Workshop C3 – Wednesday 28 th March 9.15am to 10.30am

1. Workshop C3 – Wednesday 28th March 9.15am to 10.30am How the University of Derby Developed Online Enrolment

2. Your Presenter • Karen Mace Student System Support & Development Manager, University of Derby Over 15 years experience within Student Administration

3. University of Derby • A “new” University, gaining its status in 1993 • 23,379 students • Worldwide franchises • On-site students from around the world • Deliver Academic, Professional, and non-vocational courses • Modular

4. Financial Stats • Income of £83.45M • Tuition Fees £22.7M • Accom Fees £6M

5. Aim of Presentation • To share the experience and provide an outline as to how the University of Derby developed Online Enrolment • To keep your interest for at least 40 minutes • To answer any questions that you might have (at the end please)

6. Process Before • Unix based system • Ability to offer online, but was perceived to be too complex/cumbersome • All students both new and returning enroled on campus over a 2/3 week period.

7. Implemented a new student record system – Peoplesoft (February 2005 to Sept 2005) • Fastest global implementation • 1st year of ‘go live’ September 2005 mirrored existing process, but included online payments • Enhanced existing functionality to enable online enrolment including payments

8. Forming an Online Enrolment Project Group • Project Managers identified • Project Group established, ensuring that all stakeholders engaged • Project Brief & Timescales agreed • All Undergraduate students • Offered to all students within Faculty of Business, Computing and Law • Understood that only % would

9. Project Brief • All Full-time Undergraduate students (excluding those not eligible to proceed) • 9500 students given the opportunity • Part time & Professional students from the Faculty of Business, Computing and Law • Previous experience indicated that 60% of students offered online enrolment will opt to do so.

10. Key Dates • Online • 14th August Continuing Students • 21st August New Students • On-campus • 11th September Part-time • 18th September Full-time

11. Online Enrolment Requirements • Screens – Which collect all required data, but which are also user friendly. • Review of all processes • Ability to confirm that a student has registered • Automated verification of input data • Automated emails to students • Eradication of Enrolment forms

12. Why enrol online? • Developed in response to student feedback: • enrol at a time and location which suits them • to reduce queues on campus. • To dedicate welcome week to orientation, rather than administration. • Natural progression from students applying online.

13. Online enrolment process • Applicant/continuing student details on Peoplesoft • Username & password • E-mail to applicants • UDO access for continuing • Sponsor (not SLC) data added where appropriate • Student enrols • Bio-demo data • Module choices • Payment online • Screen print / email receipt & invitation to on-campus confirmation • Confirmation of arrival

14. Academic Counselling • Pre-Summer break or open day counselling • Enrolment offers students modules linked to the next stage of programme/plan & other stages if requested • Advisement & online module catalogue • On-campus academic counselling & amendment of choices at confirmation event

15. DEMO OR SCREEN SHOTS Declaration Read only summary screen 1 example bio-demo screen, eg addresses Module selection Final receipt/summary

16. Data Audit • Negative service indicators • Exception reports • Pre-arrival e-mail for data correction • Academic counselling • Final audit at confirmation of arrival

17. DEMO OR SCREEN SHOTS • Confirmation of arrival screens with service indicators and exception reports

18. Confirmation of Arrival • Screen Shot

19. Processes 2005/06 2006/07 Online

20. Processes 2005/06 2006/07 On-campus

21. Promotion • Posters • Enrolment & Induction Website (1/7/06) • Joining Instructions • Results letters • Summer returners newsletter • To staff within faculties

22. Feedback Following Enrolment • A survey of students’ experience of the enrolment process was conducted in the fortnight following full-time enrolment. Eight-hundred and fifty-six responses were received and analysed. • In response to the question “did the changes made to the enrolment process improve your enrolment experience?”, 59% of returning students ticked “yes”. • 57% of ADT students agreed • 69% of BCL students agreed • 56% of EHS students agreed • 49% of CSP students agreed • 67% (18) of UDB students agreed • However, 51% of part-time students and 64% of postgraduate students disagreed.

24. Seventy percent of respondents would recommend online enrolment. A clear majority could be seen across faculties. • 70% of ADT students agreed • 77% of BCL students agreed • 65% of EHS students agreed • 69% of CSP students agreed • 69% (22) of UDB students agreed • However, only 62% of part-time and 45% of postgraduate students said that they would recommend the new system.

25. Most students spent over forty minutes enrolling on campus. Over half of Joint Honours students took over forty minutes, which may explain their lower than average improvement in enrolment experience. • 31% of part-time students spent less than thirty minutes enrolling on campus, and 52% over forty minutes. Fifty-six percent of postgraduate students took over forty minutes.

26. 80% rated the personal information screens good to excellent in terms of being straightforward and user-friendly, but the module choice screens were found to be less so, with only 66% ranking them good to excellent.