Faculty Forum

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Faculty Forum

• Registration and Module Enrolment

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Faculty Forum Operations, TSA

• Aims and Objectives
• Who are Operations and what do we do?
• Communication
• Registration
• Module Enrolment
• Whats next for Operations?
• Questions

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Faculty Forum Operations, TSA

• TAUGHT STUDENT ADMINISTRATION STRUCTURE

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Faculty Forum Operations, TSA

• OPERATIONS SECTION STRUCTURE

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Faculty Forum Operations, TSA

• What do Operations do?
• Registration
• Module Enrolment
• Leavers
• Extensions
• Creation of Programmes on Banner
• Maintenance of Module Data
• Rolling records
• ID cards for off campus students
• Change of name, date of birth, gender
• Data Quality

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Faculty Forum Operations, TSA

• Communication
• The Operations section communicates with your
  students throughout the year regarding
• Registration
• Module Enrolment
• Legal names for degree certificates
• Missing Data in their Banner record

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Faculty Forum Registration

• What weve done so far.
• In order to prepare for Registration we have
• rolled records, manually and automatically
• communicated with students
• communicated with Schools
• updated our online guidance
• prepared the OLR system

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Faculty Forum Registration

• Registration Communication
• This year, we have communicated in a variety of
  different ways
• Portal Announcements
• Email
• Plasma Screens around the Student Services Centre
• ISS Screensaver in Clusters

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Faculty Forum Registration

• Registration Communication
• Welcome pack to NEW UK UG students from early
  September
• Welcome letter to NEW UK TP students from early
  August
• Reminder to returning students who are still EL
  (Eligible to Register) from 14th September

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Faculty Forum Registration

• Record Keeping
• What 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

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Faculty Forum Registration

• Record Keeping
• What can you do to ensure your Returning students
  can register without difficulty?
• Ensure that all Change of Programmes are
  completed
• Notify us of any students returning from
  temporary leave
• Check that any EF student records have been rolled

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Faculty Forum Registration

• Record Keeping
• What 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 students
• Update 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)

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Faculty Forum Registration

• International Students
• The main International Event takes place 14th
  18th September in the SSC
• International Students should
• collect their Induction Pack from the
  International Student Office
• register when they arrive in Leeds
• open a UK bank account

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Faculty Forum Registration

• Fees
• If students are experiencing problems, they
  should
• contact the Registration Helpline or
• come in person to the SSC Counter
• Temporary 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

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Faculty Forum Registration

• Fees
• Common 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

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Faculty Forum Registration

• 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

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Faculty Forum Registration

• 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

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Faculty Forum Registration

• Deadlines
• Once 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

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Faculty Forum Registration

• 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

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Faculty Forum Registration

• Monitoring
• We 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

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Faculty Forum Registration

• Monitoring
• SWRDEPT this report allows you to view your
  students registration status

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Faculty Forum Registration

• Monitoring
• SWRDEPT this report allows you to view your
  students registration status

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Faculty Forum Registration

• Monitoring
• SWATRAC this form allows you to view an
  individual students progress through the 7 steps

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Faculty Forum Registration

• Registration Helpline
• If 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
• studentrecords_at_adm.leeds.ac.uk

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Faculty Forum Registration

• Registration Helpline
• The Registration Helpline is open
• Monday to Friday
• 0900 1700
• 0800 915 0402 (from the UK)
• 44 113 343 7000 (from outside the UK)
• Ext 37000 (from within the University)
• registration_at_leeds.ac.uk

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Faculty Forum Module Enrolment

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

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Faculty Forum Module 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

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Faculty Forum Module Enrolment

• OLE systemhow 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

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Faculty Forum Module Enrolment

• OLE systemcommon 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

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Faculty Forum Module Enrolment

• 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

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Faculty Forum Module Enrolment

• 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

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Faculty Forum Whats Next

• Whats next for Operations?
• SDDU course Student Records, Registration,
  Module Enrolment and Graduation
• A 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

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Faculty Forum Questions

• Any Questions?