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

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

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

Financial Stats  Income of £83.45M  Tuition Fees £22.7M  Accom Fees £6M

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)

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.

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

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

Project Brief  All Full-time Undergraduate students (excluding those not eligible to proceed) 9500 students given the opportunity 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.

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

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 s to students  Eradication of Enrolment forms

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

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

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

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

Data Audit  Negative service indicators  Exception reports  Pre-arrival for data correction  Academic counselling  Final audit at confirmation of arrival

DEMO OR SCREEN SHOTS  Confirmation of arrival screens with service indicators and exception reports

Confirmation of Arrival  Screen Shot

Processes 2005/ /07 Online

Processes 2005/ /07 On-campus

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

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 57% of ADT students agreed 69% of BCL students agreed 69% of BCL students agreed 56% of EHS students agreed 56% of EHS students agreed 49% of CSP students agreed 49% of CSP students agreed 67% (18) of UDB students agreed 67% (18) of UDB students agreed  However, 51% of part-time students and 64% of postgraduate students disagreed.

 Seventy percent of respondents would recommend online enrolment. A clear majority could be seen across faculties. 70% of ADT students agreed 70% of ADT students agreed 77% of BCL students agreed 77% of BCL students agreed 65% of EHS students agreed 65% of EHS students agreed 69% of CSP students agreed 69% of CSP students agreed 69% (22) of UDB 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.

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.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. 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.

 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.