fourth planning and information session in smurfit

Clárlann UCD.UCD Registry.

Registration 2008

Planning and Information Sessions

Fourth Meeting

Smurfit School of Business August 14th 2008

Registration 2008 Planning and Information Sessions 14/08/20082

Today’s session

• Registration 2008 Planning and Preparations

• Strategy for Graduate Communication and Registration & Orientation

• Supports for Students at Registration 2008

• Student Desk Registration Support 2008

• Q&A Contact Details

Note on the new Administrative Services unit in Registry


Series of information sessions

• Purpose of meetings– Include in, and information on, preparations– Involve in issues arising, guide directions– Manage: expectations, confidence and communications

• June 4th– Initial picture– Start communications– Indicate current issues

• July 1st– Confirmation of: approaches, preparations– Registration timelines– Issues outstanding

• August 5th– Final overviews of preparations– The information available and where to get it– The key contact people for more details

• August 14th

– Overview of preparations presented in Smurfit


Registration 2008

Planning and Preparations

Michael Sinnott

Director of Administrative Services

UCD Registry


Planning and Preparations Goals for 2008

We will deliver the following three goals this year:

• To achieve the efficient and timely registration of all students, including fees aspects

• To help students engage with their programmes and make the choices they need to make

• To get students fully registered to their modules and components– clear on where they are supposed to be– in possession of a timetable– with access to all the electronic services (especially

Blackboard) they need


Planning and Preparations“Registration drives everything…!”

This is a key message for all students and staff

• ALL students (including research) must formally confirm attendance on-line– Signs them up to ‘terms and conditions’– Recognises them for the HEA– Provides for insurance cover etc.

• Electronic access controlled by registration– To Connect– To Library– To CopiPrint– To on-line electronic services - Blackboard

• Fees are triggered by registration– Registration information must be accurate and managed in a timely fashion

• Particularly with reference to withdrawals and leaves of absence– Registration leads to fees being raised– Withdrawals etc. can reduce charges – Subsequent fees in other institutions affected

• School and programme financial management– Registration information used to drive head counts/FTEs– RAM etc. driven by FTEs– External funding driven by FTEs– Incomplete registration loses money for Schools

• Assessment management– Students appearing in Gradebook– Examinations timetabling and facilities management


Planning and PreparationsRepeats and Resits

• Repeat and Resit policy is the same as in 2007/08

• Repeats and Resits will be operated in the same way as in 2008– €220 fee for repeats an resits (except in the case of

some substitutions)– Pre-registration took place in week of July 28th – E-mail to students in week of August 11th – Students can drop resits, on-line, during the change of

mind window– Resit assessment information to be published on

August 25th • Assessment have notified Schools of this process

• Repeat and Resits policy is currently under review


Planning and PreparationsManaging late changes to module information

Capacity/module places

• Capacity changes can be made any time up to the point where places go to zero

• Where places are at zero additional places are released on a daily basis

• Lee O’Farrell manages this process and is the primary point of contact for it

• Check for details on http://www.ucd.ie/registry/sysdem/reg_plan.html

• Students see latest news, including extra places, on http://www.ucd.ie/registry/registration/2008/


Planning and PreparationsManaging late changes to module information

Module details

• The module management page is now closed– If you want to make the kind of changes that can be made in this page

contact• Your Programme School Liaison for e.g. coordinator changes• Lee O’Farrell for capacity/places changes

• Major late changes– Removing modules

• Urgent: we need this before registration starts in order to prevent students registering… and having to be de-registered, contacted etc.

– Adding modules• Electives: low impact… just a question of the turnaround time• Options: low impact… just a question of the turnaround time • Core: high impact… must be in place before registration

begins– Note: late changes are a BAD idea as they

• put all staff involved under pressure• put pressure on student support and information• take a considerable turnaround time• tend to frustrate and disappoint

– Worst of all – changing semester• This is the most complex change we can be asked to make


Planning and PreparationsGraduate go-lives

• On-line registration– 20th of August

• All graduate business programmes go live on the 20th bar two in Singapore

• Remember the following sequence– Apply Offer Acceptance Can go on-line Confirm

attendance Module registration Access to Blackboard– If someone says “I can’t see my module in Blackboard”, first

check that their admission is complete, then that they can register to their programme, then that they have registered, then registered to their module, and that their module is available in Blackboard… only then contact someone

• Dates: http://www.ucd.ie/registry/sysdem/graduate_dates.html


Planning and PreparationsMaintaining the student record

• “Registration drives everything…”

• Key issues– All students must go on-line and confirmattendance– Students must pay in order to receive student card– Ensuring no-shows are removed in a timely fashion– Ensuring withdrawals are notified– Processing of Leaves of Absence– Accurate use of rate codes– Remove access to services from no-pays/no shows at

appropriate point

• Fees– On-line information on EU/non-EU status as assessed– More detailed breakdown of charges is provided, including

guidance as to what needs to be paid and when– Emphasis: on-line payments or giro requests.


Strategy for Graduate Communication and Registration

Marian O’Connor

Office of the Dean of Graduate Studies & Postdoctoral Training


Strategy for Graduate Communication, Registration and Orientation

• Graduate Studies represented on the Registration Oversight Group for 2008/’09

• Central level support for registration will remain the same

• Developed and integrated communications plan

• Communication with the graduate students will involve three layers– University level (welcome letters)– Graduate School (detailed literature)– School (where appropriate)

• Local based orientation for taught and research students (overall welcome event for research students)


Strategy for Graduate Communication - 2008

• Incoming Graduate Students (Taught & Research)– Hard copy Welcome Letter & E-Mail from Dean

• Registration• Fees• Orientation etc

– Two letters, one for research and one for taught– First batch of hard copy letters – from 8th August and every

Monday until 8th September– Sweeper email to preferred email address from 11th August

and weekly there after

• Continuing Graduate Students (Taught & Research)– Welcome Back E-Mail from Dean

• Registration• Fees • Orientation

– Two emails, one for research and one for taught– 11 th August


Strategy for Graduate TAUGHT Orientation & Induction - 2008

• Graduate School & School based for ALL taught programmes where appropriate

• Gives flexibility to Graduate Schools and Schools to cater to graduate student needs at a local and more focused level

• Smurfit Business School– From 15/08 to 15/09


Strategy for Graduate RESEARCH Orientation & Induction - 2008

• Graduate School & School induction for research students, with overall university orientation/welcome event

• Smurfit Business School– From 08/09 to 10/09


Support Materials – Graduate Communication, Registration and Orientation - 2008

• Structured PhD leaflet (Hard Copy and PDF)

• UCD Official Student Guide - Graduate Studies Section (Hard Copy)

• Guide to Graduate Orientation (PDF Only) online soonest

• Guide to Graduate Registration (PDF Only) now online

• PhD regulations (Hard Copy)


Supports for Smurfit Students at Registration 08Student Registration Support

Supports for Students at Registration

Colm Small

Administrative Services, UCD Registry


Supports for students at registration 2008Student Registration Support

• Support Info. for Students– Orientation info. online– Student Guide and Diary ‘08 is complete (online version)– Online Guide to Graduate Registration is complete– Incoming ‘08 web site in place– Current students web site up-dated and ongoing up-dates– Grad. Students web site– Online advice (e.g. S. Desk FAQs and Fees/Grants FAQs)– Reg. Latest News – shifting focus (e.g. Reg. dates to increased places in

modules after go live)

Useful Urls:• http://www.ucd.ie/incomingstudents/

• http://www.ucd.ie/registry/sysdem/graduate_dates.html

• http://www.ucd.ie/incomingstudents/UCD_Student_Guide_Diary_2008.pdf

• http://www.ucd.ie/students/registration.html

• http://www.ucd.ie/incomingstudents/online_reg_guide.html

• http://www.ucd.ie/registry/sysdem/reg_plan.html

• Student Cards (done locally in Smurfit)


Student Desk support services& PSL Staff Support Registration Support

• Student Desk Location– Ground Floor –Open Plan – Tierney Building

• Opening hours– 9.30 to 5.00– 9.30 to 8.00 week of 1st September

• Services– Registration Support at a higher level

• Resits & Repeats queries• Check module registration• Programme Structures• First level support for fees queries• Unlock SIS accounts

– Telephone and email support• e – mail: [email protected]

• Tel: 01 7161555

• PSL (Jamie Wells) [email protected] ext. 1524


Contacts

• Registry– Kevin Griffin, Director of UCD Registry

Email: [email protected] Phone: 716 1451

– Michael Sinnott Director of Administrative ServicesEmail: [email protected] Phone:716 1634

• Colm Small Head of Support - Student Registration SupportEmail: [email protected] Phone: 716 1559

• Mary O’Neill Head of Fees and GrantsEmail: [email protected] Phone:716 1434

• Caroline McTeigue - Student Registration SupportEmail: [email protected] Phone: 716 1556

• Mary Bradley - Registration and Student RecordsEmail: [email protected] Phone:716 1678

• Caroline Barrett - Online RegistrationEmail: [email protected] Phone: 716 1567

• Catherine O’Brien - Information Capture & TimetablingEmail: [email protected] Phone: 716 1473

• Lee O’Farrell - Capacity ManagementEmail: [email protected] Phone: 716 1534


ContactsContinued

• Deborah KavanaghDirector of Planning and Operations Office of the Dean of Graduate Studies & Postdoctoral Training

Email: [email protected] Phone: 716 1506&

Marian O’Connor Email: [email protected] Phone: 716 4044

• Marie O’FlanaganCommunications OfficerUCD Registry


• Colleen Blaney, Student AdviserOrientation Planning


• Student Desk - http://www.ucd.ie/registry/studentdesk/index.html

• IT Services - www.ucd.ie/itservices

• Registration 2008 - Planning & Operations website:

http://www.ucd.ie/registry/sysdem/reg_plan.html


Registration 2008Quick note on Administrative Services

Michael Sinnott, Director of Administrative Services, UCD Registry

• UCD Registry began a transition at the start of summer 2008– Transitions in progress– Formal launch etc. in autumn 2008

• Administrative Services– Registration and Records Management– Fees and Grants– Capacity Management– Student Desk– Business Support / Staff Desk– Curriculum Management– Programme School Liaisons– Systems development– Transcripts– Training and Support

• Please contact your colleagues in the usual way– No changes have taken place, yet, to website, phone numbers, ‘who does what’ etc.– Whoever used to do ‘it’ still does ‘it’.– We will publicise change when it can be comprehensively articulated


Registration Implementation Oversight Group

Registration Implementation Oversight Group (RIOG):

• Objectives of group:– coordinate the activities surrounding registration planning and

operations– ensure the dissemination of information to relevant stakeholders– agree the requirement and ownership of tasks and acts as a

mechanism for group decision-making

• Areas represented include:– Programme Deans– Programme Offices– School Offices– Graduate School Directors– Graduate School Offices– Office Of The Dean Of Graduate Studies And Post Doctoral Training – UCD IT Services– UCD Registry

fourth planning and information session in smurfit

Education

timely registration

registration orientation

lives registration changes

ftes incomplete registration

substitutions preregistration

leaves of absence registration

todays session registration

preparations graduate