment-handling (supporting 3-week turnaround), Turnitin set-up, and mark entry (ABS depts retain this in-house) • All Registry Exams & Records teams run formal examinations (PDs are responsible for exam papers and local TCAs) • Responsibility for Extenuating Circumstances is shared between PDs and Faculty Panels

14. Regulations, Policy and Compliance • Strict protocols are required to meet the Regulation and Credit Framework for the Conferment of Awards, and to follow the Assessment Procedures Manual available via QSO website http://www.canterbury.ac.uk/support/quality-and-standards-office/policies/PPEs.asp • Advice on Plagiarism and Academic Misconduct is available from the Registry Academic Office, which also deals with Academic Appeals • Information on these topics is available to students via their Programme Handbook

15. An enquiry handling service via: • self-service • e-mail • telephone • face to face Providing a Gateway to expert assistance from specialist teams

16. Departments Supported • Library • Registry • Health and Wellbeing • Admissions • Accommodation • International Office • Computing Services • Registry • Finance • LTEU • The i-zone manages around 1600 queries a week, of which we resolve over 80% immediately.

17. Student Health & Wellbeing Services available to students: • Disability Advice • Funding, Learning Support Plans, Special Arrangements • International Student Advice • Counselling • Mental Health Advice • Student Finance Support • Student Welfare • Occupational Health Service

18. Student Welfare • Cause for Care and Concern • New Negotiated Learning Plans (NLPs) in partnership with Academic Office • Advice on bullying and harassment • Guidance on student procedures (student discipline, academic appeals, student complaints)(also Student Union) NB Confidentiality - Data Protection Release Forms

19. Corporate information/communication systems • Students can access several “self-service” facilities via the CLIC Student Portal eg update address and certain personal details, print a status letter, view modules, make payments, re-register, get results etc • https://clic.canterbury.ac.uk/ • Students are encouraged to direct enquiries via the i-Zone / FAQs • https://secure.canterbury.ac.uk/ask-the-izone/ • Each programme has a CLIC-Learn boards (VLE) • http://www.canterbury.ac.uk/Support/learning-teaching-enhancement-unit/ICTGuides/StaffUserGuides.aspx • Staff can access data reports such as Cohort Analysis via the MIRS reporting system