SLC A New Challenge to the HEI Sector

1
SLC A New Challenge to the HEI Sector
Ray Lock Student Records and Fees
Manager University of Derby
2
University of Derby

• A new University, gaining its status in 1993
• 22,470 students
• Worldwide franchises
• On-site students from around the world
• Deliver Academic, Professional, and
  non-vocational courses
• Modular

3
Financial Stats 2008/09

• Income of 101.8M (2007/08)
• Total Fee Income 40.9 M
• Total Fee Income Raised Centrally 32 M
• SLC Ledger 19.4M (4.8M in 2005/06)

4
Aim of Presentation

• To share the experience and provide an outline as
  to how the University of Derby has dealt with the
  SLC/Local Authorities and how it is ready for the
  change that Student Finance England will bring to
  the sector.

5
Current SLC/HEI Interface
January - HEI Course Database was uploaded every
January onto the SLC database in readiness for
new students applications for the September
intake. Institutions did not need to set up
tuition fees until January. June - Students who
have applied and have been approved by their
Local Authority to receive a Tuition Fee
Loan/Tuition Fee Grant which are imported via the
SSAR file which is then populated to the
students account. These are sent on every
working day new students or amendments
appear. September - Students are confirmed daily
via the SSAC file by the HEI on completion of
enrolment/ registration which triggers any
potential loan or grant payments to the students
at September Enrolment. October - Tuition Fee
Position reports are sent by the SLC showing the
exact given position by the SLC of a students
Tuition Fee schedule.
6
December The Attendance Confirmation return is
released where correct details upon return by the
HEI will ensure payments being made to the HEI.
Any mismatches have to be amended by the LA, and
will appear on future files. This process became
very fragmented and some HEIs had great
difficulty in recovering prior year debt from the
SLC. The situation at Derby was such that the
amount outstanding was over 2 Million at the
start of the academic year 2005/6. This has now
been cleared to such an extent that the
University of Derby has a negligible prior year
debt in an era where due to the introduction of
de-regulated fees and Tuition Fee Loans in 2006
the SLC Ledger is now 4 times as large annually
than that of 2004/5.
7

• How did Derby Do It?
• Improved Business Processes
• Strong Partnerships between Internal Departments
• Improved Reporting
• New Software Product Peoplesoft (Oracle)
• Better External Partnerships
• University of Derby SLC
• University of Derby - LA

8

• What are the new demands
• Tuition Fees and Bursaries have to be determined
  earlier in the academic calendar as does the
  completion of the HEI Course Database
• August 2009 for AY 2010/11
• June 2010 for AY 2011/12
• Why?
• In readiness for the full introduction of the
  Customer First Programme New On-Line Tool being
  introduced by Student Finance England and to
  allow students to apply on-line at the start of
  the Academic Year with their UCAS application as
  a major directive of the Customer First
  Programme.

9

• SSAC (Student Support Attendance
  Confirmation) will continue to be processed at
  the point of enrolment or registration. This
  enables the student to receive any Loans or
  Grants and Bursaries.
• SSAR (Student Support Attendance Registration)
  will be continue to be received from Early
  August to enable institutions to see the Tuition
  Fee Loans/Grants payable to them if any.

10

• TFPR (Tuition Fee Position Reports) will be sent
  from early October to enable institutions to
  audit potential payments against their records in
  readiness for the Attendance Confirmation Return
  in December.
• ACR (Attendance Confirmation Return) will be
  issued in December and monthly thereafter to
  verify records which triggers payments of Tuition
  Fees to HEIs and later Bursary payments to
  students.

11

• Correct records on the ACR will mean the HEI
  receiving payments for Tuition Fees in February
  and May for Tuition Fee Loans ( Two 50
  instalments) and in February in full for
  remaining old-style grant students.
• Incorrect records delays payments to the
  institution which could impact on cash flow and
  puts a large administrative strain on the
  institution.

12

• Early Setting of Tuition Fees and Bursaries and
  completion of HEI Course Database
• HEI Concerns
• Budgets/Analysis are not determined accurately.
• Term Dates have to be determined very early.
• Course Validations.
• Marketing Focus is long term.
• Risks for Non-Compliancy
• Loss of customers who can view fees/bursaries
• (On-Line Calculator) or apply to competitors
  early.
• What has Derby Done?
• Ensured that all Fees/Bursaries are approved as
  above and Course Database submitted early.
• Regular communication with the SLC Annual
  Conference, Regional Forums and other workshops.
• Communication to all key stakeholders so long
  term strategic planning can ensue.
• BE PROACTIVE RATHER THAN REACTIVE!

13

• Full checking of SSAR files and TFPR and
  confirmation of SSAC
• HEI Concerns
• Will Student Finance England have the resources
  and experience.
• Will data exchange be efficient.
• Two distinct cohorts for contact and data
  exchange.
• Risks for Non-Compliancy
• Students non-receipt of loans, grants and
  bursaries.
• Late payment of Tuition Fees to HEI.
• What has Derby Done?
• Ensured that all Records are verified against
  SSAR and TFPR.
• Early notification to LA (Year 2/3 Students) or
  SLC (Year 1) of mismatches.
• Input into Focus Groups where automatic
  advisement of Fee and Course Mismatches and
  Withdrawals will be advised to SLC (From Sept
  09).
• BE INNOVATIVE RATHER THAN STATIONARY!

14

• ACR is completed on time with accuracy
• HEI Concerns
• Will Student Finance England deliver one standard
  ACR.
• Will LAs work in partnerships with SLC/HEI.
• Will the administrative burden be greater.
• Risks for Non-Compliancy
• Reporting issues to comply with legal/audit
  requirements.
• Late payment of Tuition Fees to HEI.
• What has Derby Done?
• Any slight anomaly is noted as such to ensure
  compliancy.
• Early notification to LA (Year 2/3 Students) or
  SLC (Year 1) of mismatches and improved business
  processes.
• Continual assessment of outstanding monies and
  good liaison with SLC.
• ADAPT RATHER THAN STAY STILL!

15
Current Advancements

• Easier Application Process
• Data Sharing
• IAG Information, Advice and Guidance
• More Prior Year ACRs to be issued
• Payment Reconciliation
• On-line Calculator now used fully operational
  Sept 2009

16
Future Enhancements Student Information Service

• September 2009 CoC Online - Course, Fee
  Mismatches and Withdrawals processed via HEI
  Portal or web.
• May 2010 HEIs can view student information
  on-line.
• July 2010 Submit registration in bulk on-line.
• December 2010 ACR to be completed On-Line.
• Early 2011 Fee position balances on payments
  can be viewed on-line.

17
The Way Forward

• Treat Local Authorities with the same priority as
  Student Finance England the majority of
  students in 2009/10 will be LA Students.
• Be FULLY AWARE to work in partnership and take
  advantage of all opportunities to liaise with SLC
  and other bodies via Forums, Groups and
  Conferences.
• Make it our job to gain the maximum benefits
  realisation of Student Finance England and the
  new Student Information Service.

18
Questions and Answers

• p