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Faculty Forum

Faculty Forum. Registration and Module Enrolment. Faculty Forum Operations, TSA. Aims and Objectives Who are Operations and what do we do? Communication Registration Module Enrolment What’s next for Operations? Questions. Faculty Forum Operations, TSA.

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Faculty Forum

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  1. Faculty Forum Registration and Module Enrolment

  2. Faculty Forum Operations, TSA Aims and Objectives • Who are Operations and what do we do? • Communication • Registration • Module Enrolment • What’s next for Operations? • Questions

  3. Faculty Forum Operations, TSA TAUGHT STUDENT ADMINISTRATION STRUCTURE

  4. Faculty Forum Operations, TSA OPERATIONS SECTION STRUCTURE

  5. 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

  6. 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

  7. Faculty Forum Registration What we’ve 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

  8. 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

  9. 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 14thSeptember

  10. 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

  11. 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

  12. 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)

  13. 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

  14. 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

  15. 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

  16. 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

  17. 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

  18. 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

  19. 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

  20. 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

  21. Faculty Forum Registration Monitoring SWRDEPT – this report allows you to view your students’ registration status

  22. Faculty Forum Registration Monitoring SWRDEPT – this report allows you to view your students’ registration status

  23. Faculty Forum Registration Monitoring SWATRAC – this form allows you to view an individual student’s progress through the 7 steps

  24. 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@adm.leeds.ac.uk

  25. Faculty Forum Registration Registration Helpline The Registration Helpline is open Monday to Friday 09:00 – 17:00 0800 915 0402 (from the UK) +44 113 343 7000 (from outside the UK) Ext 37000 (from within the University) registration@leeds.ac.uk

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

  27. 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

  28. Faculty Forum Module Enrolment OLE system…how 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

  29. Faculty Forum Module Enrolment OLE system…common 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 • Modulesnot appearing online • Minimise listing of preferred electives • Keep Operations and Catalogue Team informed

  30. 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

  31. 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

  32. Faculty Forum What’s Next What’s 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

  33. Faculty Forum Questions Any Questions?

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