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Demystifying the Processes and Untangling Procedures

Demystifying the Processes and Untangling Procedures. Student Advisor Forum . AGENDA. 9:00 – Introductions/Purpose of Forum – Michelle Rogers 9:10 – 9:40  Consolidated Policies and Procedures: An Introduction to the Manuals  – John Rowe 9:40 – 10:00 Assessment – Connie Price

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Demystifying the Processes and Untangling Procedures

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  1. Demystifying the Processes andUntangling Procedures Student Advisor Forum

  2. AGENDA • 9:00 – Introductions/Purpose of Forum – Michelle Rogers • 9:10 – 9:40  Consolidated Policies and Procedures: An Introduction to the Manuals  – John Rowe • 9:40 – 10:00 Assessment – Connie Price • 10:00 – 10:30 Formulation of questions by Advisors in groups – Louise Batchelor • 10:30 – 11:00 Tea break   • 11:00 – 11:45 Panel Q&A - Michelle Rogers • 11:45 – 12:00 Wrap up and finish Student Advisor Forum

  3. Introduction Purpose of Forum Michelle Rogers Student Advisor Forum

  4. Consolidated Policies & Procedures: An Introduction to the Manuals John Rowe Student Advisor Forum

  5. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 25 May 2007 • Effective from 1 July 2007 • Consolidated 12 separate policies • 63 pages “The consolidation into one document and the annual review and re-issue are major initiatives that should improve accessibility and provide a more streamlined and effective method of ensuring University policies and procedures remain up to date and relevant”. John Rowe Director, Student Services May 2007 Student Advisors Forum – Wednesday 24 April 2013

  6. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 28 March 2008 • Effective from 1 January 2008 • Office of Teaching and Learning input (revised Assessment Policy and Principles) • 68 pages Student Advisors Forum – Wednesday 24 April 2013

  7. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 30 October 2009 • Effective from 30 October 2009 • 74 pages Student Advisors Forum – Wednesday 24 April 2013

  8. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 26 November 2010 • Effective from 26 November 2010 • 80 pages Student Advisors Forum – Wednesday 24 April 2013

  9. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 25 November 2011 • Effective from 1 January 2012 • 92 pages Student Advisors Forum – Wednesday 24 April 2013

  10. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 22 February 2013 • Effective from 1 March 2013 • 106 pages Student Advisors Forum – Wednesday 24 April 2013

  11. Consolidated Policies and Procedures Manuals • Latest edition approved by Academic Board on 30 November 2012 • Original edition consolidated 4 Policies and 9 Rules • Latest edition effective from 30 November 2012 • 58 pages (1E 58 pages, 2E 63 pages, 3E 58 pages) Student Advisors Forum – Wednesday 24 April 2013

  12. Consolidated Policies and Procedures Manuals • Latest edition approved by Academic Board on 24 February 2012 • Original edition consolidated 3 policies • Latest edition effective from 24 February 2012 • 54 pages (1E 29 pages, 2E 36 pages, 3E 54 pages) Student Advisors Forum – Wednesday 24 April 2013

  13. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 25 November 2011 • Consolidated 3 policies • Scholarships Policy and Procedures Emergency Student Loans Policy • Short Term Emergency Student Loans Policy • Effective from 25 November 2011 • 23 pages Student Advisors Forum – Wednesday 24 April 2013

  14. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 30 November 2012 • Replaced Sections 34 and 35 of the Admission and Enrolment Manual • Effective from 30 November 2012 • 24 pages Student Advisors Forum – Wednesday 24 April 2013

  15. Consolidated Policies and Procedures Manuals • Approved by Academic Board on 26 October 2012 • Consolidated Academic Calendar and Study Periods Policy and Timetabling and Class Times Policy • Effective from 26 October 2012 • 33 pages Student Advisors Forum – Wednesday 24 April 2013

  16. Consolidated Policies and Procedures Manuals • Distributed for comment April 2013 • Plan is to finalise by July 2013 • Guidelines and advice – not policy • 36 pages Student Advisors Forum – Wednesday 24 April 2013

  17. Consolidated Policies and Procedures Manuals • Plan is to finalise by end 2013 • Student IDs • Student Photographs • Lost Property • Communication With Students • OASIS and OCC Student Advisors Forum – Wednesday 24 April 2013

  18. Consolidated Policies and Procedures Manuals • Plan is to finalise by end 2013 • Invoicing and payment • Refund policy • Late fees and fines • PIPs and PEXs • Incidental fees Student Advisors Forum – Wednesday 24 April 2013

  19. Student Advisors Forum – Wednesday 24 April 2013

  20. Student Advisors Forum – Wednesday 24 April 2013

  21. Student Advisors Forum – Wednesday 24 April 2013

  22. Student Advisors Forum – Wednesday 24 April 2013

  23. Curtin University Policies and Procedures • Development • Approval • Promulgation • Implementation • Monitoring • Review Student Advisors Forum – Wednesday 24 April 2013

  24. Curtin University Policies and Procedures • Development þ • Approval þ • Promulgation þ • Implementationý • Monitoring ý • Review þ Student Advisors Forum – Wednesday 24 April 2013

  25. Consultation with stakeholders Open Feedback Wiki Committee approval process Consultation with stakeholders Ongoing input Info/Briefing Sessions Identified issues Complaints, grievances and appeals Training SOL (Online Modules) Compliance Reports Guidelines SANs SAGs Audits Student Admin Forums Student Advisors Forum – Wednesday 24 April 2013

  26. Future Developments • EQUIP • Business Process Re-Design • Workflow Student Advisors Forum – Wednesday 24 April 2013

  27. Future Developments • EQUIP • Business Process Re-Design • Workflow • Pre-populated fields • Forced “field accuracy” • Reduction in errors • Self service • Streamlined processes • Tracked and logged processes • “Forced” compliance • Enables effective monitoring of workflow and escalation Student Advisors Forum – Wednesday 24 April 2013

  28. Digital Desktop Single Sign In Workflow Driven Customisable Employee Kiosk Student One Reports Admission Approvals Enrolment Stats Email OASIS Concur WUSC Approvals Appeals RFOs Leave Approvals LOA Approvals Expenditure Approvals Cost Centre Sign-Offs Recruitment Approvals Monitoring Dashboard Student Advisors Forum – Wednesday 24 April 2013

  29. Assessment and Student Progression Manual

  30. Assessment and Student Progression ManualSummary of Key Changes Section 1 • To expand on reasonable adjustments for students with equity grounds and address re-submission of work by students Section 4 • New text included to accommodate e-submission and corrupted work, and to reinforce requirements to state essential components a student must pass in order to pass a unit. Section 5 • Updated disposal and retention periods in accordance with WAUSDA (Western Australian University Sector Disposal Authorities; • to stipulate the mandatory use of Blackboard for submission of assessment items and for recording summative assessment tasks; • Highlight the requirement of text based items to be submitted through Turnitin; and • Requirement to retain e-Assessment items.

  31. Assessment and Student Progression ManualSummary of Key Changes Section 7 • Reinforce that assessment artefacts must never be left unattended Section 8 • Procedural changes to allow for decisions to be made in a more timely manner. Rather than UTLC approve exemptions to assessment requirements, the Manager, Assessment is now responsible • Previously it was recommended that Faculty Deans Teaching and Learning monitor exemptions. Now they “will” monitor exemptions Section 9 • New section based on the recommendation of an external agency Section 13 • To accommodate students who have multiple exams in a 24 hour period; • Clarify notification timeframes and process of a student’s further appeal right to a PVC if denied an assessment extension

  32. Assessment and Student Progression ManualSummary of Key Changes Section 15 • To accommodate students who have multiple exams in a 24 hour period; • To reinforce that School scheduled exams be compliant with exam regulations and be conducted during a scheduled exam period Section 18 • New section under the subheading “Mobile Phones and Other Electronic Devices (Other than Approved Calculators)” Section 21 • Updated disposal and retention periods in accordance with WAUSDA (Western Australian University Sector Disposal Authorities; Section 36 • Re-written so a student must have evidence that their mark or result is incorrect. • Change to PVC or nominee hearing appeal and appeal to be submitted in 10 working days, not 14 working days

  33. Questions?

  34. Assessment Connie Price Student Advisor Forum

  35. Assessments -Broad categories • Submission • student generates a product or artefact • student submits the artefactfor evaluation • Performance • student executes a performance • the performance is evaluated in real time • Examination • student answers questions under specified environmental conditions • answers are captured and evaluated

  36. Submissions • Artefact may be submitted in ‘hard copy’ • Particularly true of artefacts that are not on paper • Need to be receipted • Artefact may be submitted electronically • Submitted via Blackboard • submitted to Turnitin • Should generally not be submitted via email • Unless there is a system failure Footer text - slideshow title

  37. Submissions • Storage • Where ever possible the School should maintain a copy of the artefact for at least 6 months after the appeal period • Return of artefact to student • Artefacts must never be left unattended • The identity of the student collecting the artefact must be verified • Artefacts must not be passed to a third party • Archiving and disposal of artefacts • May be involved in creating/managing storage and archiving of electronic artefacts • Disposal of uncollected artefacts Footer text - slideshow title

  38. Performance • May have a role in organising the event Footer text - slideshow title

  39. Examinations • School scheduled examinations/tests • Invigilation – should be a minimum of two invigilators per venue • Student attendance should be recorded • Students must present a valid Curtin student card as proof of identity • Authorised examination aids/materials • Protocol for possession of unauthorised materials/devices Footer text - slideshow title

  40. Examinations • Centrally scheduled examinations • Exam paper preparation & submission • Exam timetable • Timetable clashes – limit to 2 exams in a 24 hour period • Catering for multiple campuses & different time zones • Alternative examination arrangements • Clashes • Hardship • Disability • Elite athletes Footer text - slideshow title

  41. Assessment Variation Late Assessment Assessment Extension Supplementary Assessment Footer text - slideshow title

  42. Late Assessment • Due date and time must be specified in advance in UO • Anything submitted after this time is considered late • Acceptance of late submissions • If not accepted must be stated in UO • Penalty for late submission • 10% per calendar day • 10% of total marks not 10% of their mark • More than 7 days late will not be marked and receive mark of 0 • If late submissions not accepted penalty is 100% or mark of 0 • May still be required to submit or receive F-IN Footer text - slideshow title

  43. Assessment Extension • If student is not able to submit by the due date/time or not able to attend for the performance/examination on the specified date/time AND has sufficient grounds they may apply for an assessment extension • Grounds include injury, illness, disability or medical condition of the student or student’s family member; religious matter; elite athlete • Must provide appropriate documentation • Original document must be cited & copy kept Footer text - slideshow title

  44. Application for Assessment Extension • Application must be submitted in advance • Application submitted to UC • By email or hard copy • If issue applies to or includes the EOS exam period application should be forwarded based on School procedure • Approval • For in-semester assessments = UC • For EOS assessments • If assessment can be completed prior to BOE UC can approve • If assessment can not be completed by BOE a deferred assessment may be granted by BOE Footer text - slideshow title

  45. Supplementary Assessment • Can only be granted by the BOE • Conditions specified in policy • Maximum of two supplementary assessments per study period • Timeframe • Specific period published in UO • Students granted a supp must be advised via OCC at least 3 days in advance of date/due date • Responsibility of student to be available to attend or complete Footer text - slideshow title

  46. Record of Marks Grade Centre Submission of marks to Student One Release of marks Footer text - slideshow title

  47. Blackboard Grade Centre • Now considered the only authorised point for the recording of assessment task results • Staff may be involved in setting up Grade Centre • Final Mark is calculated • Final Grade is recorded • Allowable grades include 5, 6, 7, 8, 9, 10, F, F-IN, GNS • While we still have our current Bb unit lifecycle a copy of Grade Centre must be made before unit clearout Footer text - slideshow title

  48. Submission of Final Mark & Grade to Student One • Final Mark and Final Grade columns will be automatically extracted from Blackboard and submitted to Student One • Staff may be involved in data quality checks • Process will run up until BOE • After BOE, changes to ratified results must follow existing processes Footer text - slideshow title

  49. Release of Marks • Students are able to view results recorded in Blackboard Grade Centre • My Grades • If final grade and mark are shown these are indicators only, must be ratified by BOE • Ratified results are released to students via OASIS on results publication date Footer text - slideshow title

  50. Formulation of Questions: Advisors in Groups Louise Batchelor Student Advisor Forum

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