Complex choices made simple - online registration in a modular university

1. Complex choices made simple - online registration in a modular university Colm SmallHead of Support,SySDEM, RegistryUniversity College Dubline – mail: Colm.Small@ucd.ie tel: +353-1-7161559SROC Belfast – Tuesday, 1 April 2008

2. Complex choices made simple - online registration in a modular university UCD’s recent transition to a modular and semesterised university has led to a potentially richer, but more complex, programme environment. We use online registration as a key tool in helping students engage with their programme and its options. This presentation will give an overview of our approach and its overall context. A SUPPORT FOCUS SySDEM

3. Overview of Presentation • Overview of UCD • UCD Registry & SySDEM • UCD & Modularisation – the context • Objectives of Registration 2007 • Preparing for Online Registration 2007 • The Online Registration Application itself • Student Supports • Student Survey & Key Successes • Teaching Fellows Research • UCD HEA Numbers 2007/08 • Further thoughts & the future SySDEM

4. UCD Overview • Founded 1854 • Major Restructuring from 2004/2005 • New University Structures 5 Colleges 35 Schools Programme Offices, School Offices, Registry, etc • c. 22, 500 students c. 15,000 U.Grads (incl. Certs and Diplomas) c. 5,500 P.Grads c. 1,000 Occasionals c. 500 Adult Ed • c. 200 Programmes • c. 3,000 Modules SySDEM

5. Overview of UCD Registry SySDEM

6. SySDEM Unit in UCD Registry • Systems, Support, Development and Enrolment Management (SySDEM) Who we are and what we do? • A multi-skilled and multi-disciplinary team, delivering support and services to university staff and students. Services centre around 6 main areas: • Curriculum and Information Management: Managing and developing the capture of curricular information, the configuration of systems and publication of curriculum information. • Registration and Records Management: Managing and developing enrolment and registration, student advance, progression and managing the student record. • Support & Training: Managing the unit’s support to Programmes, Schools, Graduate Schools and the other units of the Registrar’s Office, providing training in the systems and processes supported by the unit. • Module Demand, Capacity and Timetabling: Managing the process of measuring the demand for modules, providing sufficient capacity to meet that demand and delivering the timetable which supports this. • Systems: Driving the development of the various systems that support students including admission, fees, registration and assessment, working closely with IT Services in this endeavour. • Programme & School Liaison: Providing trained staff to liaise with programmes and schools, enabling the delivery of linked administrative services. SySDEM

7. UCD & Modularisation – the context • Why Modularise? • Quantifying student effort • Focus on learning outcomes • Improving transferability of programmes, ladders of progression, entry/exit strategies • Who Benefits? • Students: • Improved choice, improvement in quality of degree, • Transition away from 100% terminal assessment to continuous assessment • Staff: • Clearer guidelines and regulations • Support for new and innovative programme development • Future Developments • Development of a University-wide Education Strategy • Initiating and promoting Innovations in Teaching and Learning SySDEM

8. UCD & Modularisation • Commenced in 2005/06 with all Stage 1 Undergraduate • 2006/07 with all Stage 2 Undergraduate • 2007/08 all Stages of Programmes (Undergraduate & Postgraduate) excluding a small number of Degree Programmes (e.g. Stages 5 & 6 Medicine) • Concept of New Horizons at Undergraduate Level – more choice, more complexity • Cores, Options & Electives • Stages, Progression & Compensation • Resits and Repeats SySDEM

9. The Objectives of Registration 2007: • Getting the students to where they need to be Taking part in / engaged with their programmes, signed up for their modules, attending their lectures, ready for labs and tutorials Accessing the support they need in making decisions or dealing with complexity Registered to their modules, fees paid • More comprehensive support preparations • All systems preparations in place earlier (timetables, programme structures, systems configuration etc.) • A more stable software platform • Clearer operational rules and regulations • A more comprehensive preparation for the various student scenarios • Greater participation in addressing issues and decision making • A more effective integration of the ‘operational layer’ across the university SySDEM

10. Online Module Registration attempts to: • To help students understand the structure of their chosen programme • The number of core and optional modules required • The number of electives required • The pathway through the levels of the programme to degree level • To provide information on how to choose subjects and core and optional modules • Understand the requirements in first-year to ensure that a student can pursue a particular subject area thereafter • To provide support and assistance • in registering their module choice during the registration period SySDEM

11. Preparations for Online Registration 2007 • End of previous year and up to April 2007 • Review of programme structures and School module lists • Plans for upgrading on-line registration software • Programme structures and module lists submitted • Approvals process brokered through the UGBP and UUPB • To end of June 2007 • Information builds complete • On-line curriculum browser available • Software and testing completed • Timetables largely in place • To end of July 2007 • Timetables complete and programme verification process run • Student registration support planned and in place • Registration begun at end of July – the ‘advance’ First students start registering online in mid - August SySDEM

12. Online Registration 2007 & Electivesmore choice & complexity • In-programme electives • All programmes are required to provide their students with a full credit load ‘in programme’ e.g. other MIS modules for Business students • Access to spare capacity on option modules as electives to those on the programme • Mechanism for associating other modules to provide elective places • Provisional electives • All elective registration (general studies and in-programme) is ‘provisional’ up to September 8th • We randomly allocate, where there is competition, on the 8th • We keep the students involved up to date with regular e-mails • Overall capacity of modules • Challenge to the Schools and Programmes to provide sufficient module capacity • both for core/options and for electives (general and in-programme) • Prior to allocation of provisional places there is an opportunity to add capacity in response to demand leading to • happier students, more FTEs • General Lesson 2008: reduce where possible the pool of “provisional” registrations for students. Random process of allocating places is complex. SySDEM

13. Online registration 2007 - IT preparations • Streamline registration for students to majors, minors and subjects so as to make it clearer and easier for students to use online • particularly in Arts and Science • Improved search capability for electives • to enable students to more easily see which modules will fit with their timetable • Enhanced information for non-standard students (such as repeat and occasional students) • Repeats / substitutions / transfer credits page for continuing students • credit history: “you got 50 credits last year, are short 10, are registered to.." • ‘Swap and drop’ • allows students to swap modules without first having to drop existing modules, only dropping the first if they can get the second • Blackboard integration (e – Teaching / e – Learning) • Module registration drives Blackboard class lists • Once a day the lists updated – new registrations, newdrops SySDEM

14. Online Registration – Read Only display for staffSupport: staff see what the student sees SySDEM

15. Before Students Register OnlineSupport: Reg. Guides and other online info. • Big focus on Stage 1 – new Undergraduate students – student packs • They should know what modules are part of their programme and the choices they will need to make. www.ucd.ie/horizons and click on Course Search for more information on their UCD Programme • New Undergraduates - UCD Orientation 2007 schedule for details of their Academic Advisory Meeting where they will get more information on programmes and modules • Dates to commence Module Reg. provided online to all students. Dates staggered. Online support info. • Certain urls are key: e.g. WhatdoIdotoregister, Key Dates, ………………. • New Postgraduates – support info. Packs co-ordinated by Grad. Dean’s Office SySDEM

16. Accessing UCD Online Registration UCD Online Registration Accessed via the student’s UCD Connect account SySDEM

17. The Online Registration Application SySDEM

18. 2 steps to Online Registration SySDEM

19. Step 2 - Module Registration • Students needing to repeat or resit (i.e. remediate fails) a module from the previous semester will be automatically registered to them prior to registration starting • UCD Programme that has core modules – students will be automatically registered to them prior to registration starting • Students may then need to choose option modules or elective modules • Students advised to get more information on a module on the UCD website before making any decisions • Students need to register to any associated labs/tutorials (coursework) for modules SySDEM

20. Module Registration 1st Arts, 2nd Arts and 1st Science start in the Subject/Stream screen (Omnibus Programmes) All other students start in the Core/Options screen SySDEM

21. Subject/Stream - more complex decisions in certain programmes e.g. 1st Arts students: Need to select their subject choices from the subject grid on the screen. Having completed their choice they click Continue at the bottom of the page. If further information is required regarding these decisions, they are advised to contact their programme office. SySDEM

22. Subject/Stream 1st Science students: Need to select their subject choices from the list outlined on the screen. Having completed their choice they click Continue at the bottom of the page. If further information is required regarding these decisions, they are advised to contact their programme office. SySDEM

23. Core Modules Core modules that students are required to do, students will see them listed in this screen. They are pre-registered to them if no choice is required. In some cases they may have to select a time to attend lectures at. This is done by clicking on Choose Time. SySDEM

24. Choosing a time slot When they click on “Choose Time” they will see a timetable that shows them what days/times the lecture takes place. They Click on the time that suits best (e.g. Thursday at 3pm) and then they click on the “Register” button. They will be brought back to the main screen and they will see that the status of that module is now Chosen. SySDEM

25. Changing a time slot If a student needs to change the time of a lecture or lab/tutorial they click on “Change Time”. (If a module says “pre-selected” they will not be able to change the time). SySDEM

26. Choosing Option Modules Students may choose the option module they wish to take by clicking on "Select Module" They will then be shown the available time slots. They Click on the appropriate time slot, and then "Register". SySDEM

27. Choosing Labs and Tutorials If the module has labs and tutorials they may need to choose a time for them. To do this they click on "Choose Time" They will then be shown the available time slots. They Click on the appropriate time slot, and then "Register”. SySDEM

28. Choosing Electives Students can search for elective modules by subject, by school and by keyword search. They choose the module they want and also the level they want. When they click a module they will see a description of that module. They are advised to always read the “Am I eligible to take this Module?” section before they register to the module. SySDEM

29. Choosing labs and tutorials for electives Elective modules may also have tutorials/labs that students need to choose times for. To do this they click on “Choose Time” as with the Core/Option labs/tutorials. SySDEM

30. Viewing the timetable To view their timetable the student clicks on the button called “View Calendar” They can look at both their Semester 1 and Semester 2 timetables. They can also print their timetable from here. SySDEM

31. Online student summary and student self - help during Online Module Registration SySDEM

32. Self - help during Online Module Registration in the Application itself • Information icons – online help SySDEM

33. Self - help during Online Module Registration in the Application itself Also • Timeclash icons – helps student build a complete timetable • Click on a module title – students will see a description of the module and what they will learn. “Am I eligible to take this module?” as some modules may have certain criteria attached, such as a specified level of prior knowledge, that may determine whether or not students can take that module. SySDEM

34. Student support services for Online Registration & registration generally • Call-in service @ UCD Student Desk • Telephone support • Email • Online Registration user guides: www.ucd.ie/students/regguides.html plus: printed Online Registration User Guides for new students • Online info. Examples: http://www.ucd.ie/registry/registration/2007/ http://www.ucd.ie/students/provelectives.html http://www.ucd.ie/students/whatdoIdotoregister.htm • Assisted Registration Labs • Printing and collection of ID Cards • Service for students with specific needs • Management of physical queues • Contingency planning and management • Programme Office Support a key • School Office Support SySDEM

35. Student Survey of Registration 2007 and Key Successes 2,633 / 14,000 (19%) students responded Overall satisfaction level 78% (48% in 2006) Where did they complete their Registration online? 2/3 from home & 1/5 in Assisted Labs in UCD Length of Registration time in total: 2/3 took 1 – 5 hours (less time than 2006) Use of the Online Regist. Application: > satisfactory, good, excellent 84% ease of logging in 82% layout and appearance 72% ease of navigation (56% in 2006) 63% onscreen guidance and help (47% in 2006) SySDEM

36. Student Survey of Registration 2007 and Key Successes Access to Options & Electives • ½ got preferred modules • ¼ got some of their preferred modules • ¼ got none of their preferred modules Why? Mainly due to Time Clashing and Full modules Focus for 2008/09 is: strive for excellence in processes, supports and services for students that makes best use of staff time and energy Overall Registration Picture: • 80% of students fully registered before start of the 2007/08 academic year • 97% of students fully registered at end of two week window into semester 1 when online module registration closed SySDEM

37. UCD Teaching FellowsResearch on the First Year Experience • First Years were happy with the mechanics of Registration 2007 • Undergraduates want to study subjects that interest them • Not enough information when making Subject choices stems from pre-CAO in Second Level. Feeds into University, especially where students are in Omnibus Programmes • You can’t substitute for proper personal advice • What is expected of me? Students generally know what is expected of them but don’t rise to the challenge in many cases • Average time per week engaging with their programme = 25.9 hrs, not the 40 (doing 60% of the workload on average) SySDEM

38. UCD Registered Student Numbers 2007/08(extracted from Banner on 13 March 2008) • Level Code Student Programme Degree Level Desciption 2007/08 • UG certificates & UG diplomas Certificate Undergraduate 495 • Diploma Undergraduate 671 • UG certificates & UG diplomas Total 1,166 • Undergraduate Bachelor Degree 13,663 • Undergraduate Total 13,663 • Postgraduate taught Certificate Postgraduate 194 • Diploma Postgraduate 711 • Diploma Undergraduate 9 • Higher Diploma 354 • Masters Degree 2,442 • Postgraduate taught Total 3,710 • Postgraduate Research Doctorate 1,531 • Masters Degree 380 • Postgraduate Research Total 1,911 • Occasional Occasional 1,196 • Other 87 • Other Total 1,283 • Adult Education Certificate 527 • Diploma Undergraduate 163 • Other 196 • Adult Education Total 886 • UCD Total 22,619 SySDEM

39. Further thoughts & the future • Continually improve the Online Registration Application e.g. Resits and Repeats drops in 2008, improved time slot search, Stage assignment default • Better demand and capacity management = happier students. In 2007/08 many electives offered at same time as core and options - 10,000 unused elective places out of 34,000. Improve for 2008/09 • Speed vs quality of module registration (heavy use of Online Change of Mind Window – November to February). CAO dates drive First Year, Orientation dates an issue • Online Registration can only go so far - Academic Advisers required in larger numbers. Problematic in some Omnibus, larger Programmes • WebCAPP – Banner Curriculum Advice Programme Planning: Self – Service for students in the future • Flattening Stages in Programmes from 2008/09 = more advice required for students in the future SySDEM