1. June 20051 STUDY PLANNING AT ÅBO AKADEMI electronic study plans minplan@abo.fi

2. 2 Guidance of new students at ÅAU a study advisor –from spring 2005 study orientation during first weeks of study skills courses in IT & information literacy tutorial system –student tutors –teacher tutors study skills courses and website individual study plans (Min Plan/”MyPlan" Project)

3. 3 MyPlan: Project description Goal: –to develop and implement a uniform study planning process for all Åbo Akademi departments, which comprehends all those involved –potential, undergraduate, post-graduate and external students –teachers, teacher tutors, tutors, examinators –faculties, Centre for Language and Communication and Centre for Continuing Education –university administration –support functions (Career Services, study counselors, alumni, etc.) –by 1 August 2005, develop and implement an IT tool for all of Åbo Akademi in order to support study planning and the arrangement of individual study plans

4. 4 1 Oct 20031 Aug 2005 Subproject 1 Process 1 Jan 20041 Jul 20041 Sep 20041 Nov 2004 Subproject 2 Pilot Subproject 4 Realisation Subproject 3 Bidding round S e m e s t e r 2 0 0 4 Timeline:

5. 5 MyPlan Modules Course database Study plan Course and examination enrolment Resource booking Course evaluation tools Noticeboard

6. 6 Study planning process for lifelong learning STUDY OFFERING & YEARLY PLANNING RECRUITING&GUIDANCEAPPLICATION&ADMISSIONENROLMENT&REGISTRATIONSTUDIES DURING THE ACADEMIC YEAR GRADUATION&DIPLOMACONT.EDUC.&SUPPLEMENTARYSTUDIES Supports a student’s entire lifecycle –prospective students: evaluating Åbo Akademi University as a potential place of study –new students: putting together their first study plan –older students: study plan a routine part of the annual cycle –alumni: planning post-graduate studies after receiving their diploma –external students: planning to take separate courses at Akademi

7. 7 Key concepts Programme plan –linked to an educational programme –contains study structure for all undergraduate studies, major and minor studies (if any), obligatory courses, general timeline Study plan –plan and structure of own degree or education –linked to a person, based on the programme plan or completely individual –contents: career vision, chosen major, chosen minor(s), courses to be completed (per term, per year), courses or entities outside ÅA, completed courses, date of graduation, assigned teacher tutor Teacher tutor –supports and follows up studies of own named students –student always has a teacher tutor; person can vary

8. 8 Study offering and yearly planning RECRUITING AND GUIDANCE Establishment of educational structure F Drafting and updating of course description I Arrangement of instruction scheme F Assignment of tutors and teacher tutors F Approval of curriculum F Arrangement of pre-completed programme plans F Printing of instruction and educational information A ROLES: S = student I = instructor F = faculty A = Akademi admin.

9. 9 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMACONT.EDUC.& SUPPLEMENTARY STUDIES STUDENTEarlier access to an updated study offering in electronic form INSTRUCTOR /TEACHER Course requirements and curriculum for the following academic year specified earlier Possibility of advance information on the approximate number of course participants Course descriptions stored in Åbo Akademi’s joint course database, where advance registration requirements can also be specified Assignments, such as teacher tutor, are delegated per student group per year FACULTYA teacher tutor is assigned to each student group Programme plans can be used as recruiting tools Earlier planning of following academic year AKADEMI ADMINISTRATION, SUPPORT FUNCTIONS Printing of Teaching Program & Study Manual based on course database information, although in a smaller editions. Emphasis on electronic publishing. Course information always up to date.

10. 10 Recruiting and guidance STUDY OFFERING AND YEARLY PLANNING APPLICATION AND ADMISSION Study advice (self-service/personalised) Program- based Application for study programme S Follow-up of application F Marketing materials and measures F Evaluation of educational alternatives S Potential applicant Drafting of personal study plans S Non-program- based S - Feasibility - Suitability - Formal requirements - Accreditation - Career aspects - Financing Assessment of personal study plans F OK Discrepancies ROLES: S = student I = instructor F = faculty A = Akademi admin.

11. 11 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMA POST-GRAD & SUPPLEMENTARY STUDIES STUDENTSelection of degree and career using alumni profiles Programme plans made (electronically) accessible for personal study counseling (self-service/personalised) Application can be made for more specific information (e.g. for certain programmes) INSTRUCTOR /TEACHER FACULTY AKADEMI ADMINISTRATION, SUPPORT FUNCTIONS

12. 12 Application and admission Application for study place RECRUITING AND GUIDANCE ENROLMENT AND REGISTRATION S Ranking and admission F Akademi admissions A Confirmation of study place and start date S A A Recording of confirmed Study places (Harek) A A Drafting of acceptance letter F New student Receipt of acceptance letter S A Creation of computer user account (CC) A - Granting of study rights - Activation of programme plan or personal study plan Approval and archiving of personal study plans F Non-program- based Program- based ROLES: S = student I = instructor F = faculty A = Akademi admin.

13. 13 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMA CONT.EDUC. & SUPPLEMENTARY STUDIES STUDENTAcceptance letter contains passwords for access to the pre-completed programme plan and first study manual INSTRUCTOR /TEACHER FACULTY (SPT,CCE) In programme-based education each person is linked with the relevant programme plan AKADEMI ADMINISTRATION, SUPPORT FUNCTIONS Datacentralen issues temporary passwords to accepted students.

14. 14 Enrolment and registration Enrolment and study orientation Drafting of first study plan Drafting of alternative study plans Updating of study plan before registration and formal assessment. Request for external study rights Submission of study plan for approval Assessment of plan content and structure Decision on accreditation Revision of study plan Registration/ altered registration Drafting of personal study manual Follow-up of interest for own courses APPLICATION AND ADMISSION STUDIES DURING THE ACADEMIC YEAR Registration as ÅA student Activation of computer user account (CC) Existing students HAS approved study plan Assessment of study plan Existing students S S S S S S S S S I FF A A * Approved study plan = preliminary course registration ROLES: S = student I = instructor F = faculty A = Akademi admin. Request for accreditation and compensation S DOES NOT HAVE approved study plan New students Approval and archiving of plan F - Study advice for less productive students - Changing teacher tutors

15. 15 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMACONT.EDUC.& SUPPLEMENTARY STUDIES STUDENTRegistration for existing students requires an approved study plan every year => a study plan for the upcoming academic year must be drafted and approved during the preceding spring Approved study plan = preliminary application for courses specified in the plan Request for accreditation and substitution of studies included as an attachment for the study plan Personal study manual created based on the approved study plan INSTRUCTOR /TEACHER Teacher tutor goes through his/her students’ study plans in the spring (less- productive students can be identified when assessing study plans) Approved study plan = preliminary registration for courses specified in the approved study plan => can follow up preliminary interest for his/her own courses FACULTYFormal requirements for study plans, accreditation and substitution of studies are assessed Less-productive students can be identified when assessing study plans Assessed study plans are approved AKADEMI ADMINISTRATION, SUPPORT FUNCT. When enrolling, ensures that the study plan for the academic year in question has been approved.

16. 16 Studies during the academic year ENROLMENT AND REGISTRATION GRADUATION AND DIPLOMA Registration for course S Ranking and acceptance of participants I Changes in the curriculum I Completion of course IS - Course participation (S) - Instruction and guidance (I) - Exam enrolment (S) - Exam (S) - Examination (I) - Evaluation (S) Registration of course results Follow-up of own students’ progress F I * Minor changes during the academic year Updating of existing study plans S * Changes with formal consequences during the academic year * End of academic year Maintenance of CV S Career counseling (Career Services) A ROLES: S = student I = instructor F = faculty A = Akademi admin.

17. 17 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMA CONT.EDUC. CONT.EDUC.& SUPPLEMENTARY STUDIES STUDENT Courses specified in the study plan also serve as a preliminary registration for the courses in question => advantage during rush The plan is automatically updated with each completed course Can follow up own progress in relation to plans made => possibility to identify problems and seek help Possibility to change the study plan during the academic year Alternative study plans can be drafted Automatic info when changes in the course plan are made (dates, times, place, curricula) Can electronically maintain his/her CV in connection with the study plan INSTRUCTOR /TEACHER Preliminary course registration through study plans; indicates the number of participants per course Possibilities to notify participants of any changes in courses Can follow up the studies of his/her own students => allows for active support FACULTY Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting AKADEMI ADMINISTRATION, SUPPORT FUNCT. Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting Possibility for career counseling based on the study plan

18. 18 Graduation and diploma STUDIES DURING THE ACADEMIC YEAR CONT.EDUC. AND SUPPLEMENTARY STUDIES Final plan for degree S Activation of final assessment S Assessment of study performance based on formal requirements F Discrepancies = study plan needs updating Final grade IF OK Consent to issue transcripts S No = study plan needs updating Issuing of transcripts/ diploma F OK Final career counseling (Career Services) A Discrepancies ROLES: S = student I = instructor F = faculty A = Akademi admin.

19. 19 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMA GRADUATION & DIPLOMA CONT.EDUC. & SUPPLEMENTARY STUDIES STUDENTPossibility to describe and check his/her degree content before submitting it for official assessment Possibility for final career planning based on the degree plan/study plan Possibility to electronically activate final assessment Based on permission granted by the faculty in question, possibility to electronically request/refuse printing of transcripts/diploma as well as specify the desired submission date and method. INSTRUCTOR /TEACHER FACULTYAssessed degree plans form the basis for printing of transcripts/diplomas Possibility to electronically receive the student’s permission to print transcripts/diplomas AKADEMI ADMINISTRATION, SUPPORT FUNCTIONS Possibility for final career counseling based on the degree plan/ study plan

20. 20 Continuing Education&supplementary studies GRADUATION AND DIPLOMA Updating of prospective register A Marketing and special offers A Registration for alumni membership S Study counseling and evaluation of educational alternatives S Program- based Non-program- based Cont.educ. study for individual Cont.educ study for company Follow-up Estimation of future needs A See: application and admissions for program-based education See: application and admissions for implementation of personal study plan Follow-up of service utilisation A Recording of alumni registrations A Drafting and maintenance of personal profiles S Process for organising cont.educ. courses Idea – Planning – Marketing – Implementation - Completion Drafting and updating study plan S ROLES: S = student I = instructor F = faculty A = Akademi admin.

21. 21 This is changed for each process and role STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMA CONT.EDUC. & SUPPLEMENTARY STUDIES CONT.EDUC. & SUPPLEMENTARY STUDIES STUDENT (Alumni, post-grad customers) Possibility to maintain his/her alumni profile and, in turn, the possibility to: – continue receiving information on ÅA, his/her own major, post-grad study opportunities – maintain contact with other alumni (classmates, etc.) Possibility to make long-term plans and ”order” his/her cont.educ. studies through existing or customised cont.educ. study programmes and courses (through a personal study plan or company study plan) Possibility to take the initiative in study/describe his/her needs INSTRUCTOR /TEACHER Possibility to recruit alumni as lecturers or mentorsbased on their profile and abilities Support for ideation, planning and marketing of cont.educ. courses and course offering FACULTY (CSK, CCE) Possibility to make a targeted cont.educ. offering according to alumni preferences Possibility to link alumni to research Possibility to follow up and anticipate the alumni advantaging of cont.educ. services Possibility to recruit alumni as lecturer based on their profile and abilities AKADEMI ADMINISTRATION, SUPPORT FUNCTIONS Possibility to follow up alumni placement on the job market Possibility to advantage alumni profiles in the marketing of education

22. 22 Relation between study planning and management STUDY OFFERING & YEARLY PLANNING RECRUITING & GUIDANCE APPLICATION & ADMISSIONS ENROLMENT & REGISTRATION STUDIES DURING THE ACADEMIC YEAR GRADUATION & DIPLOMACONT.EDUC.& SUPPLEMENTARY STUDIES Study planning process Process for operational and result planning, management, follow-up and report Process for operational and result planning, management, follow-up and report Confirmed study places Accepted Applicants Enrolled students Planned courses Planned graduations Registered Planned courses Planned graduations Completed courses Completed examination Alumni member. Cont.educ. study offering Cont.educ. courses Study offering Planned, non-pro- gramme-based edu.