Registration 2011

Registration 2011 Planning and Information Sessions First Meeting – 8 June 2011

Agenda for today’s session • Introduction to series of sessions • Overview of Registration 2011/12 planning and preparations • Michael Sinnott • Overview of supports and communications • Colm Small • Undergraduate Orientation • Viv Rath

Introduction to series of sessionsInclusion - Information - Involvement • 8 June • Initial picture • Set out communication plans • Indicate current issues • 6 July • Confirmation of approaches, preparations • Online Registration and Fees • Issues outstanding • Graduate communications • IT Services • UCD Residences • 9 August • Final confirmation of preparations • Final decisions • Issues outstanding • IT Services (start of term services)

Overview of Registration 2011 Planningand Preparations Michael Sinnott Administrative Services, UCD Registry

Registration 2011 Planning Ensuring success in a constrained world… COMPLEXITY • Students with needs • Systems supporting staff and students • Staff supporting students

Registration 2011 Planning Ensuring success in a constrained world… • Greater fragility • More connectedness • More dependencies • Reduced staffing • Reduced budgets • Innovate to survive and extend • Focus and prioritise • Build on success • Collaborate and partner • Maintain morale • Support, connect and develop staff • E.g. AUA day, staff sessions

Registration 2011 Planning RIOG Approved Go live dates for Registration 2011 • Overall – same pattern as Registration 2010 • Published since last week on http://www.ucd.ie/students/registration.html

Registration 2011 Planning RIOG Approved Go live dates for Registration 2011

Registration 2011 Online registration enhancements • Developments in support of new entry routes to Science, Agriculture, BComm International • This entails significant reconfiguration to meet the needs of the new programmes • Expanded pre-registration for BComm Intl and Science based on CAO letter code preferences • Layout and style changes to the credit statement to include • Addition of the Credit Statement as a ‘top link’ within phase 2 of registration to aid visibility • Improved printing and standardisation of font and style • Link to the programme framework available at the end of the credit statement • Credit statement will now show modules mapped from previous programmes • Repeats Page • Renamed Headings, Improved information text

Registration 2011 Online registration enhancements • Picking Electives • The default position will now be ‘In Programme’ instead of ‘General’ with a warning if no results are returned • Enhanced information text • Accommodation Tab • No longer in online registration - accessed via SIS directly (Student Services tab) • Improved ‘Free Fees’ assessment online • Security Changes • Certain staff will be able to see the ‘student view’ of the fees page • This access will be based on the staff members role, for example Programme Office staff

Registration 2011 Systems Access and Security All Staff e-mail going out, highlighting this area. • It is your responsibility to familiarise yourself with UCD 'Acceptable Usage Policy‘ and ‘IT Security Management Policy’ • Do not disclose your password to any other member of staff or individual; all staff members who need access, including temporary staff, should use their own login. • Make sure screens displaying personal data, e.g., Banner SWGENQY, are not visible to any unauthorised persons and close down your applications or lock your work station when leaving your desk, even temporarily. • The personal information of a student, including confirmation of attendance at the University or contact details, must not be disclosed to a third party, be they parent, potential employer, employer, professional body, sponsor etc. without the written consent of the individual concerned. • Personal student data should only be disclosed to work colleagues where they have a legitimate interest in the data in order to fulfil administrative functions. • If sending student information (e.g. via spreadsheets) to third parties, such as parts of the Government, these files should be encrypted.

Registration 2011 Systems Access and Security • Under no circumstances should a staff member ever confirm registration for a student on their programme of studies. • Every student, including research students, MUST go online and confirm their registration as part of Online Registration. • This is important as, when confirming registration, students accept the Terms and Conditions of becoming a student of the University. • http://www.ucd.ie/registry/terms&conditions.html

Registration 2011 Key timelines to 12 September • 5 – 9 September • Advisory week for incoming stage 1 undergraduates • Early September • Graduate registration from 2 September • Mid August • undergraduate registration begins from 17 August • Early August • Pre-registration to Core modules commences (e.g. Incoming Stage 2 Arts) • Mid July • registration 2011 preparations to be confirmed • verification that programmes are delivered/enabled correctly in on-line application • mid to end July: end of year student advance/progression takes place; ‘restructuring’ changes • End June • timetabling to be complete • on-line registration application testing to be complete • all structures to be complete and verified • Early June • all programme structures submitted and recorded • timetabling significantly advanced in all areas • Communications strategy and detailed plans in place • Supports for student high level plans / milestones completed and tracking progress commences

Fees and Grants Information for 11/12 Fee publishing • Graduate Fee Publishing for 11/12 • All fees published December 2010, 4 months earlier than prior years. • Fees available at http://www.ucd.ie/registry/adminservices/fees/2011/ • Aim to keep this schedule for the 12/13 fee setting process. • Undergraduate Fee Publishing 2011/12 • No increases expected • to be confirmed by the DES in July. • Information page available for Undergraduate Fees at http://www.ucd.ie/registry/adminservices/fees/undergrad2011info.html • Student Centre Levy expected to increase by €4 to €158 • Repeats/Resits fee per module expected to remain at €230 • to be finalised by FSCC / BRC late June. • Occasional Fees set for all Colleges for 11/12 • fees page to be published mid June specifically on this.

Fees and Grants Information for 11/12 Two reminders on paying • Remember • Students on two term programmes can pay fees in halves • Students on three term programmes can pay in thirds. • Remember for international students… • ISPS Fee Payment System (successful pilot in 2010) is in place this year also for all Non EU fee paying students to use. • Fees are paid by student in own country, in own currency, with no international bank charges • UCD receives payment within 48 hours • Students will obtain the confirmation of payment / receipt needed as part of VISA application from local bank. • Check http://www.ucd.ie/registry/adminservices/fees/non_eu_fee_payment.html

Fees and Grants Information for 11/12 Budget 2011 and the Student Contribution • The new Student Contribution of €2,000 will replace the existing €1,500 student services charge. • All students on undergraduate ‘free fees’ programmes pay the Student Contribution of €2,000. • Reductions for second and subsequent children take place through the tax system, i.e. all students are initially due to pay the €2,000. • Students may pay the Student Contribution in two parts - at the start of semester one and at the start of semester two. • The student contribution will be paid by the Exchequer in respect of students who qualify under the third level grant schemes. • The new Student Contribution does not increase a programme fees overall • the contribution of the student increases by €500 and the DES pays €500 less. • The DES now speaks of a ‘composite fee’ • No longer ‘tuition + services’

Fees and Grants Information for 11/12 Composite programme fees • The composite fee includes the ‘student contribution’ • There is no longer any talk of services or services fees • The composite fee may increase for 2011/12 though it is unlikely • The Minister typically announces such changes, where they take place, in late June or July. • This move from explicit services fees has significant consequences • Full information on this topic is published on the Fees website at: http://www.ucd.ie/registry/adminservices/fees/undergrad2011info.html

Fees and Grants Information for 11/12 Change in Fee Structure for 2011/12 • EU ‘free fees initiative’ (FFI) programmes • Composite Fee + Student Centre Levy = Programme fee • Department of Education and Skills set the Composite Fee • There is no explicit tuition element • There is no explicit services element • Students are required to pay a Student Contribution of €2000 • This supersedes the Student Services Fee and is a contribution to the payment of the composite fee. • UCD sets Student Centre Levy • Students not covered by the FFI pay the programme fee • Students covered by the FFI pay the Student Contribution and SCL • Students covered by local authority grants pay the SCL

Fees and Grants Information for 11/12 Change in how we charge students • Pro-rate programme fees by credit for all students • No explicit services component of charges for any student on any programme • Programme fee pro-rated per credit for non-standard credit loads • Student contribution pro-rated per credit for non-standard credit loads • Students will not end up paying for example €750 + € 230 for one repeat/resit. • Reduced charges for students with low credit loads per semester supports the flexibility enabled by modularisation. • Removes current issue of having to justify service charges as they increase in the context of increasing support level challenges.

Fees and Grants Information for 11/12Single Grant Authority Update • Foundations of introduction of this new body rooted in Student Support Bill 2008 • One of last pieces of legislation signed by outgoing government in January 2011. • The Minister for Education and Skills, Ruairi Quinn TD, announced in early April that a single student grant awarding authority is to replace the existing 66 grant awarding bodies. • The new system will come into effect for the 2012/13 academic year. This landmark decision reforms a student grant system that has been in operation in the State since 1968 and it will gradually replace the existing 66 VEC and local authority grant awarding bodies. • Following tender and selection process, The City of Dublin VEC will operate as the new centralised authority.

Fees and Grants Information for 11/12 Single Grant Authority Update • The single grant authority will operate on a transitional basis. • It will accept all new applications from 2012. • For this year, 2011/12, students will still apply to their local authorities or VECs for a grant and these bodies will continue to deal with renewal of existing grants on a wind-down basis over three to four years. • Implementation Committee being set up by DES and CDVEC with regard to the set up and workings of the Single Grant Authority over this Summer. • UCD are formally looking for representation on this Committee. • As all VECs and Local Authority grant processing moves to the Single Grant Authority – all student grant cheques will be made via EFT direct to a student bank account.

Timetabling Update • Overall • Somewhat behind preparations in 2010 • Not an overall threat • Extra pressure on Programme verification • Programme verification not possible earlier than end of June • Some Programmes facing later timescale • It remains true that the timetable is not complete until all is complete. • Early timetable submissions • Law, Health & Safety, Physiotherapy, Medicine and some Arts & Human Sciences. • 70% of timetabling information received in last 2 weeks • Later than last year • Consequences are a significant amount of timetabling data to be processed • There is therefore a backlog

Timetabling Update • Graduate timetabling • No real advances made on last year; very little timetabling information received so far. • Failure to plan graduate and undergraduate concurrently… • … can lead to challenges in some areas. • … can have ‘unmeetable challenges’ for Room Allocations and availability of appropriate space. • General capacity issues are also a concern • Some as a result of consolidation of module delivery • Recent intake increases in some programmes pushing up through stages • Timetablers should be very conscious of this • Health & Safety issues can arise re. overcrowding, giving rise to location changes, restricted capacities on modules etc.

Curriculum Management Update • Programme Structures • Most areas have stable programme structures • Some changes arising from resourcing/staffing constraints • Consolidation of modules also happening • Many areas have not made significant changes from last year • Module Descriptor • re-opens 28th June to 14th July. • Module Management – • Facility to amend capacities, coordinators and semesters will remain available until 4th August

College Restructuring Update • EMPS & Life Sciences Colleges replaced by 4 new Colleges • Health Sciences • Science • Agriculture, Food Science & Veterinary Medicine • Engineering & Architecture. • New Schools have been formed also • Agriculture & Food Science • Architecture • Biosystems Engineering • Civil, Structural & Environmental Engineering • Electrical, Electronic & Communications Engineering • Mechanical & Materials Engineering • Veterinary Medicine

College Restructuring Update • Curricular Changes arising were made in advance of ICCM season – this is complete. • Modules and Majors associated with their new Schools. • Some new Majors have emerged as a result of School splits. • Process to associate students (and Programmes) with their new Colleges to happen in mid-July. • In most cases, there will be little change. • In some circumstances, where Schools have split, Schools will need to confirm the correct student/School association.

Registration Supports 2011/12 Colm Small Administrative Services, UCD Registry

Registration Supports Registration 2011/12 • Support – all involved, collegiate • Key areas of focus • Student services at Registration – an overview • New services • Communications

Registration SupportsHow we work together? Supports for Students Working Group What’s new? Who’s on it? Registry, Residences, Library, Dean Of Graduate Studies Office, IT Services, Graduate School Office Managers, Student Advisers, Programme Office Directors, International Office, Buildings and Services, VP for Students Office Meetings held every three weeks till end of August Three goals of this Group • Communications, sharing information • Planning, tracking, implementing • Escalating where there are concerns, gaps

Registration Supports Key Areas of focus The main areas of focus this year are: • Continue to build on effective communications with students • Targeting cohorts of students (e.g. Incoming CAO, LOA students, etc) • Deliver joined–up Student Services at Registration (e.g. Residences fully involved in planning) • BA students a particular targeted group again this year • Fully informed and briefed staff • where we have change, if we don’t know, how will the students know and get the support they need? • Undergraduate Orientation

Registration Supports Student Services at Registration Delivered by All • Online advice clearer and easier to navigate – build on successes of last year • Incoming Students and Orientation, Fees and Grants, Leave of Absence Policy, as examples • Registry Services – quick overview. More detail at July session • Assisted Lab planned • Queue management in Tierney Building, “triage” again • Resourced telephone support at the Student Desk from mid-August • Extended opening hours at the Student Desk from mid-August • Student Cards: printing and distribution * New

Registration Supports New Services at Registration New student self-service ID photo upload • What is it? Used in some universities (e.g. Yale) • Why are we doing this? • Better service for the student • Reduces cost to the University • Can be used to encourage students to attend key Orientation Week events such as Academic Advisory as we can do local distribution. • Uncollected cards gives key info on non-engaged students • Pre-printing can aid high volume areas such as Residences • Who are we working with on this? Talking with various programmes (e.g. Arts, Business, Grad School) • More detail on all this at July session

Communications Strategy and Messages • Raise awareness of Registration 2011 • Reinforce importance of registering correctly and on time • Provide easy access to information Messages • Registration is the student’s personal responsibility • Help and support is available • Don’t leave it too late • Make sure you complete your registration (consequences if not done properly) • Particular focus this year: Fees, ID Cards, New LOA policy

Communications Plan (Including NEW channels and innovation) Comprehensive Plan in place and published • Targeted and comprehensive campaign as in 2010 – same style and approach – three phases • http://www.ucd.ie/registry/adminservices/regrecords/reg_plan.html New channels added this year • Twitter • Apps for Smart Phones “UCD Mobile” One Welcome to UCD • Student Guide and Diary merged with Welcome to UCD Booklet for Incoming CAO. • Continuing students and Grads get a Guide and Diary with focus on Careers and Graduate Supports.

Communications New Twitter Channel http://twitter.com/#!/ucdregistry

Communications New “UCD Mobile” channel • Directory • News • Events • Sports • Courses • Maps • Videos & Images of UCD Live at end of June More in July session

Example of Targeting: Connect log-in page bespoke for Incoming U.Grads

Communications Communicating with staff • Info sessions throughout the registration season • 8 June, 6 July, 9 August • Registration web page for staff • http://www.ucd.ie/registry/adminservices/regrecords/reg_plan.html • Groups • RIOG, Supports for Students, U.Grad Orientation Planning • Contact through Colm Small • Staff in general will be briefed on any change • Registration season updates will be sent to staff • General email to staff at the start of term • Reminder emails to PODs, GSMs, etc. • Highlighting students who haven’t registered yet

Communications Main websites Students • www.ucd.ie/students • www.ucd.ie/registration • www.ucd.ie/incomingstudents Staff • www.ucd.ie/registry/adminservices/regrecords/reg_plan.html • www.ucd.ie/registry (link from homepage)

UCD ORIENTATION 2011 Vivian Rath HELPING NEW STUDENTS FIND THEIR WAY 41 Registration 2011 Planning and Information Sessions 08/06/2011

Central Orientation • Physical Orientation • Support Services – Student Advisers • President’s Welcome • International Students – Welcome • Social Events • Making Friends • Social/Civic Engagement • Characteristics of a UCD Student 42 Registration 2011 Planning and Information Sessions 08/06/2011

Other Information • Information Seminars • Study abroad, • Financial, • Accommodation, • Parents, • Getting involved • Laying the foundation for an excellent university student experience 43 Registration 2011 Planning and Information Sessions 08/06/2011

Programme Orientation • Spread over a minimum of two days • Short focused presentations – what is the critical information that students need to know • Schedule in breaks for students and staff to chat between presentations • Timetable in general orientation activities to fill the gaps • Work with central team to organise specific events for your students • Be mindful of a diverse student audience 44 Registration 2011 Planning and Information Sessions 08/06/2011

Logistics • Emphasising the importance of orientation to all staff • Involvement of academic staff • Visible to students • Involved in Programme Orientation • Attendance at President’s Welcome • Designated key contacts • Responsibility for oversight planning and review of Programme Orientation – Programme Board? 45 Registration 2011 Planning and Information Sessions 08/06/2011

Semester Long • Limitations of a week long orientation • It is the foundation for a semester long orientation • Plan for a semester long orientation from the outset • Mid-term programme review • Refresher event to emphasise key messages • Involve relevant student soc’s • Utilise staff/student committee & class rep system • Embed some traditional 1st semester events 46 Registration 2011 Planning and Information Sessions 08/06/2011

Orientation Guides 47 Registration 2011 Planning and Information Sessions 08/06/2011

See you soon… • Preparing for August/September - Purpose of meetings • Inclusion, information, involvement • Managing expectations and communications • 8 June • Initial picture • Start communications • Indicate current issues • 6 July • Confirmation of approaches, preparations • Online Registration and Fees • Issues outstanding • Graduate Communications • IT Services (BlackBoard, Teaching and Learning supports / plans) • Academic Policy • 9 August • Final confirmation of preparations • Final decisions • Issues outstanding • IT Services (start of term services)

Contacts • Michael Sinnott, UCD Registry, Director of Administrative Services, UCD Registry • Email: michael.sinnott@ucd.ie Phone:716 1634 • Colm Small, Head of Support, UCD Registry, Administrative Services • Email: colm.small@ucd.ie Phone: 716 1559 • Ruth Harrison, Head of Registration, Fees and Grants, UCD Registry, Administrative Services • Email: ruth.harrison@ucd.ie Phone: 716 1575 • Vivian Rath, Undergrad Orientation Planning • Email: vivian.rath@ucd.ie Phone: 716 7385 • Janet Carton, Graduate Programme Manager, Office of the Dean of Graduate Studies • Email: janet.carton@ucd.ie Phone: 716 4046 • Catherine O’Brien, UCD Registry, Administrative Services – Curriculum Management & Timetabling • Email: catherine2.obrien@ucd.ie Phone: 716 1473 • Lee O’Farrell, UCD Registry, Administrative Services - Capacity Management • Email: lee.ofarrell@ucd.ie Phone: 716 1534 • Mary Bradley, UCD Registry, Administrative Services - Registration and Records • Email: mary.bradley@ucd.ie Phone:716 1678 • Registration 2011 - Planning & Operations website: • http://www.ucd.ie/registry/adminservices/regrecords/reg_plan.html

Registration 2011