faculty forum registration and module enrolment. aims and objectives who are operations and what do...

Faculty ForumRegistration and

Module Enrolment

Aims and ObjectivesWho are Operations and what do we do?CommunicationRegistration Module EnrolmentWhat’s next for Operations?Questions

Faculty ForumOperations, TSA


TAUGHT STUDENT ADMINISTRATION STRUCTURE


OPERATIONS SECTION STRUCTURE

What do Operations do?RegistrationModule EnrolmentLeaversExtensionsCreation of Programmes on BannerMaintenance of Module DataRolling records ID cards for off campus studentsChange of name, date of birth, genderData Quality


CommunicationThe Operations section communicates with your

students throughout the year regardingRegistrationModule EnrolmentLegal names for degree certificatesMissing Data in their Banner record


What we’ve done so far…….In order to prepare for Registration we haverolled records, manually and automaticallycommunicated with studentscommunicated with Schoolsupdated our online guidanceprepared the OLR system

Faculty ForumRegistration

Registration CommunicationThis year, we have communicated in a variety of

different waysPortal AnnouncementsEmailPlasma Screens around the Student Services

CentreISS Screensaver in Clusters


Registration CommunicationWelcome pack to NEW UK UG students from

early SeptemberWelcome letter to NEW UK TP students from

early AugustReminder to returning students who are still EL

(Eligible to Register) from 14th September


Record KeepingWhat can you do to ensure your New students

can register without difficulty?Ensure that students with a Conditional offer

have met all conditions and have accepted their place

Ensure that the Admissions Office have been notified and create the record


Record KeepingWhat can you do to ensure your Returning students

can register without difficulty?Ensure that all Change of Programmes are

completedNotify us of any students returning from temporary

leaveCheck that any EF student records have been rolled


Record KeepingWhat can you do to ensure your Returning

students can register without difficulty?Ensure that a correct Progression code has

been entered for all your returning studentsUpdate Progression for all resit students by

5pm 25th September(Progression should be updated for students who have failed and exhausted all attempts and those being referring by 5pm 10th September)


International StudentsThe main International Event takes place 14th – 18th

September in the SSCInternational Students shouldcollect their Induction Pack from the

International Student Office register when they arrive in Leeds open a UK bank account


FeesIf students are experiencing problems, they should contact the Registration Helpline; or come in person to the SSC CounterTemporary Registration grants students an extra month in

which to complete registration. Students must have completed the first 5 steps of registration go back online once fees have been paid and complete the

remaining steps of registration


FeesCommon Fee Problems

Student has the wrong fee – contact Helpline Student is sponsored but no information is held – send original sponsor letter to

Accounts Receivable Student gets support from Loans Company but no information is held – ensure

student has applied for support, advise student to contact Helpdesk Student has paid by cheque/bank transfer – cheques and bank transfers can

take up to 10 working days to clear Student cannot pay their fees – visit Accounts Receivable as soon as possible Student has paid but cannot complete Step 6 – ensure they are ticking the box

at the bottom of the page, contact Helpline


Deadlines We chase up EL students who are not yet registered,

and apply holds to students who do not register by set deadlines

Some students are made permanently withdrawn due to failure to register

With the introduction of the new Points Based System, our deadlines have got to become much stricter, and have changed slightly


Deadlines Any students who have not registered by the deadline

will be made permanently withdrawn, regardless of the reason

It is then your responsibility to arrange for a Reinstatement Form to be submitted if the student has been in attendance

The form must be submitted by the Director of Learning and Teaching/Head of School within 5 working days


DeadlinesOnce we have reached the final deadline, no further

reinstatements will be authorised, and students may have to re-apply for next session.

International students WILL be reported to the United Kingdom Border Agency, and their Visa status WILL be affected.

IT IS VITAL THAT YOUR STUDENTS ARE REMINDED TO REGISTER WELL WITHIN THE DEADLINES


Walkthrough

The Registration Walkthrough can be found on our website

It shows the exact process your students will be

following, and what each of the steps look like


MonitoringWe would like you to monitor the progress of

your students to ensure that they are registering within the deadlines

Early reminders and encouragement will mean less holds on student accounts and less Reinstatement Forms to fill in


MonitoringSWRDEPT – this report allows you to view your students’

registration status


MonitoringSWATRAC – this form allows you to view an individual

student’s progress through the 7 steps


Registration HelplineIf you get calls or emails from your students and they are

having difficulty using the online system, direct them to the Helpline

If you are having difficulty understanding something yourself, or would like further advice contact Operations

[email protected]


mailto:[email protected]

Registration HelplineThe Registration Helpline is open

Monday to Friday09:00 – 17:00

0800 915 0402 (from the UK)+44 113 343 7000 (from outside the UK)Ext 37000 (from within the University)

[email protected]


Module Enrolment

• Returning students - a quick review• Understanding the online system• Arrangements for New students• Monitoring Student Enrolment

Faculty ForumModule Enrolment

Returning students• By 14th Aug 9,742 students used the system to

enrol• 16% did not enrol on 120 credits• Operations handled 400 queries by email from

students• Helped schools with nearly 500 modules, blocks

and OLE queries


OLE system…how it works• Web-based system using information from

Banner, PCAT and MCAT• Access is controlled by the Banner Dept code &

Student Type code• Online instructions are based on year rules in

PCAT• Electives search restrictions to level 1 and level

3 UG students


OLE system…common issues• Inconsistencies in programme and module data

between Banner and PCAT/MCAT• Details of programme of study missing from

PCAT e.g. industrial/yr abroad variants• Modules not appearing online • Minimise listing of preferred electives

• Keep Operations and Catalogue Team informed


New Students• UG enrolment: Opens from 2 Sept• TPG enrolment: Staggered throughout Sep &

Oct

• Electives Handbook included in welcome pack• Module Fair running 22-23 Sept in Great Hall


Monitoring Choices & Change of Module post Online Enrolment

• Banner reports (the staff guide has a full list with screen shots)

• Change of modules can be entered directly to Banner by parent school

• Teaching schools must authorise changes onto their modules

• From 28th Sept all changes will require a signed change of module form


What’s next for Operations?SDDU course – Student Records, Registration, Module

Enrolment and GraduationA summary of registration, student records, online enrolment and

events for all staff involved in these areas Wednesday 2nd December 2009 Tuesday 6th July 2010

Knowledge Exchange Two way transfer Contact Operations if you are interested

Faculty ForumWhat’s Next

Any Questions?

Faculty ForumQuestions

faculty forum registration and module enrolment. aims and objectives who are operations and what do...

Documents

returning students

tsa slide

new students

international students

campus students

module enrolment slide

new uk ug students

new uk tp students