Sydney StudentWhat system functionality is included under each workstream?

STUDENT LIFECYCLE MANAGEMENT

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Student Lifecycle Management

› The Student Lifecycle Management (SLM) program is an initiative of the Education Portfolio that will deliver a cohesive, University-wide student lifecycle management solution.

› This presentation describes the system functionality that is included as part of each wave in the Implementation Roadmap.

› The system functionality descriptions are listed in order of the Go Live date. Go Live refers to the date on which the system functionality will be available.

PURPOSE

Sydney Student – Implementation Roadmap

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Go Live 1

Go Live 2

Go Live 3

What will be implemented in January 2011 for Go Live 1

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Enquiries and Applications

> Enquiries- A consistent approach to managing enquiries and tracking contacts and communications with potential future students

throughout the recruitment process.  Web forms will enable enquirers to register for events and ask questions. Research enquirers will also be able to register their interest in a research opportunity.

> Applications- A consistent approach to managing applications and tracking contacts and communications received from potential

future students throughout the application process. Applicants will be able to submit an application form online, which will collect only data that is relevant based on the course or previous data collected from the applicant. Applications will be automatically routed to the appropriate member of staff for assessment. Applicants will also be able to check the progress of their application and respond to offers online

> Application Fees for International Students

> Fee generation and payment will be integrated within online processes such as course applications, unit of study selection and enrolment. (See Finance and Fees for complete system description)

> Enrolments

- Students will be able to register, select units of study and provide financial details online. Students will also be able to update and manage their personal details and all data entered will be fully validated. Student records will include personal details required internally and for external statutory reporting, such as information regarding international status and funding eligibility.

> Student Maintenance

- Students, and administrative and academic staff will be able to manage existing student, and related records. This will include viewing enrolment data, enrolment status, responding to queries, transferring students from one course to another, managing withdrawn and suspended students. Access to data can be restricted by permissions established by the University.

> External Reporting

- Critical and statutory external reporting requirements will be able to be performed in relation to student records, including reports to the Department of Education, Employment and Workplace Relations (DEEWR), and the Provider Registration and International Students Management System (PRISMS). The format of such reports and method of distribution of these reports will be determined by the University and in consultation with external bodies.

> Accessibility Manager

- Data relating to student disability, accessibility issues, or special needs will be managed to enable the University to organise specific arrangements that may be required, including building access and special examination preparations.

What will be implemented in January 2012 for Go Live 2

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Student Records

What will be implemented in January 2012 for Go Live 2

> Document Manager

- Documents will be able to be uploaded from e:Vision or within the SITS:Vision client application and electronically stored in the main database. This includes documents required to support a student application for study and the submission of assessments, visa documentation, sponsorship applications etc. Documents can be password protected for security and versions can be tracked and maintained within the system.

> Student Data Scrambler

- Information that can be used to identify individual students from what would otherwise be ‘live’ student records will be detached to test, train and develop the system. Fields will include student name, date of birth, gender, postcode and telephone number. Records to be scrambled include top level student records, address records, enquirer and alumni records and student next of kin records.

> Placements (for Education)

- Placements for education students will be managed, including identifying students to enter placement, collecting the number and type of placements available, arranging interviews and collecting results, and tracking applications and producing analysis reports journals and performance evaluations.

› Scholarships

- Administer the assessment of student applications against eligibility criteria for the awarding of a bursary, loan, scholarship or prize, and for the authorisation of payments which can then be recorded and paid through SAM. (See Funds Management for a complete description of system)

› Helpdesk Manager

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Student Records (Continued)

What will be implemented in January 2012 for Go Live 2

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Programmes 1

> Unit Selection

- Students will be made aware of the range of optional and compulsory units of study valid for their course and rules will govern the number of credits which can be selected and validate their choices. The online process will allow students to select and enrol in units of study for all sessions including summer and winter schools. Student and staff will be able to add, remove and change selected units of study.

> Timetabling

- Enable interaction between a range of users at the university and access to personal timetables and room information online, including booking rooms.  Students will be able to access basic timetabling information when they select a Unit of Study, which will also be linked to lectures, practicals and tutorials.  Timetabling information will be updated automatically and displayed through e-vision. 

> Exam Timetabling

- Users will be able to generate a clash free timetable, students will have adequate time between examinations and the system will meet any special requirements.  Constraints can be added to the scheduling process, for example ,large units of study can be timetabled first, travel time can also be added, specific dates and times can be set and room can also be allocated.  Students will then be able to view their personal examination timetable online.

> Assignment

- Coursework assignments can be submitted through the portal where required. (See Assessment Processing for complete system description)

What will be implemented in January 2012 for Go Live 2

> Finance and Fees for Students

- Hold and maintain a single source for the fee matrix that is used to generate tuition fee transactions. Generate tuition fees at any time in the academic year, based on units of study selected, student status, and other institution-defined criteria using fee calculation rules. Fee generation and payment will be integrated within online processes such as course applications, unit of study selection and enrolment. There will also be functionality to manage other financial processes, such as the recording and processing of overseas agents commission payments and overseas health cover.

> Fund Management

- Online functionality for the completion of applications for scholarships, bursaries, loans and prizes. This will include administering the assessment of student applications against eligibility criteria for the awarding of a bursary, loan, scholarship and prizes, and the authorisation of payments which can be recorded and paid through SAM. A facility for recording payments into and out of a fund in a specified period, enabling reconciliation with the PeopleSoft fund balance will also be available.

> Student Account Management

- Enable the recording of all student financial interactions in a single location. Debts from external areas, such as accommodation and library, will be held in SAM to provide a complete record of a student’s debt. Full sales ledger functionality including debt management, tracking, invoicing and receipting will also be available as well as the ability to make payments to students via EFT, including refunds, scholarships and prizes. An interface will send general ledger, bank reconciliation, and accounts payable data to the finance system (PeopleSoft) and an online portal will allow students to view and pay all their fees and debts online.

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Finance and Fees

What will be implemented March-April 2012 for Go Live 2

> Assessment Processing

- Storage and processing of all assessed pieces of work for a Unit of Study. The assessed components that make up the Unit of Study will be defined within the system and the student’s achievement will be recorded for each item. Coursework assignments can be submitted through the portal where required. The coursework, lab work or exam etc, will be marked by an academic and the mark can be entered into the system through the web portal. When marks have been input for all assessment items, the system will calculate the student’s final unit of study mark and grade based on the weightings of each component part.

> Progression

- A students progress will be able to be monitored using a progression calculation that can be performed at any time, such as the end of each semester. A number of different rules will be tested as part of progression including the assessment of a student’s ‘at risk’ status, their performance in ‘core’ units of study or their progress towards a final award. The output of progression calculations is a flag on a student’s record which will be advisory or which may trigger the automation of an action or a number of actions. It is through progression rules that it will be possible to test a student’s readiness to graduate.

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Programmes 2

What will be implemented in October 2012 for Go Live 2

> Awards

- Recommend a student for a final or intermediate award and a classification when appropriate. This will include: validating the student's program to check that it complies with the rules defined for the award and other relevant rules; calculating the recommended award for a student based on award rules; calculating any additional classification for an award, if applicable; and creating certificates and standard reports and letters.

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Programmes 2

What will be implemented from 2013-2014 for Go Live 3

> Descriptions of the following functionality will be made available closer to the Go Live date> Absence Management

> Research Management

> Ceremonies

> Room Bookings

> Student Destinations

> Academic Review (Process Manager)

> Survey Manager

> Placements (Extension)

> Accommodation

> Discussion Forum

> Personal Development Planning

> CRM

> Alumni

> Curriculum Manager

> IPP Course and Module

> Bookings (non-award)

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Continuous Improvement

For more information

› Charlie WallaceCommunications and Information Officer

Tel: 02 9114 0726

Email: charlene.wallace@sydney.edu.au

Web: www.sydney.edu.au/slm

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Contact