June 20051 STUDY PLANNING AT ÅBO AKADEMI electronic study plans [email protected].

June 2005 1

STUDY PLANNING AT ÅBO STUDY PLANNING AT ÅBO AKADEMIAKADEMI

electronic study planselectronic study [email protected]

2

Guidance of new students at ÅAU

• a study advisor– from spring 2005

• study orientation during first weeks of study• skills courses in IT & information literacy• tutorial system

– student tutors– teacher tutors

• study skills courses and website• individual study plans (Min Plan/”MyPlan" Project)

3

MyPlan: Project description

• Goal:– to develop and implement a uniform study planning process for all Åbo

Akademi departments, which comprehends all those involved

– potential, undergraduate, post-graduate and external students

– teachers, teacher tutors, tutors, examinators

– faculties, Centre for Language and Communication and Centre for Continuing Education

– university administration

– support functions (Career Services, study counselors, alumni, etc.)

– by 1 August 2005, develop and implement an IT tool for all of Åbo Akademi in order to support study planning and the arrangement of individual study plans

•

4•1 Oct 2003 •1 Aug 2005

•Subproject 1

•Process

•1 Jan 2004 •1 Jul 2004•1 Sep 2004 •1 Nov 2004

•Subproject 2

•Pilot

•Subproject 4

•Realisation

•Subproject 3

•Bidding round

•S•e

•m•e

•s•t •e

•r • •2•0

•0•4

Timeline:

5

MyPlan Modules

• Course database• Study plan• Course and examination enrolment• Resource booking• Course evaluation tools• Noticeboard

6

Study planning process for lifelong learning

STUDY OFFERINGSTUDY OFFERING&&

YEARLY PLANNINGYEARLY PLANNING

RECRUITINGRECRUITING&&

GUIDANCEGUIDANCE

APPLICATIONAPPLICATION&&

ADMISSIONADMISSION

ENROLMENTENROLMENT&&

REGISTRATIONREGISTRATION

STUDIESSTUDIESDURING THEDURING THE

ACADEMIC YEARACADEMIC YEAR

GRADUATIONGRADUATION&&

DIPLOMADIPLOMA

CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARYSUPPLEMENTARY

STUDIESSTUDIES

• Supports a student’s entire lifecycle– prospective students: evaluating Åbo Akademi University as a potential

place of study

– new students: putting together their first study plan

– older students: study plan a routine part of the annual cycle

– alumni: planning post-graduate studies after receiving their diploma

– external students: planning to take separate courses at Akademi

7

Key concepts

• Programme plan– linked to an educational programme

– contains study structure for all undergraduate studies, major and minor studies (if any), obligatory courses, general timeline

• Study plan– plan and structure of own degree or education

– linked to a person, based on the programme plan or completely individual

– contents: career vision, chosen major, chosen minor(s), courses to be completed (per term, per year), courses or entities outside ÅA, completed courses, date of graduation, assigned teacher tutor

• Teacher tutor– supports and follows up studies of own named students

– student always has a teacher tutor; person can vary

8

Study offering and yearly planning

RE

CR

UIT

ING

AN

D G

UID

AN

CE

Establishmentof

educationalstructure

F

Drafting andupdating of

course description

I

Arrangementof instruction

schemeF

Assignmentof tutors

and teachertutors

F

Approval ofcurriculum

F

Arrangement ofpre-completed

programmeplans

F

Printing ofinstruction

and educationalinformation

A

ROLES: S = student I = instructor F = faculty A = Akademi admin.

9

This is changed for each process and role

STUDY OFFERING&

YEARLY PLANNING

STUDY OFFERING&

YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA

CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARY

STUDIES

STUDENT • Earlier access to an updated study offering in electronic form

INSTRUCTOR

/TEACHER

• Course requirements and curriculum for the following academic year specified earlier

• Possibility of advance information on the approximate number of course participants

• Course descriptions stored in Åbo Akademi’s joint course database, where advance registration requirements can also be specified

• Assignments, such as teacher tutor, are delegated per student group per year

FACULTY • A teacher tutor is assigned to each student group• Programme plans can be used as recruiting tools• Earlier planning of following academic year

AKADEMI ADMINISTRATION,

SUPPORT FUNCTIONS

• Printing of Teaching Program & Study Manual based on course database information, although in a smaller editions. Emphasis on electronic publishing.

• Course information always up to date.

10

Recruiting and guidanceS

TU

DY

OF

FE

RIN

G A

ND

YE

AR

LY

PL

AN

NIN

G

AP

PL

ICA

TIO

N A

ND

AD

MIS

SIO

N

Study advice (self-service/personalised)

Program-based

Application forstudy

programmeS

Follow-up of

applicationF

Marketingmaterials

andmeasures

F

Evaluation ofeducationalalternatives

S

Potentialapplicant

Draftingof personalstudy plans

S

Non-program-based

S

- Feasibility- Suitability- Formal requirements- Accreditation- Career aspects- Financing

Assessmentof personalstudy plans

F

OK

Discrepancies


11

This is changed for each process and roleSTUDY OFFERING

&YEARLY PLANNING

RECRUITING&

GUIDANCE

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA

POST-GRAD &SUPPLEMENTARY

STUDIES

STUDENT • Selection of degree and career using alumni profiles• Programme plans made (electronically) accessible for personal

study counseling (self-service/personalised)• Application can be made for more specific information (e.g. for certain

programmes)

INSTRUCTOR

/TEACHER

FACULTY


SUPPORT FUNCTIONS

12

Application and admission

Application for

study place

RE

CR

UIT

ING

AN

D G

UID

AN

CE

EN

RO

LM

EN

T A

ND

RE

GIS

TR

AT

ION

S

Ranking and

admissionF

Akademiadmissions

A

Confirmation of study placeand start date

S

A

A

Recording ofconfirmed

Study places(Harek)

A

A

Drafting ofacceptance

letterF

New student

Receipt ofacceptance

letterS

A

Creation of computer user

account(CC)

A

- Granting of study rights- Activation of programme plan or personal study plan

Approval andarchiving

of personalstudy plans

F

Non-program-based

Program-based


13


&YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA

CONT.EDUC. &SUPPLEMENTARY

STUDIES

STUDENT • Acceptance letter contains passwords for access to the pre-completed programme plan and first study manual

INSTRUCTOR

/TEACHER

FACULTY

(SPT,CCE)

• In programme-based education each person is linked with the relevant programme plan


SUPPORT FUNCTIONS

• Datacentralen issues temporary passwords to accepted students.

14

Enrolment and registration

Enrolmentand studyorientation

Drafting offirst study

plan

Drafting ofalternativestudy plans

Updating of study plan before registration

and formal assessment.

Request forexternal

studyrights

Submission ofstudy plan

for approval

Assessmentof plan

content andstructure

Decision onaccreditation

Revisionof study

plan

Registration/altered

registration

Drafting ofpersonal

studymanual

Follow-up of interestfor owncourses

AP

PL

ICA

TIO

N A

ND

AD

MIS

SIO

N

ST

UD

IES

DU

RIN

G T

HE

AC

AD

EM

IC Y

EA

R

Registrationas ÅA

student

Activation of computer user

account(CC)

Existing students

HAS approved study plan

Assessment of study plan

Existing students

S

S

S

S

S

S

S

S

S

I

FF

A

A

* Approved study plan = preliminary course registration


Request foraccreditation

and compensation

S

DOES NOT HAVE approved study plan

New students

Approvaland archiving

of planF

- Study advice for less productive students- Changing teacher tutors

15


&YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA


STUDIES

STUDENT • Registration for existing students requires an approved study plan every year => a study plan for the upcoming academic year must be drafted and approved during the preceding spring

• Approved study plan = preliminary application for courses specified in the plan• Request for accreditation and substitution of studies included as an attachment

for the study plan• Personal study manual created based on the approved study plan

INSTRUCTOR

/TEACHER

• Teacher tutor goes through his/her students’ study plans in the spring (less-productive students can be identified when assessing study plans)

• Approved study plan = preliminary registration for courses specified in the approved study plan => can follow up preliminary interest for his/her own courses

FACULTY • Formal requirements for study plans, accreditation and substitution of studies are assessed

• Less-productive students can be identified when assessing study plans• Assessed study plans are approved


SUPPORT FUNCT.

• When enrolling, ensures that the study plan for the academic year in question has been approved.

16

Studies during the academic yearE

NR

OL

ME

NT

AN

D R

EG

IST

RA

TIO

N

GR

AD

UA

TIO

N A

ND

DIP

LO

MA

Registration for course

S

Ranking andacceptance

of participantsI

Changes inthe

curriculumI

Completion ofcourse

IS

- Course participation (S)- Instruction and guidance (I)- Exam enrolment (S)- Exam (S)- Examination (I)- Evaluation (S)

Registration of course results

Follow-upof own

students’progress

F

I

* Minor changes during the academic year

Updatingof existing

study plansS

* Changes with formal consequences during the academic year* End of academic year

Maintenance of CV

S

Careercounseling

(Career Services)

A


17


&YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA

CONT.EDUC.CONT.EDUC.&SUPPLEMENTARY

STUDIES

STUDENT • Courses specified in the study plan also serve as a preliminary registration for the courses in question => advantage during rush

• The plan is automatically updated with each completed course• Can follow up own progress in relation to plans made => possibility to identify

problems and seek help• Possibility to change the study plan during the academic year • Alternative study plans can be drafted• Automatic info when changes in the course plan are made (dates, times, place,

curricula)• Can electronically maintain his/her CV in connection with the study plan

INSTRUCTOR

/TEACHER

• Preliminary course registration through study plans; indicates the number of participants per course

• Possibilities to notify participants of any changes in courses • Can follow up the studies of his/her own students => allows for active support

FACULTY • Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting


SUPPORT FUNCT.

• Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting

• Possibility for career counseling based on the study plan

18

Graduation and diplomaS

TU

DIE

S D

UR

ING

TH

E A

CA

DE

MIC

YE

AR

CO

NT

.ED

UC

. A

ND

SU

PP

LE

ME

NT

AR

Y S

TU

DIE

S

Final planfor degree

S

Activationof final

assessmentS

Assessment of study

performancebased on

formal requirements

F

Discrepancies = study plan needs updating

Final grade

IF

OK

Consent toissue

transcriptsS

No = study plan needs updating

Issuing of transcripts/

diplomaF

OK

Final careercounseling

(Career Services)A

Discrepancies


19


&YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA

GRADUATION&

DIPLOMA


STUDIES

STUDENT • Possibility to describe and check his/her degree content before submitting it for official assessment

• Possibility for final career planning based on the degree plan/study plan• Possibility to electronically activate final assessment• Based on permission granted by the faculty in question, possibility to

electronically request/refuse printing of transcripts/diploma as well as specify the desired submission date and method.

INSTRUCTOR

/TEACHER

FACULTY • Assessed degree plans form the basis for printing of transcripts/diplomas

• Possibility to electronically receive the student’s permission to print transcripts/diplomas


SUPPORT FUNCTIONS

• Possibility for final career counseling based on the degree plan/ study plan

20

Continuing Education&supplementary studiesG

RA

DU

AT

ION

AN

D D

IPL

OM

A

Updatingof prospective

registerA

Marketing and special offers

A

Registrationfor alumni

membershipS

Study counselingand evaluationof educational

alternativesS

Program-based

Non-program-based

Cont.educ. studyfor individual

Cont.educ studyfor company

Follow-up

Estimation of future needs

A

See: application and admissions for program-based education

See: application and admissions for implementation of personal study plan

Follow-up ofservice

utilisationA

Recording ofalumni

registrationsA

Drafting andmaintenanceof personal

profilesS

Process for organising cont.educ. coursesIdea – Planning – Marketing – Implementation - Completion

Draftingand updating

study planS


21


&YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA


STUDIES


STUDIES

STUDENT

(Alumni, post-grad customers)

• Possibility to maintain his/her alumni profile and, in turn, the possibility to:– continue receiving information on ÅA, his/her own major, post-grad study

opportunities– maintain contact with other alumni (classmates, etc.)

• Possibility to make long-term plans and ”order” his/her cont.educ. studies through existing or customised cont.educ. study programmes and courses (through a personal study plan or company study plan)

• Possibility to take the initiative in study/describe his/her needs

INSTRUCTOR

/TEACHER

• Possibility to recruit alumni as lecturers or mentorsbased on their profile and abilities

• Support for ideation, planning and marketing of cont.educ. courses and course offering

FACULTY

(CSK, CCE)

• Possibility to make a targeted cont.educ. offering according to alumni preferences• Possibility to link alumni to research• Possibility to follow up and anticipate the alumni advantaging of cont.educ. services• Possibility to recruit alumni as lecturer based on their profile and abilities


SUPPORT FUNCTIONS

• Possibility to follow up alumni placement on the job market• Possibility to advantage alumni profiles in the marketing of education

22

Relation between study planning and management

STUDY OFFERING&

YEARLY PLANNING

RECRUITING&

GUIDANCE

APPLICATION&

ADMISSIONS

ENROLMENT&

REGISTRATION

STUDIESDURING THE

ACADEMIC YEAR

GRADUATION&

DIPLOMA


STUDIES

Study planning processStudy planning process

Process for operational and result planning,Process for operational and result planning,management, follow-up and reportmanagement, follow-up and report

Process for operational and result planning,Process for operational and result planning,management, follow-up and reportmanagement, follow-up and report

Confirmedstudy places

Accepted

ApplicantsEnrolled students

Plannedcourses

Plannedgraduations

Registered

Plannedcourses

Plannedgraduations

Completedcourses

Completedexamination

Alumni member.

Cont.educ. study offering

Cont.educ.courses

Study offeringPlanned, non-pro-

gramme-based edu.

June 20051 STUDY PLANNING AT ÅBO AKADEMI electronic study plans [email protected].

Documents

Transcript of June 20051 STUDY PLANNING AT ÅBO AKADEMI electronic study plans [email protected].