Student Lifecycle Management

Service Description

The service supports the administration of students for the full lifecycle from enquiry, through application and registration, to graduation, including some alumni activity.

Student Lifecycle Management covers the following key areas:

  • Application
  • Admissions
  • Registration and module booking
  • Exams
  • Fees
  • Progression
  • Graduation
  • Alumni
  • Statutory reporting
  • Student documents
  • Student reporting

Features

  • Recording and maintenance of Student Lifecycle master data, including:
    • Personal data, address data, VISA data, statutory data, qualifications, language test results, sponsor data, challenge data
    • Academic structure data – Programme data, Module data, Academic calendar, Fee data
    • Module outline forms (MOFS)
    • Access and authorisations
  • Undergraduate admissions processing
    • Import  UCAS and GTTR applicant data
    • UG scholarships
    • Import UCAS and GTTR choice data
    • Export decisions (offers)
    • Import applicant replies
    • Import exam results
    • E-admissions system
    • Confirmation and clearing processing
    • Reporting – applicant details, school details, results details, and summary reports
  • Postgraduate Admissions processing
    • Applicant portal       
    • On-line deposit payments
    • Agent portal              
    • Selector portal
    • PG admissions workflow
    • Application quick entry process
    • Document scanning and upload
    • Applicant list and statistical reporting
  • Student Portal   
    • Student personal data update
    • Student HESA data update
    • View of programme and module data
    • Student self service registration
    • On-line fees payment
    • Module choice and registration of interest
    • Student documents
    • SAMS - SNAF - Student Notification of Absence Form
    • PEC requests
  • Student administration/student progress recording
    • Admission
    • Registration
    • Student scan stations
    • Student finance
    • Fees – setting, calculation, discounts, deposits
    • Module booking
    • Programme transfer
    • Leave of absence
    • Student advisors
    • Module marks
    • Progression
    • Academic data (Individual work)
    • Degree conferral
    • Congregations
    • De-registration
    • SAMS - inputting attendance, class lists, action report
    • SAMS - SNAF (Student Notification of Absence form) workflow
    • PEC processing workflow
  • Student documents
    • Transcripts
    • HEAR
    • Bank Letters
    • Council Tax Certificates
    • CAS (Confirmation of Acceptance for Studies) (UKBA requirement)
    • PG Offer Letter
    • COP (Confirmation of a Place to Study)
    • Certificate of Attendance
  • Statutory reporting
    • Hefce – statutory returns to funding body – HESA student return, HESES student return, ITT teacher training return
  • UCAS – import of UG admissions personal data, choice of programme, results data. Export of decisions (offers/rejections). Import of applicant replies - acceptance/rejection. Confirmation and clearing. Import of GTTR applicant and choice of programme data
  • SLC (Student Loan Company) – confirmation of students, programmes, attendance, fees
  • UKBA (United Kingdom Border Agency) – export applicant data to UKBA, Import CAS numbers from UKBA, export applicant financial data to UKBA
  • Hefce – statutory returns to funding body – HESA student return, HESES student return, ITT teacher training return
  • Management information and statistics
    • Admissions reporting
    • Registration and Module booking reports
    • Student Planning
    • Fee reports
    • Enquiries reports
  • Document display, upload and scanning
  • Student Information Gateway (Student and applicant data portal)
    • Makes student data available in a more user-friendly format
    • No licence requirements (so can be made available to all staff)
    • Read-only access to comprehensive student and applicant data
      • Module class lists with photos
      • Option to add academic notes and set and remove academic holds
    • SAMS - viewing attendance & absences

Users

Core Student Lifecycle and Document Management: Student and Academic Services staff, Accommodation staff, INTO staff, School and Faculty administration staff, Finance staff, DARO staff

Student self service: Students and soon-to-be students (admitted applicants)

Student Information Gateway: Any staff who need to view student data (academics and administration and support staff)

Postgraduate applications: Applicants, agents, academic selectors, postgraduate admissions staff

Service Hours

Systems are available and supported during core business hours 08:30-17:00 Monday to Friday, excluding University closure periods. Certain systems are available outside of the above hours but not normally supported.

The “at risk” period is 07:00-09:00 every Tuesday. Further planned maintenance times will be publicised in advance if there will be a disruption to the service.

Level of Service

All data is securely held and backed-up daily.

Support and Documentation

An introduction to the University’s business systems starts at https://internal.ncl.ac.uk/itservice/service-catalogue/admin/

Training guides, frequently asked questions and information about training courses are available from http://www.ncl.ac.uk/itservice/sap-training/.

Additional support is available via the IT Service Desk, for contact details go to http://www.ncl.ac.uk/itservice/support/itservicedesk/.

All incidents relating to this service will be handled according to the Incident Management and Major Incident Management processes.

Request Process

Access:

  1. The process for requesting access to SAP is https://www.ncl.ac.uk/itservice/account-admin/accesstosap/

Access to the Student Information Gateway, Agent Portal and Selector Portal:

  1. https://myworkplace.ncl.ac.uk/irj/portal

Postgraduate applicants:

  1. https://www.ncl.ac.uk/postgraduate/apply/

Access to Student Portal:

  1. https://s3p.ncl.ac.uk/login/welcome.aspx

To request changes to any of the systems:

  1. A request form needs to be completed using the following link or at the relevant development group meeting: https://crypt.ncl.ac.uk/helpdesk/business-systems/NU-Change-Request-Template.pdf

Requests for any other aspect of the service should be made via the IT Service Desk, for contact details go to http://www.ncl.ac.uk/itservice/support/itservicedesk/.

User Responsibility

Users are expected to comply with the regulations that are specified on the relevant User Registration form.

Users are expected to make use of the documentation before contacting the Service Desk for help.

Costs

N/A