Name of presentation Month 2009 Teresa Charlton, Alice Gould Online Deferred Examination Requests

Name of presentation Month 2009 Introductions Teresa Charlton Manager, Student Administration Alice Gould Business Analyst - Student Functional Group

Name of presentation Month 2009 Agenda Background Issues addressed through online form functionality Changes to business processes Amendments to Rules, Policies and Procedures Mid-Semester vs End of Semester Processes Demonstration of the online student process for applying for a Deferred Examination Request Demonstration of the staff process for processing Deferred Examination Requests

Name of presentation Month 2009 Background Online Forms Overview: Approved by the Student Systems Reference Group June 2013 Currently there are a significant number of hard copy forms requiring lodgment by students and manual processing by staff (50+ different forms in the Student Centre). The Deferred Examination Request has been selected as the initial form to be developed online.

Name of presentation Month 2009 New myRequests tab in mySI-net: As part of the strategic direction we are taking with Online forms we identified a need to create a centralised location for forms. A new Tab called myRequests has been built and delivered to students and is currently in use. Several existing requests were moved to this location. These are: Program Change Request Undergraduate Diploma Request Supplementary Request And now Deferred Examinations Request.

Name of presentation Month 2009 Issues addressed through online form functionality – deferred examinations The current Deferred Examination Application and approval process is highly manual. 4,000+ end of semester requests and no data available on the volume of Mid-Semester requests. The internal process of recording of decisions for examinations held during the semester may vary between Schools. Approvals of mid-semester examinations are also not recorded in SI-net. For late applications for end of semester examinations, s are manually sent to students to advise the application cannot be considered due to it being late. The development of this project will reduce the amount of manual processing performed across the university.

Name of presentation Month 2009 Changes to Business Processes No hard copy applications from start of semester Non-original supporting documentation accepted Verification of original documentation – random selection of approved requests (verification centrally administered) communication to students once request actioned (ie approved or denied) Request Status and Decision viewable in mySI-net (no separate to student when application denied) For approved end of semester deferred examinations, SP and transcript note entered on students’ records (no separate manual entry process)

Name of presentation Month 2009 Amendments to Rules, Policy and Procedures GAR 1A.14 – Deferred Examinations PPL Examinations – Procedures -Amendments to Section 6.2 Applications -submission via mySI-net -authorisations on behalf of Executive Dean or Head of School -Amendments to Section 6.3 Awarding Deferred examinations -scanned or copied image acceptable -retain original supporting documents for period of (6) months for verification if requested myAdvisor - Deferred examinations and how to apply

Name of presentation Month 2009 Mid-Semester vs End of Semester Requests Two separate forms – mid-semester and end of semester different approving authorities slight variances in design and functionality Mid-semester applies to school-based examinations held during teaching weeks. They can be in-class or held on Saturdays, and may be for written exams, orals, labs, etc End of semester applies to any examinations held during the University’s end of semester exam period, and includes both central and school-based exams.

Name of presentation Month 2009 Future Development- Worklists Essentially Worklist is a page from which you can see the Items/Requests that are assigned to you or your team. Items to action will be assigned based on your designated access. This also means that if you move roles/schools within the University this access will need to be updated. Once implemented we will distribute instructions for its use. It will allow Examinations Section to redirect certain requests to faculty and alert staff when there is a new item to be assessed. Student logs request Staff receive a notification Staff log into SI-net, enter Worklist page and action items assigned to them

Name of presentation Month 2009 Demo 1.Understand the student process for applying. 2.Use the Deferred Examinations Requests search page. 3.Understand the Deferred Examinations Requests staff approval page (including automated features). 4.Approve and deny requests. 5.Check the student’s activity log. Online Deferred Examination Requests in Action

Name of presentation Month 2009 Points to note Requests ‘saved’ but not submitted will NOT be considered Requests must be ‘submitted’ within the specified timeframe for it to be considered. All requests ‘submitted’ must be actioned, ie approved or denied. Mid-semester requests OPEN at start of semester. End of semester requests OPEN around finalisation and publication of the examinations timetable. Academic Registrar decides whether a LATE application may be considered (outside of SI-net). Exception reports will identify changes in student exam attendance, eg. where student attends original examination following approval for deferral (managed centrally).

Name of presentation Month 2009 QUESTIONS ?