Student Systems and Process Training

Student Systems and Process Training
Preparing for the Course Trainer Documentation: Set of trainee documentation Attendee List Room Plan (for identifying trainees) Trainer demonstrations brief Trainee Exercise Questions and Answers Evaluation sheet Laminated Welcome poster Trainee Documentation Copy of the presentation in format 3 slides to a page Exercise Questions QSG – My Student Record for Staff QSG – University Reporting Room Setup: Laminated welcome poster for the training room door Switch on PCs Network Logins: STAR01 to STAR20 password set by SIP SI Trainee Logins: STAR01 to STAR20 password set by USG. Access required to the SI training environment Training Suite Protocols: Welcome Posters: Student Systems and Process Training Student Lifecycle - Introduction to the Student Records System (SITS)

Introduction

Introductions Who are we? Briony Hancox, Bex Hancock, Nikki Edwards
Registry Services - Service Development Team SITS Help Service Desk Who are you? Your name? Where do you work? What do you do? How long have your been at SHU? Do you already use SITS? Introductions Course Introduction: Today’s course provides an introduction to the student lifecycle, student processes and the systems that support the processes. It concentrates mainly on the work of the Student Information Processes (SIP) Portfolio which is part of Student and Academic Services (as shown on the next slide) and the processes they own (ie enrolment through to graduation). It also explains very briefly how an applicant becomes a student which is managed by the Pre-enrolment and Relationship Management Portfolio. Trainer introduction Attendees Introduction How long have you been at SHU? Anyone been a student at SHU before? Anyone used SI before? Anyone used any other students record system before? Trainee Introduction: Name Dept/Faculty Role How long have you been here? Format of the Training Session Will demo first and then give change to try it out for yourselves but first some background to help set the scene. Domestics: Start and finish times Refreshments – for 10 minutes Toilets Fire alarms

Course Aims and Objectives
This course will help you to understand: the student lifecycle at SHU and where your role fits within it the SITS:Vision corporate student records system, what to use it for and how to find your way around it the key student records screens and the links between them how courses and modules are setup SITS Online/My Student Record and how you can use it University reporting and what is available HESA and why is it so important to the University the process and systems support available to you. Introductions Course Introduction: Today’s course provides an introduction to the student lifecycle, student processes and the systems that support the processes. It concentrates mainly on the work of the Student Information Processes (SIP) Portfolio which is part of Student and Academic Services (as shown on the next slide) and the processes they own (ie enrolment through to graduation). It also explains very briefly how an applicant becomes a student which is managed by the Pre-enrolment and Relationship Management Portfolio. Trainer introduction Attendees Introduction How long have you been at SHU? Anyone been a student at SHU before? Anyone used SI before? Anyone used any other students record system before? Trainee Introduction: Name Dept/Faculty Role How long have you been here? Format of the Training Session Will demo first and then give change to try it out for yourselves but first some background to help set the scene. Domestics: Start and finish times Refreshments – for 10 minutes Toilets Fire alarms

Explain briefly that Registry Services is part of Secretary and Registrar's Department and it is split into 3 main teams. Mention that the RS SSR team manages the SOS Helpline which works very closely with Corporate Systems who develop and maintain the SI system. SITS Help Service Desk

What Registry Services Does
Registry Services works with other Professional Services staff to ensure the student lifecycle processes run smoothly. We are corporate process owners and are responsible for the majority of the student processes, our work includes: managing and developing processes specifying student systems changes training and user documentation reporting and Management Information both internally (eg board reports) and externally (eg HESA) providing student systems and process support (via SITS Help) translating policy into practice being aware of future changes and preparing for them ensuring that student processes and systems are fit for purpose. Professional Services include colleagues in Student Services, Business Services, University Timetabling Management Services etc.

The Student Lifecycle

The Student Process Lifecycle
Curriculum Data Courses and modules are setup in preparation for the start of a course Enquiries and Admissions Prospective student enquires about/applies for a course Enrolment Student pre-enrols on-line before enrolling on their chosen course Student Finance Student pays their fees and/or applies for help, bursaries, loans etc Module Attachment and Selection Student allocated core modules, selects elective/optional modules Timetabling Student gets their timetable based on their modules (Syllabus +) Assessment Student completes assignments/takes exams Change in Student Circumstance Student changes plans due to change in circumstances Progression Student progresses if successfully completes modules Student Awards Student award is calculated based on module results Graduation Student invited to attend graduation, books online and attends ceremony The Student Process Lifecycle (The Student Experience) Summary diagram with process detail - left aligned - smaller text size (used on Intro to Student Systems and Processes training presentation, other training presentations use diagrams with no process details) Corporate Affairs - AUKR Admissions Registry Services - Student Systems & Records (SSR) Facilities Directorate - Timetabling Registry Services - Assessment, Awards & Regulations (AAR) Facilities Directorate - Graduation Office

Process and Systems Support
Curriculum Data Courses and modules are setup in preparation for the start of a course Enquiries and Admissions (Applicant) Prospective student enquires about/applies for a course Enrolment (Student) Student pre-enrols on-line before enrolling on their chosen course Student Finance Student pays their fees and/or applies for help, bursaries, loans etc Module Attachment and Selection Student allocated core modules, selects elective/optional modules Timetabling Student gets their timetable based on their modules (Syllabus +) Assessment Student completes assignments/takes exams Change in Student Circumstance Student changes plans due to change in circumstances Progression Student progresses if successfully completes modules Student Awards Student award is calculated based on module results Graduation (Alumni) Student invited to attend graduation, books online and attends ceremony Student has SHU debt Re-validate course Student goes elsewhere Transfer applicant (ATR) Prepare Lists Student doesn’t turn up Student fails exams The Student Process Lifecycle (the staff experience!) Enrol student Student Process and Systems Support Support Boards Student can’t pay Student needs support Manage bursary queries The Student Lifecycle – Staff View Stress that this is not indicating that it's chaotic – just that there is a lot to do and you will need to respond accordingly The coloured boxes indicate who are the process owners for the various stages in the student lifecycle irrespective of who is involved with the actual work eg student administrators, timetablers, student services teams, process and information officers etc. It's very much a team effort across faculties and departments. Naming Conventions: Students may see themselves as students – to staff they move through the lifecycle from Enquirer to Applicant to Student to Alumni and maybe back through the whole process again Calendar: Events happen at various points in the cycle, for example: Enrolment - mainly September and January (new starters are enroled face to face, returning students online) Assessment - Semester 1 exams in January, Semester 2 exams in May, resits in August Graduation – November (to allow re-sit students to join in) – mention that there is a Graduation Office that manages the ceremonies Student Activities: Student actions will need to be managed and in most cases recorded for example, if a student decides they want to change course, if they decide to leave if they need support because it's their first time away from home etc Processes: Processes help us to manage the work that needs doing – they can be all year round like checking data quality reports or cyclical like preparing for graduation. Student can't attend Student changes modules Enter marks Check data quality Academic Calendars

The Student Systems SHU Systems
The University uses a variety of systems to manage it's day to day business. These include: Cognos - Reporting E5 - Finance HR - Resource Link S+ - Timetabling Blackboard - Learning Environment Google Mail - Student Razors Edge - Alumni SITS:Vision (SI) - Student Data

The Student Management System
Sheffield Hallam University uses SITS:Vision as its corporate student records and curriculum management system. It is known locally as SITS which is short for Systems InTuition. The current version is (it was upgraded on 31 March 2017). SITS is produced by the Tribal Group and manages student administrative processes from enquiries through to graduation and alumni. SITS:Vision: uses an Oracle database with several hundred tables to hold information about students and academic processes exchanges data with the University's other corporate systems is maintained by the DTS Applications Team is continuously being improved and developed to support new reporting requirements and administrative processes. Student System: The student records system is called SITS:Vision. It is an "effective management information system to support the administration of students and courses within universities. It is designed to increase efficiency in administrative processes through highly functional software working alongside innovative technologies such as automation and workflow management". The software is designed to assist with statutory reporting and the production of flexible reports using key data. Upgrading: SI is generally upgraded twice a year around April and November – any new functionality is tested before being released to SHU SI users Question: What percentage of the UK HE market currently uses SI? Answer: SI is used by more than 65% of the UK higher education market including University of York, Bath, Warwick and University College London Question: What does SHU use the student record systems for? Answer: Shown on the next slide

What SITS is used for at SHU
admissions processing for both undergraduate (UG) and postgraduate (PG) courses recording of student pre/re/enrolment and personal details control of staff access to SITS Online control of student access to the Learning Centre, , shuspace (student intranet), My Student Record (MSR) recording fees and billing reporting to external agencies such as HESA, HEFCE and SFE recording and tracking students modules/programmes of study recording and tracking research students progress assessment processing and production of certificates answering student queries day to day course management. The Student (SRS) Module Background: Although SHU most of the SITS:Vision modules this course only cover the Students (SRS) Module. Training on the other modules is delivered separately and will be covered later. The SITS Vision manual includes (main words shown in bold): recording personal and course details of all students from initial enrolment to first employment and beyond, including qualifications recording different addresses attributed to an individual enrolling and re-enrolling of students on courses, and years of courses recording the annual progress and results of students on their course and reporting to LEAs etc invoicing students and sponsors for fees associated with a course or other activity and those fees passed to it from CAMS supporting the recording of placement opportunities, student placements including clinical placements, placement visits and appraisals recording advice given to students supporting the administration of student loans managing the administration of research degrees supporting the management of student absences and student withdrawals identifying possible duplicate student records providing report facilities producing standard reports for external bodies e.g. HESA, DLHE, HESES supporting the administration of alumni records. SITS:Vision User Manual – Students

SITS Staff Options - Client or Online?
SITS Client SITS Online

SITS Student Option - MSR
My Student Record (MSR)

SITS Environments As well as the SITS Production (Live) environment there are several other environments used by various SHU departments for development, user acceptance testing, training, etc. Most commonly used environments have different coloured headers so you can tell if you are in the wrong one! Production (Live) Training

Enhancing Student and Curriculum Management (ESCM)

Programme Between February and May 2014, the University conducted a high-level review of our use of SITS which concluded that: We could do more to make curriculum data easily available to all staff and students We could make better use of existing and new functionality We could simplify the way our academic model is structured within the system, which would make processing simpler and improve the visibility of curriculum data Following the review, the Enhancing Student and Curriculum Data (ESCM) Programme was established to address these findings and exploit the potential that we have for more efficient processes and for better quality data. We currently use SITS:Vision (known internally as SI or SITS) to manage the University’s student and curriculum information. This is supplied by Tribal, the UK market leader for Higher Education student and curriculum management systems. Between February and May 2014, the University conducted a high-level review of our use of SITS which concluded that: We could do more to make curriculum data easily available to all staff and students We could make better use of existing and new functionality We could simplify the way our academic model is structured within the system, which would make processing simpler and improve the visibility of curriculum data Following the review, the ESCM Programme was established to address these findings and exploit the potential that we have for more efficient processes and for better quality data. More information is available via: ESCM Sharepoint Site ( ESCM Blog ( ESCM Newsletter (

ESCM - Activities Some of the improvements that have already/are due to be implemented: New Course Transfers Automation process Updated Break in Study Task (MSR) Head of Department / Subject Group Leader now held in Dept/Subject Group Records New SITS Course Model Implementation New Academic Model Report developed New online process for Extenuating Circumstances called Request to Repeat an Assessment Attempt (RRAA) implemented Renaming of My Student Record (for staff only) - being considered New Curriculum View for academics Collection of External Examiner data Collection of Extra-curricular student data. We currently use SITS:Vision (known internally as SI or SITS) to manage the University’s student and curriculum information. This is supplied by Tribal, the UK market leader for Higher Education student and curriculum management systems. Between February and May 2014, the University conducted a high-level review of our use of SITS which concluded that: We could do more to make curriculum data easily available to all staff and students We could make better use of existing and new functionality We could simplify the way our academic model is structured within the system, which would make processing simpler and improve the visibility of curriculum data Following the review, the ESCM Programme was established to address these findings and exploit the potential that we have for more efficient processes and for better quality data.

Access and Navigation

Accessing SITS - from a staff PC
Accessing the SITS Client Click the Windows Start button Navigate to All Programs/Corporate Applications Scroll down to the SITS shortcuts and select Systems InTuition Login using your usual user name and password. Accessing SITS Online Navigate to the SHU Staff Intranet homepage Click on the SITS Online option Login using your usual user name and password. Accessing SI When you are using the system back at your desks you will be accessing the PRODUCTION version which contains live student data. Access to this is via the blue Systems InTuition icon. Today we are going to be using the SI TRAINING environment which is a copy of the production server. The copy was taken a few months ago when the system was upgraded so will be a little out of step with the Production environment. You can tell it’s the training environment by the train on the icon and when you first login. Levels of security apply to each screen in the system and are mapped to the work you need to do. After today's training you will get read/write access at Basic Course Administrator level which will give you access to the screens that you need. Once you have done further training eg Direct Admissions or Working with Students and Modules (CAMS 1) you will then get read/write access to those screens as well.

Accessing SITS - from a student PC
Accessing the SITS Client Navigate to the S: drive Select the DEPTS/SIAPP folder Double click the SITS shortcut (there are several other environments listed) Login using your usual user name and password. Accessing SITS Online Navigate to the SHU Staff Intranet homepage Click on the SITS Online option Login using your usual user name and password. Accessing SI When you are using the system back at your desks you will be accessing the PRODUCTION version which contains live student data. Access to this is via the blue Systems InTuition icon. Today we are going to be using the SI TRAINING environment which is a copy of the production server. The copy was taken a few months ago when the system was upgraded so will be a little out of step with the Production environment. You can tell it’s the training environment by the train on the icon and when you first login. Levels of security apply to each screen in the system and are mapped to the work you need to do. After today's training you will get read/write access at Basic Course Administrator level which will give you access to the screens that you need. Once you have done further training eg Direct Admissions or Working with Students and Modules (CAMS 1) you will then get read/write access to those screens as well.

What’s in SITS? SITS is made up of a number of parts, the main ones used by SHU are highlighted below: Publishing (IPP) used for the online course application form and course accreditation Admissions (MAS) used for student recruitment and admissions Programmes (CAMS) used for curriculum management, assessment tracking, calculation of module results and award classification Students (SRS) used for storing personal and course related information about students including enrolment, fees, progression and assessment e-Vision (SITS Online/My Student Record) web-enabled front end to the SITS client, used by applicants, students and staff. SITS:Vision SI Module abbreviations: Menu System MENSYS Menu System Programmes CAMS Credit Accumulation Management System Admissions MAS Marketing and Admissions System Students SRS Student Registration System Publishing IPP Institution Programme Publishing Background on Admissions (from the SI Manual): This Student (STU) record is created when the student first becomes known to the institution whether as an applicant or as a student. Within the admissions process this Student (STU) record will be created via the Quick Applicant Setup (QAS) screen for direct applicants or via the electronic link to UCAS for applicants applying through UCAS or via the Quick Clearing Entry (QCE) screen for clearing applicants. Within the registration process this STU record will be created via the Quick Student Setup (QSS) screen for students enrolling directly at the institution. Background on CAMS (from the SI Manual): CAMS is used to record and manage the accumulation of credits by students. Within CAMS, students:  may join a programme/route within a scheme  may join more than one scheme at a time  may only be joined to one programme/route within a scheme at any one time  do not need to enrol annually CAMS processes include:  programme planning and validation  module assessment  award assessment  production of transcripts

SITS Menu System SITS Menu System
There are hundreds of screens in the SI system but you will quickly get to know which ones you need and the acronyms for them How to select an option: 1. Click in the blue box and try the code eg STU, press the Tab key or click Run (this field is white until you click in it) 2. Click on the blue box drop down arrow and select an option (only options already used in the current session are displayed) 3. Click Search and enter a word from the title of the screen you are looking for eg course and click Find (or double click_ 4. Click on the crosses next to the folder names and find the required screen eg Students/Data Menu/Student Data SITS menu icons: (left to right) RUN - runs (opens) the menu option entered, or the last menu option run SEARCH - provides access to a Keyword Search pop-up screen where a menu search can be performed EXPAND - expands all branches of the tree COLLAPSE - collapses all branches of the tree UP - moves from a sub-menu to the next menu higher in the tree HOME - moves to the top of the menu tree HISTORY - moves to the “History” folder and displays the menu options most recently accessed by the user within the current session FAVOURITES - displays the menu options the user’s has added to the “Favourites” folder STAR (plus) - displays a plus in order to add a menu option to “Favourites”. STAR (cross) - displays a cross in order to remove a menu option from “Favourites”. STAR (disabled) - displays a disabled sign in order to show that a menu cannot be added to “Favourites”. VIEW - alters the display format of the menu options, options can be displayed as icon and text or in list format. Menu option icons: YELLOW ENVELOPE - Menu GREEN ARROW - Option YELLOW COG - Process PRINTER - Report PERSON - User/person RED CROSS - Close QUESTION MARK - Help GLOBE - Web page Permissions: The options you see will depend on the permissions that you have/will be granted. Until you have been on other courses you will only have very basic access to certain parts of the system Icon Based Menu: There is also an icon based menu that you can select via MSR but we recommend that you use the folder based one above

Screen Layout and Navigation
Menu Bar Toolbar icons Programme name User details and date Screen details Number of records retrieved Message line (not shown) Right click on a field to display field options including wildcards Double click on a field to view options (except Student no), double click again to select it Screen Layout Screen Types: There are several types of SI screen, the ones we are most interested in are: data maintenance, process and reports screens Screen Information: The information shown on the SI screen is: Line 1 SITS:Vision application name (no arrow) Line 2 Menu bar Line 3 Toolbar icons Line 4 Program name eg Student Details Line 5 User details and date (user, institution, & date) Line 6 Screen details (Component eg SRS, menu & program) Line 7 Number of records retrieved Line 7 Message line (what's been running on SI) eg no records found please try again Selecting options: The cursor always appears in the fist field when you access a new screen, use TAB or the mouse to move through the screen. There are several ways of choosing options, the main ones are listed below: 1 Using the pull-down menu options. 2 Using the <GOLD> key followed by another keystroke (also known as wildcards – the most useful is the Asterisk (*) on the numeric keypad, used to represent any number of characters only cover the * in the training) 3 Using the <CTRL> key with another key 4 The function keys. 5 Mouse-based access to the menu bar and right mouse button pop-up functions. 6 The panel at the bottom of the screen. Double clicking on a field will often give you access to a background table of information or even access to another screen. The Other Menu: The Other menu lists options that are relevant to the screen that you are on so you may see different options at different times STUDENT NUMBER – Please do not double click on the student number as you could retrieve every student record in the system, it will display a message saying how many records there are and give you the option of retrieving them all (over ), entering search criteria or cancelling but just in case it's best not to try it!

Toolbar Icons Toolbar Icons Other Options:
some options eg Store, Add Record will depend on your permissions Toolbar Icons Other Options: You can also right click in the grey area to display a list of options which may vary but on the STU screen include: Retrieve Store Add Delete Clear Accept Quit Print Help Useful Keys: Zoom – useful if you retrieve the data in a field and it is too big to see it all, click zoom

Logging out of SITS These are several options for closing a screen or logging out of SITS Closing a screen: 1. Click on the red cross on the screen border 2. Select Quit from the File menu Logging out of SITS 1. Click on the red cross on the screen border 2. Select Exit from the File menu Closing a Screen/Logging out of SI

Main Student Data Screens

What do we need to know? SPR Student Programme Route
Course Progress Modules & Results Record of an individual a single record follows the individual through from applicant to student and onto Alumni contains contact details, demographic data STU Full Student Details Record of a student starting their course fundamentally about HESA reporting -a single HESA instance maybe multiple SCJs if the course is revalidated and current students join the new version or the student changes course SCJ Student Course Join Record of a student’s enrolment in a given academic year a new record is created for each academic year inc. periods of non-attendance eg timeout updated from the enrolment task and system defaults SCE Student Course Enrolment Record of a student’s academic progress gives access to the Student Module Taking (SMO) screen used by systems such as Blackboard and Timetabling also gives access to student results via the Student Module Result Status (SMR) screen SPR Student Programme Route Modules & Results Basic Student Data Screens Background: SI uses one basic record to hold all of a student's personal details from Application through to Alumni. This unique Student (STU) record remains with the student for the whole of their studies at the institution, and is used again if they come back to study with us at a later date. If a student enquires about a course a record is created for them via the Quick Enquirer Detail (QED) screen – an applicant record is not created at this stage but one can be created if necessary. The record is based around a unique number which is 8 digits long and generated at applicant stage, the number bears no connection to the UCAS identifier or HESA number, it is made up of the following: 1. Leading number 2. Expected year of entry 3 to 8. System created (if student has been before will use existing number), so a student number of means that the student is expecting to start this academic year Basic Student Data Screens: STU – who the student is SCJ – which course are they studying SCE – have they enrolled yet SPR – what modules are they taking (SMO) and what results did they get (SMR) In SI terms the student does the following (taken from the SI manual): Students perform the following key activities within SRS: REGISTERS at an institution They have one record at the institution, which holds their personal details. Each student is allocated a number or code which uniquely identifies them and will stay with them for the whole of their studies at the institution whatever or however many courses are taken JOINS a course Having registered, students may then JOIN a course. A student can join more than one course at a time or consecutively. A student only joins a course when starting it. There is no need to re-join each yea ENROLS on a course block/occurrence in an academic year Having joined a course, students may then ENROL on a specific year or block of the course. The enrolment lasts the duration of the course block and begins in a specific academic year. Enrolment and re-enrolment are recurrent activities, usually but not necessarily annual PURSUES one or more qualification aim By default, students PURSUE the qualification aim defined for their course. The student qualification aim table records the achievement or otherwise of the qualification aim. In the case of students defined in CAMS, their current qualification aim will be defined by reference to their intended award; their achievement of that aim will also be handled from within CAMS Basic Student Data Screens What are these screens used for? What processes do they relate to? Eg adding in the next details, transferring students

Basic Student Data Screens
Record of an individual a single record follows the individual through from applicant to student and onto Alumni contains contact details, demographic data STU Full Student Details Record of a student starting their course fundamentally about HESA reporting -a single HESA instance maybe multiple SCJs if the course is revalidated and current students join the new version or the student changes course SCJ Student Course Join Record of a student’s enrolment in a given academic year a new record is created for each academic year inc. periods of non-attendance eg timeout updated from the enrolment task and system defaults SCE Student Course Enrolment Record of a student’s academic progress gives access to the Student Module Taking (SMO) screen used by systems such as Blackboard and Timetabling also gives access to student results via the Student Module Result Status (SMR) screen SPR Student Programme Route This shows what the SI screens look like - you will notice that the SCE screen is huge. Read/write access to this has been switched off so although you can see the data you cannot amend any of it via this screen - you will have to use an MSR task. Supported by departmental and faculty processes and procedures

The Student Number Full Student Details (STU) - 26010101
The Student number is usually 8 digits long and is a quick and easy way of retrieving information about a student. The second digit indicates the year in which the student is expected to start with us eg On some screens the student number is followed by a / indicating there may be more than one record eg. Full Student Details (STU) Student Course Join (SCJ) /2 Student Course Enrolment (SCE) /3 Student Programme Route (SPR) /1 Student Number (flip chart) From this year (2010/11 student numbers will start with a 2, previously they started with a 1. Although currently the student number is 8 digits long some old 5 digit student numbers still exist within SI. The slash indicates the number of records eg /2 on an SCJ screen shows that there are 2 course records, the highest number is the latest record. An SCE record with a student number of /3 this indicates that there are 3 enrolment records for the student, the /3 record being that latest. When using the Student Number on screens which use the / you must include it or the search will not work. You can use wildcards (.*) if you do not know how many records there are. The student's login code is the student ID with a 'b' instead of the 2 eg b

Full Student Details (STU) Screen
The STU screen shows details of an individual from applicant to student to graduate. There should only be one record per student If searching for an address click Apply before selecting Retrieve on the main screen Useful search fields include: Student number Family Name Date of Birth (DOB) Home Address UCAS id Check the student’s financial status, none of the following should be enrolled: BD – Bad Debt DR – Debtor EX – Exclude until sorted The Full Student Details (STU) Screen Overview: The STU screen shows details of an individual student including a photo, address and contact details but it does not tell you which course they are on. A student should only ever have one student record, if you find duplicate student records you need to delete one, you can ask the SOS Helpline for help with this (SOS Helpline covered later). The screen is useful for updating a students address (although they can do this themselves via MSR), accessing Next of Kin information in an emergency. Highlight: View image - photo displayed if student joined within the last 4 years Official Name - should be the same as their passport or birth certificate, this is important as this field is printed on the award certificate UCAS Id - tell us the student came via UCAS rather than direct LC Number - Learning Centre Number which gives access to the library etc (printed on your SHU card) Home Address - if searching on an address field you need to click Apply for your criteria to register with the system HESA fields - entered via MSR and shown within the Report Fields area Fee status - pulled from the applicant record Contract Address - includes emergency contact info which security staff can access this, if none listed enter ‘not known’ Fin Clrnce - financial clearance which shows if the student is or has been a debtor or is in dispute, codes include: QD – Dispute RD – Re-instated debtor (can sometimes happen if the student had problems paying the initial fees) DR – Debtor (student owes fees to the university) EX – Excluded (excluded until the debt is solved) BD – Bad Debt (student should not be here – the debt will be in the hands of a debt agency) Important - a student would not be allowed to enrol if they are DR, EX or BD Keeping the Selected Record: Once you have found the record you are searching for , you can discard the other records by clicking retrieve again. This changes the view to 1 of 1 student records and ensures that you are working on the correct record. To clear the screen in order to search again use the clear option, this does not delete the data it just clears it from the screen.

Other STU Related Screens
From the STU screen you can access many other screens, all showing data associated with the student record you are looking at. The Personal Details screen has one or more records including details of the student's user name and initial password (which may have changed since)

Faculty of Development and Society Sheffield Hallam University
Old Course Code Format Prior to 2016/17 a course code was 12 characters long and made up of six different elements: 77BACHSD01F2 Changing to a 5 digit numeric code Faculty Code (1-2) Award Code (2-4) Acronym (5-8) Location (9-10) Mode of Provision (11) Version (12) 44 – SBS 55 – ACES 66 – HWB 77 – D&S Exceptions include: 31/32 - Ext Validated 34 - Uni of Sheffield School codes eg 14,23 includes BA BS MA HD etc Created from the course title by the RS SSR team eg CHSD 01 – SHU 22 – HK 27 – LUX F – Full Time P – Part Time D – Dist Learning T – Thick Sandwich S – Thin Sandwich Version of the course (represents a validation event) Faculty of Development and Society Childhood Studies Sheffield Hallam University Full Time 2 Course Code The course code is 12 characters long and is made up of a number of elements. Some courses may still show the original school number from when SHU had schools rather than faculties eg 24 was the Social Science and Law school but is now part of D&S. You can check this out by: 1. Double clicking on the SRS Course Code field to display the Course Details screen (CRS) 2. Double click in the Course code field and select add criteria to display the Course Table (CRS) records window 3. Enter criteria in the course field eg *44BS* 4. Click in the Name field and add more criteria eg *COMMUNICATION* and click Retrieve to display a list of courses (click zoom if you can't see the whole name) 5. Double click on the required course to enter the course code in the course code field 6. Click Retrieve to display details for the selected course 7. Click the User Defined Field (UDF) button to show which faculty the course sits within. MAS Course Code: The MAS course code used on all of the Admissions related screens is different from the code above as it is a combination of the SRS course code (as above) and the UCAS course code. Please note: The MAS/MCR course code (used at Applicant stage) is a different code

77BA00391F New Course Code Format
From 2016/17 the course code is 10 characters long and made up of the following elements: 77BA00391F Faculty Code (1-2) Award Code (3-4) Subject (5-9) Short Mode (10) 44 – SBS 55 – ACES 66 – HWB 77 – D&S Externally validated course code e.g. 5X includes BA/BS MA HD etc Numerical no coded meaning F – Full Time P – Part Time S – Sandwich D – Distance Learning L – Full time Distance Learning R – Research Faculty of Development and Society BA Childhood Studies Full Time Course Code The course code is 12 characters long and is made up of a number of elements. Some courses may still show the original school number from when SHU had schools rather than faculties eg 24 was the Social Science and Law school but is now part of D&S. You can check this out by: 1. Double clicking on the SRS Course Code field to display the Course Details screen (CRS) 2. Double click in the Course code field and select add criteria to display the Course Table (CRS) records window 3. Enter criteria in the course field eg *44BS* 4. Click in the Name field and add more criteria eg *COMMUNICATION* and click Retrieve to display a list of courses (click zoom if you can't see the whole name) 5. Double click on the required course to enter the course code in the course code field 6. Click Retrieve to display details for the selected course 7. Click the User Defined Field (UDF) button to show which faculty the course sits within. MAS Course Code: The MAS course code used on all of the Admissions related screens is different from the code above as it is a combination of the SRS course code (as above) and the UCAS course code. Adapted from the ESCM Project Decisions Paper

Course Setup A standard course is setup using blocks for each year of the course and occurrences for the number of intakes in a particular year. Student (SRS) Record Data Course Blocks Occurrences Course Setup In the example above the BA in PR and Comms course has been setup with 3 blocks, one for each year of the course, there is only one occurrence but there could be more for example an intake in September (occurrence A) and a further one in January (Occurrence B). Note: You may also see occurrences starting at the end of the alphabet eg Z, Y etc within SI, these are Re-registration Occurrences and only relate to module records (MAV occurrences within CAMS), they have nothing to do with course occurrences (CBO occurrences within SRS) as described above. The course related screen is in the SRS module and is: Course Details (CRS)

Credit Levels 8 Doctorate (PHD) level 7 Masters level 6 Degree level
There a number of credit levels which generally relate to the block a student is studying eg a first year UG student is likely to be taking 120 credits at level 4. 8 Doctorate (PHD) level 7 Masters level 6 Degree level 5 Diploma of HE level 4 Certificate of HE level Credit Levels (flip chart) The levels of a course generally relate to the blocks, for example in this case: Level 4 (1st year of study) = block 1 Level 5 (2nd year of study) = block 2 Level 6 (3rd year of study) = block 3 If the course is a top-up eg HND to a degree then the student would come straight in at Course block 3 and a level 6 credit Generally for each level a student would aim to get the following credits: Level credits Level credits Level credits Level credits (PG cert is 60 credits at level 7) a 20 credit module is equivalent around 200 hours of study eg 6 modules x 200 hours = 1200 hours a/y Degrees 360 credits at levels 4, 5 and 6 = Bachelor (Honours) degree 1st (70%+), 2.1 (60%+), 2.2 (50%+), 3 (40%+) 300 credits at levels 4, 5 and 6 = Bachelor (Ordinary) degree 3 A/AS level

Student Course Join (SCJ) Screen
The SCJ screen shows details of a student joining a course. There can be more than one record if the student has completed another course, changed courses or the course has been revalidated. SCJ Code Student Id and Name SCJ Screen This screen is accessed from the STU screen by clicking Other, Course Join. This screen is fundamentally about collecting data for HESA reporting. There can often be more than one record if the course the student is on is re-validated or if the student changes course. The Status fields on this screen indicate the student’s status on the course Double click on the Course field to find details of the course the student has chosen as only the abbreviation is shown, this displays the Course (CRS) screen which can also be access directly. The User Defined Field (UDF) gives details of the faculty This screen uses the same Student id but with the addition of /1 which links it to the Student Programme Route (SPR) screen and the assessment data. The Entry year is when the student joined the course Revalidated courses: This course is the forerunner to the new course we have just discussed – existing students may stay on the old version of the course until they have completed their course or they may move to the new version if that’s what the course leader decides to do. Any new students will start on the new version

Course Details (CRS) Screen
The CRS screen shows details of the course, including the start and end dates. This is especially important if the course has recently been revalidated. If you are searching for a course but do not know the exact title you can click on the Course Code field on a blank CRS screen and use the Select function to narrow down your search. SCJ Screen This screen is accessed from the STU screen by clicking Other, Course Join. This screen is fundamentally about collecting data for HESA reporting. There can often be more than one record if the course the student is on is re-validated or if the student changes course. The Status fields on this screen indicate the student’s status on the course Double click on the Course field to find details of the course the student has chosen as only the abbreviation is shown, this displays the Course (CRS) screen which can also be access directly. The User Defined Field (UDF) gives details of the faculty This screen uses the same Student id but with the addition of /1 which links it to the Student Programme Route (SPR) screen and the assessment data. The Entry year is when the student joined the course Revalidated courses: This course is the forerunner to the new course we have just discussed – existing students may stay on the old version of the course until they have completed their course or they may move to the new version if that’s what the course leader decides to do. Any new students will start on the new version

Student Course Enrolment (SCE) Screen
The SCE screen shows details for a student enrolling on a course for a specific academic year plus data on fees and progression. There is usually one record for each year that the student has enrolled. Student ID The SCE Screen This screen is accessed from the SCJ screen by clicking Other, Course Enrolment There is usually one record for each year including a record if the student is taking some time out between years of study . The data on this screen is populated mainly from the MSR Enrolment Task as there is no write access to SCE and via SI system defaults. Student fees are also generated from this screen Highlight: Course Block/Occurrence - as discussed previously Enrolment Status - likely to be Enrolled (ENR) or Provisional Normal Enrolment (PNR). ENR triggers the invoicing process which starts in early October Next Enrolment Status - pulled from the Student Annual Progress (SAP) screen Next prog/route /block etc - shows what the student is doing next Progress Status - shows how the student progressed Course Result - show the results of what happened the last year eg P21, 23, 24, 25, 26 use SAP. P22 and P27 use AEO Enrolment Records: A student completing a normal undergraduate 3 year degree course is likely to have 3 records which you can scroll through using the Page Up/Page Down keys or the scroll bar: 1/3 – Status is Enrolled, passed 120 credits at level 4 and moved onto the next year 2/3 – Status is enrolled, passed 120 credits at level 5 and moved onto the next year 3/3 – Status is enrolled, studying their final year at level 6 Double click on the Enrolment status field for a list of valid codes. A lot of the data from this screen is used to create the enrolment form You can export a list of students on a course from this screen by entering academic year/course/block/occurrence, Retrieve, File Export but we are not covering exporting from SI to Excel today but colleagues may show you back in your teams.

Curriculum and Assessment Setup
Programmes, routes, diets and modules are all used to setup and manage curriculum and assessment data. Curriculum and Assessment (CAMS) Data Programme Routes Diets Modules Module Code: Faculty Level Unique identifier Module version Delivery identifier They can be: Core Elective Optional Programmes and Routes This course does not cover working with programmes, routes, diets and modules in detail as this is fully covered on the CAMS courses, however you do need to know what all the terms mean as the next screen is the Student Programme Route (SPR) screen which tells you which programme and route the student is following. One programme can have many routes including different versions of the same course eg full time and part time plus other related courses eg Journalism, Media etc In the example above 1 of the 5 modules is still using the school reference (14 – Cultural). All are mandatory as it's the students first year. Trainers Notes/Background Information (for trainer information rather than delivery) : Module Code (covered in detail on the CAMS course ): Modules may be used across different diets for example Managing Resources may be used on a Management course elsewhere. The module code is made up as shown above. The Delivery identifier relates to the type of study eg S - Short fat module - run in one semester with a period slot of Sem1, Sem2, Sem3 L - Long thin module - run across 2 semesters, Long 1 for modules starting in Sem 1, Long 2 for those starting in Sem 2 Y - Year long eg dissertation - start in week 1 through to week 52 C- Continuous - run for more than 1 academic year N - Not semesterised - contained within an academic year, can be a few days, weeks or cross semesters A - Anytime - not semesterised and cannot be timetabled in advance, can be done at any point within an academic year Modules can be: C – Core - no choice, student has to study these E – Elective – group of modules and students must take at least one O – Optional – wider free choice The screens used to obtain this information are in the CAMS module and are as follows (new users will not have access to these) Programme Route (PRU) Define Module Diet (DMD)

New Module Code Format As part of the ESCM Programme the module codes for 2017/18 are due to change: The current module code is eleven characters long and takes the form S for example, where the characters represent particular meaning. Current format Faculty Hyphen Level Subject (numeric) Version Delivery characters 1,2 3 4 5-7 8 9,10 11 example 77 - 810 00 S It has been agreed that the new Module code will be 8 characters and takes the form Faculty Hyphen Level Subject (numeric) characters 1,2 3 4 5-8 example 77 - 04826 SECTION B 3 animations New format Adapted from the Module Model Paper

Student Programme Route (SPR) Screen
The SPR screen shows the student’s assessment records and gives access to other useful information such as the module results. There can be more than one record if the student has already completed a course The SPR Screen This screen is accessed from the SCJ screen by clicking Other, SPR Details (you cannot access it from the SCE screen). This screen must be correct for the assessment processes to work and it is vital that students are attached to modules correctly or they may not be able to access vital learning resources and other processes will not operate correctly. For new students it is generated after the ATR process and for returning students after progression. As it is covered in detail within CAMS it is only covered briefly on this course to help complete the picture on basic student data From this screen you can access: Student Module Taking (SMO): This screen shows which modules the student is taking. SMO records are created either via a bulk process run centrally using module diets or by faculty staff manually Student Module Result Status (SMR): This screen shows what the students results are for their modules. The data from the SMO records is used to create Student Module Results (SMR) records

Student Module Taking and Results
The Student Module Taking (SMO) and Student Module Results Status (SMR) screens show the student’s module records for all levels of their course. The SMO and SMR Screens These screens are accessed from the SPR screen by clicking Other, Modules As it is covered in detail within CAMS it is only covered briefly on this course to help complete the picture on basic student data Student Module Taking (SMO): This screen shows which modules the student is taking. SMO records are created either via a bulk process run centrally using module diets or by faculty staff manually Student Module Result Status (SMR): This screen shows what the students results are for their modules. The data from the SMO records is used to create Student Module Results (SMR) records You can also access Module availability via the Other menu option

Other Useful Screens - QSV
The Quick Student View (QSV) screen is similar to STU but QSV has details of the course and a photograph displayed on screen. This screen is also useful for a summary of enrolment records Other Useful Student data Screens You can access all screens by using the acronym in the Select Menu Option on the SITS Menu. The acronyms are created from the wording of the title of the screens. Quick Student View (QSV) Similar information to STU but QSV has details of the course and a photograph displayed on screen. This is also useful for a summary of enrolment records Student Course Enrolment List (SCE1) List of students enrolled on a particular course or programme Student Detail by Course (SDC) Similar information to STU but it is possible to retrieve students in groups by course, block or enrolment status Fee Profile (FPE) Shows the fee profile for a particular course Student Annual Progress (SAP) Used to progress returning students onto enrolment Checking a fee profile You can check what a student is expecting to pay for their course by using the FPE/FPE1 screen. There are several ways of checking this information, below are 2 examples: Option 1: Check a students details and their fees for a particular block using FPE1 1. Go to SCJ - enter student ID plus .* 2. Check the entry year 3. Go to SCE and check that the fee status field is populated (eg H = Home) 4. Go back to SCJ and copy the course code 5. Go to CRS and paste in the copied code 6. Go to Other, Block and select the relevant block (eg 2) 7. Copy the Fee Profile code (this is the course code with a 2 in front for the block) 8. Go to FPE1 and paste in the Fee Profile Code and Retrieve the record 9. Check the Fee Amount Option 2: Check a fee profile using FPE 1. Go to CRS and enter the relevant course code 2. Go to Other Block and select the relevant block 3. Copy the Fee Profile for the relevant block 4 .Go to FPE and paste in the Fee Profile Code and enter the academic year 5. Check the Fee Amount

From Applicant to Student

From Applicant to Student
Brief information collected about the enquirer (Achiever system). No STU record created at this stage Application submitted Applications received via UCAS, Clearing or Direct using ACD screen. STU record updated/created Results received - Status > UF Applicant transfer process (ATR) runs for all Unconditional Firm (UF) records. STU record updated SCJ/SCE/SPR records created Student diet created App Status A > AT Enr Status > PNR Pre-enrolment s sent Applicant status: Changed from Applicant (A) to Applicant Transferred (AT)

Becoming a Student The Application Clearance and Decision Entry (ACD) screen shows details of the applicant and their status. An applicant has to be Unconditional Firm (UF) before they can be applicant transferred (ATR) to the Student Records (SRS) part of SITS. Once they have transferred the Applicant status changes from A to AT. Becoming a Student You can use the ACD screen to view all applicants to the university before they become students. The applicant Id is the same number as the student id. You can also use this screen to search by course (MAS crs field) An applicant has to be Unconditional Firm (UF) before they can applicant transferred (ATR) to the Student Records (SRS) part of SI. This means that they will have been offered and accepted an unconditional place on their chosen course and accepted (Firm). Admissions (SAS PRM) run the ATR process overnight and create a full student record including a course join record, course enrolment record, diets and mandatory modules. It also kicks off processes in other systems which result in the student getting the following: Network Login, Blackboard access (virtual learning environment) Learning Centre Number, Syllabus Plus access You may also hear the term Reverse Applicant Transfer (RAT) which is reversing the process if it has been done in error. An applicant can have up to 6 applications on each record. Highlight: on the first example the application is via UCAS (you can see that from the UCAS id – changed on this screen to protect the students id) data is downloaded from UCAS overnight and mapped to our courses MAS Crs number ends in U for UCAS and D for Direct on the second screen example the application was rejected you can search for an applicant using the applicant id and this retrieves Course Applicant Records (CAP) you can search for applicants on a course by double clicking on the MAS course field Question: Anyone working with admissions? You need to attend the Non UCAS training run by SAS PRM Note: For the first time this year we are using an Applicant Portal which will give a pilot group of 5000 applicants access to online information

Applicant Transfer (ATR) Screen
If you want to see more details of the Applicant Transfer you can check the Applicant Transfer (ATR) screen.

My Student Record (MSR)
SITS Online/ My Student Record (MSR)

SITS Online/My Student Record (MSR)
What is MSR? My Student Record (MSR) is a web based front end to the SITS Vision student information system SI (also known as e:Vision). It is used by students to perform tasks such as enrolling online, viewing results and by staff for a number of functions including enrolment, record maintenance and assessment. MSR enables staff to input the right student data by providing a controlled way of entering it. This is very important as the data is used to prepare the HESA returns. MSR uses tasks and vistas. A vista normally equates to a single SI screen but you can have tasks which contain a number of vistas. Occasionally SIP will withdraw access to certain screens and ask you to use a new vista or task via MSR instead. Access to MSR Training environment via:

University Reporting Portal
Student Reporting

University Reporting - The Source
You can export from SI directly into an excel spreadsheet but we are not covering that today. There is a new University Reporting portal and you can access a wide range of reports from there. There is a Quick Start Guide that will support you through the process of accessing and entering criteria for each of the reports. The University’s corporate reporting system is COGNOS but there are still reports which are Excel and Crystal based.

University Reporting - Student Reports
You can export from SI directly into an excel spreadsheet but we are not covering that today. There is a new University Reporting portal and you can access a wide range of reports from there. There is a Quick Start Guide that will support you through the process of accessing and entering criteria for each of the reports. The University’s corporate reporting system is COGNOS but there are still reports which are Excel and Crystal based.

HESA Considerations

Who/what is HESA? it is owned by the HE sector
The Higher Education Statistics Agency is "the official agency for the collection, analysis and dissemination of quantitative information about HE" it is owned by the HE sector it acts on our behalf to enable us to meet the statutory data requirements of funding bodies and government department it collects data about students, staff and finance. What is HESA? What is the data used for: The data is used by funding councils, government departments and third parties to check our funding position, inform government policy and compile league tables What does statutory mean? "recognized by statute; legally punishable" Who is our funding body ? HEFCE for England (Higher Education Funding Council) HEFCW for Wales SFC (Scottish Further and Higher Education Funding Council) for Scotland Statutory customers aren't just the funding councils they also include gov't depts such as DIUS (Dept for Innovation, Universities and Skills ) Training Development Agency for Schools (TDA) Dept of Health Who is responsible in SHU?: Student - SIP/USG Staff - HR/USG Finance - Finance Department but this return largely taken from our annual accounts

Student data collection
Each year the University has to submit a number of returns to the Higher Education Statistics Agency (HESA). The returns include data on Students, Staff, Destinations of Leavers, Finance etc. The Student Return is large and detailed and includes information about the: courses and modules taken by each student individuals themselves such as their entry qualifications outcome of the assessment process for each module they have taken during the year. What student data does it collect from us Who is responsible?: SIP/USG responsible for first 4 of the student streams, Careers Service for DLHE How many fields to complete: The information requirements have recently changed from student, course, student performance and now include module information as well. That currently means around 125 fields for around students that equals over 3 million data items (3,750000)

What does this mean? The university’s funding will be affected if we do not submit an accurate and timely return so we all need to ensure that the information we provide is technically accurate, complete and submitted on time. Last October the University submitted over 41,000 acceptable student records and in excess of 175,000 student on module records.

Student Process and Systems Support

For further advice or information…
Please contact SITS Help in one of the following ways: !SITS Help ext 4475 standard web forms (SITS option) or visit the Student Systems, Support and Training sharepoint site (in development). The SI Helpdesk provides a frontline service for staff who have queries about SI or who require assistance with student processes or the maintenance of student data. SI Help operates from 9.15am through to 4.45pm with extended hours at certain times to support student processes such as Assessment Boards and Clearing. ing the ! SI Help automatically creates an incident in the Unidesk Incident Management System. We use ! SI Help Communications to stay in touch with all SI users.

Student Process Updates…
For current student process information please refer to the Student Process Update blog that is sent out monthly to all subscribed SITS users by SITS Help. For copies of all system and process related s sent to staff or students by SITS Help please refer to the Communications to staff document library (there is also one for communications to students). 2 clicks What is Remedy? Developed by BMC Remedy Service Desk

SITS Help Sharepoint Site
SOS Helpline Website Gives access to: My Student Record (access also via the Staff Intranet home page) Glossary of terms University Reporting Training Frequently Asked Questions User Manual – a sharepoint site with support documentation, quick start guides etc Webforms (via the Helpline option) Request for new users Highlight The site needs updating and this is planned. Student Systems,Support and Training sharepoint site (in development)

Data Protection Act In summary: Personal data about students should not be given to people outside the University without legitimate reason and legal grounds for doing so. This includes giving information to students' parents or other family members. Personal data includes any information about the student. This means that we cannot even tell someone that an individual is a student here and cannot confirm information that someone gives to us. All students have a basic right to privacy, whatever their circumstances, and the Data Protection Act requires us to keep their personal data confidential. Please note: The new 'General Data Protection Regulations (GDPR)' are due to be introduced on 25th May 2018. Secretariat - Information Governance webpages

Other Student Processes Training
Pre-Enrolment Services (Admissions) Direct Applications Student Processes Training Module Selection - New staff, refresher and complex diets Course Transfers Assessment Training Working with Students and Modules (CAMS 1) Assessment - Pre, Post and Resit Board Processing (CAMS 2 to 4) Assessment: Changes and Issues Assessment: Inputting and amending marks Assessment: Inputting marks and applying panel decisions Assessment: Agreeing and undoing results Applying Compensation in SITS Progression and Awards in SITS Supporting students through difficult circumstances Other SI Training You can book a place on an SI course via MyView. CAMS 1 to CAMS 3 deal with initial assessment processing CAMS 4 deals with re-assessment processing

Course Aims and Objectives
This course will help you to understand: the student lifecycle at SHU and where your role fits within it the corporate student records system, what to use it for and how to find your way around it the key student records screens and the links between them how courses and modules are setup SITS Online/My Student Record and how to use it University reporting and what is available HESA and why is it so important to the University the process and systems support available to you.

Student Systems and Process Training

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