Transcript Online Deferred Exams Presentation

Teresa Charlton, Alice Gould
Online Deferred Examination
Requests
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Introductions
Teresa Charlton
Manager, Student Administration
Alice Gould
Business Analyst - Student Functional Group
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Agenda
• Background
• Issues addressed through online form functionality
• Changes to business processes
• Amendments to Rules, Policies and Procedures
• Mid-Semester vs End of Semester Processes
• Demonstration of the online student process for
applying for a Deferred Examination Request
• Demonstration of the staff process for processing
Deferred Examination Requests
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Background
Online Forms Overview:
• Approved by the Student Systems Reference Group June
2013
• Currently there are a significant number of hard copy forms
requiring lodgment by students and manual processing by
staff (50+ different forms in the Student Centre).
• The Deferred Examination Request has been selected as
the initial form to be developed online.
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New myRequests tab in mySI-net:
As part of the strategic direction we are taking with Online forms we
identified a need to create a centralised location for forms.
A new Tab called myRequests has been built and delivered to students
and is currently in use. Several existing requests were moved to this
location. These are:
•
Program Change Request
•
Undergraduate Diploma Request
•
Supplementary Request
•
And now Deferred Examinations Request.
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Issues addressed through online form functionality –
deferred examinations
• The current Deferred Examination Application and
approval process is highly manual.
• 4,000+ end of semester requests and no data available
on the volume of Mid-Semester requests.
• The internal process of recording of decisions for
examinations held during the semester may vary between
Schools. Approvals of mid-semester examinations are
also not recorded in SI-net.
• For late applications for end of semester examinations,
emails are manually sent to students to advise the
application cannot be considered due to it being late.
• The development of this project will reduce the amount of
manual processing performed across the university.
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Changes to Business Processes
•
No hard copy applications from start of semester 2 2014
•
Non-original supporting documentation accepted
•
Verification of original documentation – random selection of
approved requests (verification centrally administered)
•
Email communication to students once request actioned (ie
approved or denied)
•
Request Status and Decision viewable in mySI-net (no
separate email to student when application denied)
•
For approved end of semester deferred examinations, SP
and transcript note entered on students’ records (no separate
manual entry process)
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Amendments to Rules, Policy and Procedures
•
GAR 1A.14 – Deferred Examinations
•
PPL 3.10.11 Examinations – Procedures
-
-
•
Amendments to Section 6.2 Applications
submission via mySI-net
authorisations on behalf of Executive
Dean or Head of School
Amendments to Section 6.3 Awarding Deferred
examinations
scanned or copied image acceptable
retain original supporting documents
for period of (6) months for verification
if requested
myAdvisor - Deferred examinations and how to
apply http://www.uq.edu.au/myadvisor/index.html?page=2995
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Mid-Semester vs End of Semester Requests
Two separate forms – mid-semester and end of semester
•
different approving authorities
•
slight variances in design and functionality
Mid-semester applies to school-based examinations held
during teaching weeks. They can be in-class or held on
Saturdays, and may be for written exams, orals, labs, etc
End of semester applies to any examinations held during the
University’s end of semester exam period, and includes both
central and school-based exams.
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Future Development- Worklists
•
Essentially Worklist is a page from which you can see the
Items/Requests that are assigned to you or your team.
•
Items to action will be assigned based on your designated
access. This also means that if you move roles/schools
within the University this access will need to be updated.
•
Once implemented we will distribute instructions for its use. It
will allow Examinations Section to redirect certain requests to
faculty and alert staff when there is a new item to be
assessed.
Student logs
request
Staff receive
a notification
email
Staff log into
SI-net, enter
Worklist
page and
action items
assigned to
them
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Online Deferred Examination Requests in Action
Demo
1. Understand the student process for applying.
2. Use the Deferred Examinations Requests search page.
3. Understand the Deferred Examinations Requests staff
approval page (including automated features).
4. Approve and deny requests.
5. Check the student’s activity log.
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Points to note
•
Requests ‘saved’ but not submitted will NOT be considered
•
Requests must be ‘submitted’ within the specified timeframe
for it to be considered.
•
All requests ‘submitted’ must be actioned, ie approved or
denied.
•
Mid-semester requests OPEN at start of semester.
•
End of semester requests OPEN around finalisation and
publication of the examinations timetable.
•
Academic Registrar decides whether a LATE application may
be considered (outside of SI-net).
•
Exception reports will identify changes in student exam
attendance, eg. where student attends original examination
following approval for deferral (managed centrally).
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QUESTIONS ?
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