PROGRAMME DIRECTORS DEVELOPMENT SESSION Student Academic Administration

1. PROGRAMME DIRECTORS DEVELOPMENT SESSION Student Academic Administration Lorri Currie – Director of Academic Administration (& Academic Registrar)

2. The Student Journey from (Pre-) Registration to Graduation • (Pre-)Registration • Student Records and Examinations • Registry responsibilities • Programme Director responsibilities • Data checks and data quality • Programme/module curriculum set up • Timetabling & Rooming • Regulations, policy and compliance • UKVI • Corporate information/communications systems

3. (Pre-) Registration • Students joining the University are required to undertake pre-registration via an online portal • Students with UF status are sent a Welcome letter/email giving instructions to undertake pre-registration. Including: • confirm personal and study details, • activate their computing account • upload a digital photograph for their smartcard • obtain arrival instructions • Enrolled status is confirmed at a face-to-face registration event with Registry where ID must be provided • Further information: https://secure.canterbury.ac.uk/staff/StudentNet/Home/aspx ..

4. Student Records and Examinations • 3 Registry Offices (Health & Wellbeing, Education & ABS) • Responsible for all records issues, registration events, examinations and assessment processes, transcripts & certification (Your new best friend!) • Generic email for teams: • health.registry@canterbury.ac.uk • education.registry@canterbury.ac.uk • abs.registry@canterbury.ac.uk

5. Responsibilities of Registry: • Registry Offices (H&WB & Education) assignment-handling (supporting 3-week turnaround), Turnitin set-up, and mark entry (ABS departments retain this in-house) • All Registry Offices run formal examinations (PDs are responsible for exam papers and local TCAs) • Extenuating Circumstances processes are shared between PDs and Faculty Panels • Registry teams produce Profiles for scheduled Exam Boards, PDs act as Deputy Chairs of Exam Boards and are responsible for checking Profiles and Decision Sheets • Registry teams process and release results and produce student documentation (HEAR) • Advice on Plagiarism and Academic Misconduct (Registry Academic Office, which also deals with Academic Appeals)

6. Data Quality: Programme Directors & Registry • Responsibility for data quality (Statutory returns, compliance), etc.): • PDs monitor attendance, options, progress and assist with frequent data checks • PDs monitor essential Clearance Flags (OH, DHS, Qualifications, etc.) • PDs sign off COAC requests (remember: timing essential for fee/student loan eligibility, UKVI compliance, ISTs, etc.)

7. Programme/Module Curriculum set-up • Programmes have expected durations and maximum durations • The expected duration for a programme is the time frame within which period it is anticipated that students will complete • The maximum duration for a programme is the time frame within which completion must take place so that the student is not regarded as being out of time • Only in very exceptional circumstances can a student’s study on a programme be extended beyond the maximum duration (apply to Director of Academic Administration (& Academic Registrar) • Student interruption is not permitted for more than two consecutive years, nor for collective periods that makes it impossible for students to complete the programme within the maximum permissible time frame • PDs must work with the Data Management Office (Registry) to ensure Curriculum is set up appropriately on QL

8. Timetabling & Rooming • Individual Student Timetables require accurate & complete data from Academic Departments including the type of room needed, the members of staff teaching and which studentsare to attend each session. • Teaching requests is now more than a room booking exercise • Requests for teaching rooms submitted by nominated user • Deadline for teaching requests: April • Quality check • Michaelmas Timetable published July (Lent & Trinity in November) • No Room Available (NRA) – departments contacted for resolution • Request-based system (demand always > supply) • Flexibility, communication and timeliness are key • Non-teaching space should be requested via OnTime (StaffNet)

9. Regulations, Policy and Compliance • Strict protocols are required to meet the Regulation and Credit Framework for the Conferment of Awards, and to follow the Assessment Procedures Manual available via QSO website http://www.canterbury.ac.uk/support/quality-and-standards-office/policies/PPEs.asp • PDs should familiarise themselves with the Requirements Relating to Student Registration, and the Student Financial Regulations, available via the Registry webpage http://www.canterbury.ac.uk/support/registry/ • Programme management must follow the Validation Document • Advice is available to PDs from Faculty Directors of Quality • PDs must also be aware of compliance with UK Government Immigration regulations and with the Data Protection policy

10. UKVI - Tier 4 • The UK adopted a Points Based Visa System (PBVS) with full effect from 22 February 2010 • Tier 4 of the PBVS applies to students. Majority of non-EEA students at the University will require Tier 4 visas • The University is required to monitor and control the activity of students who require Tier 4 visas and to report to the UKVI on changes in a student’s circumstances, including absence !!!! • Non-compliance could lose us our sponsorship licence • Be aware and ……. • IF IN DOUBT CONTACT THE IMMIGRATION COMPLIANCE TEAM

11. Remember: • Tier 4 students: • Cannot study part-time • Cannot breach the terms of their visa or study without a valid visa • Have an attendance requirement; cannot miss more than 10 consecutive expected student learning contacts • May need to apply for visa renewal or extension if they require an extension to their studies • Must be notified to the UKVI if they complete early or interrupt.

12. Corporate information/communication systems • Students can access several “self-service” facilities via the CLIC Student Portal e.g. update address and certain personal details, print a status letter, view modules, make payments, re-register, get results etc. • Students are encouraged to direct enquiries via the i-Zone / FAQs • PDs are responsible for maintaining programme CLIC-Learn boards • PDs have Read Only access to the QL student database • PDs can access data reports such as Cohort Analysis via the MIRS reporting system • Further developments are underway to streamline Exams and Assessments procedures

14. Any questions?