Student Process Training Introduction to Student Systems and Processes

1. Student Process Training Introduction to Student Systems and Processes

2. Introduction

3. Introductions Who are we? Briony Hancox and Kim Rowley Secretary and Registrar's Department Registry Services - Student Systems & Records Team 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?

4. Course Aims and Objectives This course will help you to understand: • 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.

5. Collaborative Working SI Help

6. Professional Services 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: • Registry Services • Assessment, Awards and Regulations (inc University Examination Service) • Student Systems and Records • 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). Professional Services Structure Charts Professional Services A to Z

7. What Registry Services Does 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: • 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.

8. The Student Lifecycle

9. The Student Process Lifecycle Student Process and Systems Support (The student experience) Academic Calendars

10. Student has SHU debt Student goes elsewhere Re-validate course Transfer applicant (ATR) Prepare Lists Student doesn’t turn up Student fails exams The Student Process Lifecycle (the staff experience!) Enrol student Student Process and Systems Support Support Boards Student can’t pay Student needs support Manage bursary queries Student cant attend Student changes modules Process Check data quality Enter marks SRD - RS SSR SLS - PES FD - UTMS SRD - RS AAR

11. The Student Experience

12. The Student Systems

13. 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

14. 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

15. 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.

16. Access and Navigation

17. Accessing SI 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.

18. SITS Menu System

19. Screen Layout and Navigation Menu Bar Toolbar icons Programme name User 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

20. some options eg Store, Add Record will depend on your permissions Toolbar Icons

21. 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 border 2. Select Quit from the File menu Logging out of SI 1. Click on the red cross on the screen border 2. Select Exit from the File menu

22. Main Student Data Screens

23. What do we need to know? Course Student Modules & Results Modules & Results Progress

24. Basic Student Data Screens Supported by departmental and faculty processes and procedures

25. 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.

26. Full Student Details (STU) Screen The STU screen shows details of an individual from applicant to student to graduate. There should only be one record per student STU screen example removed as was based on real student data • Useful search fields include: • Student number • Family Name • Date of Birth (DOB) • Home Address • UCAS id If searching for an address click Apply before selecting Retrieve on the main screen Check the student’s financial status, none of the following should be enrolled: BD – Bad Debt DR – Debtor EX – Exclude until sorted

27. 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)

28. Course Code A course code is 12 characters long and made up of a number of different elements: 55BAPRCS01F2 Please note: The MAS/MCR course code (used at Applicant stage) is different eg 55B-PP29-U.

29. Course Blocks Occurrences Course Setup A 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

30. Credit Levels There 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. • 3A/AS level

31. Student Course Join (SCJ) Screen The 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

32. Course Details (CRS) Screen The 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

33. 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

34. Programme Routes Diets Modules Curriculum and Assessment Setup Programmes, routes, diets and modules are all used to setup and manage curriculum and assessment data. Curriculum and Assessment (CAMS) Data • Module Code: • Faculty • Level • Unique identifier • Module version • Delivery identifier • They can be: • Core • Elective • Optional

35. Students and Modules 1st Year Student 2nd Year Student 3rd Year Student

36. Curriculum & Assessment (CAMS) Data Student (SRS) Record Data Programme Routes Diets Modules Course Blocks Occurrences 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

37. 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

38. Student Module Taking and Results The 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

39. Other Useful Screens - QSV • The 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

40. From Applicant to Student

41. From Applicant to Student Brief information about the enquirer collected via the QED screen. No STU record created at this stage Application submitted Applications received via UCAS, Clearing or Direct using the ACD screen. STU record updated/ created Status = UF • 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.

42. Becoming a Student The Application Clearance and Decision Entry (ACD) screen shows details of the applicant and their status. ACD screen example removed as based on real student data 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.

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

44. My Student Record

45. My Student Record (MSR) Pages Containers Container options

46. My Student Record (MSR) SCE screen example removed as based on real student data Enrolment screen on SI Enrolment Tasks on MSR HESA Student Return

47. University Reporting Portal Student Reporting

48. University Reporting

49. University Reporting

50. HESA Considerations