Transcript Complex choices made simple - Online registration in a

UCD Registry
Chlárlann UCD
Complex choices made simple - online
registration in a modular university
Colm Small
Head of Support,
SySDEM, Registry
University College Dublin
e – mail: [email protected]
tel: +353-1-7161559
SROC Belfast – Tuesday, 1 April 2008
SySDEM
7/18/2015
1
Complex choices made simple - online
registration in a modular university
UCD Registry
Chlárlann UCD
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
UCD Registry
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
Chlárlann UCD
UCD Registry
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.
c.
c.
c.
15,000 U.Grads (incl. Certs and Diplomas)
5,500 P.Grads
1,000 Occasionals
500 Adult Ed
• c. 200 Programmes
• c. 3,000 Modules
SySDEM
Chlárlann UCD
UCD Registry
Overview of UCD Registry
SySDEM
Chlárlann UCD
UCD Registry
SySDEM Unit in UCD Registry
Chlárlann UCD
•
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
UCD Registry
UCD & Modularisation – the context
Chlárlann UCD
• 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
UCD Registry
UCD & Modularisation
Chlárlann UCD
• 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
UCD Registry
The Objectives of Registration 2007:
Chlárlann UCD
• 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
UCD Registry
Online Module Registration attempts to:
Chlárlann UCD
• 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
UCD Registry
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
Chlárlann UCD
UCD Registry
Online Registration 2007 & Electives
more choice & complexity
•
In-programme electives
•
Provisional electives
•
Overall capacity of modules
Chlárlann UCD
– 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
– 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
– 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
UCD Registry
Online registration 2007 - IT preparations
Chlárlann UCD
•
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, new drops
SySDEM
UCD Registry
Online Registration – Read Only display for staff
Support: staff see what the student sees
SySDEM
Chlárlann UCD
Before Students Register Online
Support: Reg. Guides and other online info.
UCD Registry
Chlárlann UCD
•
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
UCD Registry
Accessing UCD Online Registration
Chlárlann UCD
UCD Online Registration
Accessed via the
student’s UCD Connect
account
SySDEM
UCD Registry
The Online Registration Application
SySDEM
Chlárlann UCD
UCD Registry
2 steps to Online Registration
SySDEM
Chlárlann UCD
UCD Registry
Step 2 - Module Registration
Chlárlann UCD
• 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
UCD Registry
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
Chlárlann UCD
Subject/Stream - more complex decisions in
certain programmes
UCD Registry
Chlárlann UCD
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
UCD Registry
Subject/Stream
Chlárlann UCD
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
UCD Registry
Core Modules
Chlárlann UCD
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
UCD Registry
Choosing a time slot
Chlárlann UCD
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
UCD Registry
Changing a time slot
Chlárlann UCD
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
UCD Registry
Choosing Option Modules
Chlárlann UCD
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
UCD Registry
Choosing Labs and Tutorials
Chlárlann UCD
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
UCD Registry
Choosing Electives
Chlárlann UCD
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
Choosing labs and tutorials for electives
UCD Registry
Chlárlann UCD
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
UCD Registry
Viewing the timetable
Chlárlann UCD
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
Online student summary and student self - help
during Online Module Registration
SySDEM
UCD Registry
Chlárlann UCD
Self - help during Online Module Registration in
the Application itself
• Information icons – online help
SySDEM
UCD Registry
Chlárlann UCD
Self - help during Online Module Registration in
the Application itself
UCD Registry
Chlárlann UCD
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
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
UCD Registry
Chlárlann UCD
Student Survey of Registration 2007 and Key
Successes
UCD Registry
Chlárlann UCD
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
Student Survey of Registration 2007 and Key
Successes
UCD Registry
Chlárlann UCD
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
UCD Teaching Fellows
Research on the First Year Experience
UCD Registry
Chlárlann UCD
• 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
UCD Registered Student Numbers 2007/08
(extracted from Banner on 13 March 2008)
UCD Registry
Chlárlann UCD
•
Level Code
Student Programme Degree Level Desciption
2007/08
•
UG certificates & UG diplomas
Certificate Undergraduate
495
Diploma Undergraduate
671
•
•
UG certificates & UG diplomas Total
•
Undergraduate
•
Undergraduate Total
•
Postgraduate taught
1,166
Bachelor Degree
13,663
13,663
Certificate Postgraduate
194
•
Diploma Postgraduate
711
•
Diploma Undergraduate
9
•
Higher Diploma
354
•
Masters Degree
2,442
•
Postgraduate taught Total
•
Postgraduate Research
•
•
Postgraduate Research Total
•
Occasional
•
•
Other Total
•
Adult Education
3,710
Doctorate
1,531
Masters Degree
380
1,911
Occasional
1,196
Other
87
1,283
Certificate
527
•
Diploma Undergraduate
163
•
Other
196
•
Adult Education Total
886
•
UCD Total
22,619
SySDEM
UCD Registry
Further thoughts & the future
Chlárlann UCD
•
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