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:

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:

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

Postgraduate applicants:

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

Access to Student Portal:

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

To request changes to any of the systems:

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

'); ?>

Internal Use Only

Service Owner

Karen Wilson, Student Systems manager

Service Lead

Service	Service Lead/2nd in command	Key Stakeholders
Student Lifecycle Management •Access and authorisations	Simon Rodgerson/Mark Young	N/A Each section will have Business Owner
Student Lifecycle Management •Congregations	Andrew Vickers	Graeme Holloway Examination & Awards Manager Student & Academic Services
Student Lifecycle Management •Document display, upload, scanning	Mark Young	N/A Each section will have Business Owner
Student Lifecycle Management •External interfaces – Hefce	Barbara Barker	Chris Wells Administrator/Data Management Officer Finance and Planning chris.wells@ncl.ac.uk Ext: 86113
Student Lifecycle Management •External interfaces – SLC	Laura Watson	SLC, David Harrison Senior Credit control clerk Finance and Planning Ext: 85217
Student Lifecycle Management •External interfaces – UCAS	Suzanne Grosvenor/ Laura Watson	UCAS, Dawn Bell Snr Undergraduate Admissions Manager Marketing & Student Recruitment Ext: 6107
Student Lifecycle Management •External interfaces – UKVI	Barbara Barker	Angela McNeil Head of Student Progress Student & Academic Services Ext: 86122
Student Lifecycle Management •Internal interfaces – IDFS/Kinetics	Suzanne Grosvenor	IDFS Business Owner: John Donaldson Integration Services Manager NUIT Ext: 83562 Kinetics Business Owner: Lynn Cassidy Assistant Head of Accommodation Student and Academic Services Ext: 81935
Student Lifecycle Management •Internal interfaces – Syllabus+	Barbara Barker/ Suzanne Grosvenor	Andrew Roberts Time Table Services Manager Student & Academic Services Ext: 83405
Student Lifecycle Management •Internal interfaces Smartcard	Mark Young	Adele Davison Infrastructure Systems Administrator NUIT Ext: 87505 John Donaldson Integration Services Manager NUIT Ext: 83562
Student Lifecycle Management •International UG scholarships	Andrew Vickers	Irena Rencesova Deputy team manager Student & Academic Services Ext: 85538
Student Lifecycle Management •Module outline forms (MOFS)	Rob Booth	Tanya Osborne Development Officer QuILT Ext: 3967
Student Lifecycle Management •Partners system	Andrew Vickers	Lucy Backhurst Director, Student Recruitment & Admissions Marketing & Student Recruitment Ext: 85465
Student Lifecycle Management •Postgraduate Admissions Processing	Mark Young/ Barbara Barker	Caroline McLean Senior Postgraduate Admissions Manager Student & Academic Services Ext: 83759
Student Lifecycle Management •Self service registration •Module choice and registration of interest	Mark Young/ Suzanne Grosvenor	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Statutory reporting	Barbara Barker	Chris Wells Administrator/Data Management Officer Finance and Planning chris.wells@ncl.ac.uk Ext: 86113
Student Lifecycle Management •Student administration – Fees component only	Laura Watson	John Davison (Processing) Team Leader (Tuition Fees) Finance and Planning Ext: 85009 Rebecca Walker Head of planning (Confirmation of fee values) Finance and Planning Ext: 86224
Student Lifecycle Management •Student administration - Student Finance	Lynne Gudgeon/ Elaine Gray	Simon Wilmott Finance & Planning Ext: 86491
Student Lifecycle Management •Student administration/student progress recording (except Student scan stations, Student Finance, Fees and Congregations)	Mark Young	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Student documents - CAS & COP	Barbara Barker	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Student documents except CAS & COP	Mark Young/Laura Watson	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Student Information Gateway	Mark Young/Laura Watson	Angela McNeil Head of Student Progress Student & Academic Services Ext: 86122 Dawn Bell Snr Undergraduate Admissions Manager Marketing & Student Recruitment Ext: 86107
Student Lifecycle Management •Student Lifecycle master data	Mark Young	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Student scan stations	Rob Booth	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •UG scholarships	Laura Watson	Irena Rencesova Deputy team manager Student & Academic Services Ext: 85538
Student Lifecycle Management •Undergraduate E-admissions processing	Laura Watson/ Mark Young	Dawn Bell Snr Undergraduate Admissions Manager Marketing & Student Recruitment Ext: 86107
Student Lifecycle Management •Visit days system	Andrew Vickers	Anne Coxhead Head, Marketing and Publicity Marketing & Student Recruitment Ext: 6135
Student Lifecycle Management •SAMS	Barbara Barker/ Suzanne Grosvenor	Andrew Roberts Time Table Services Manager Student & Academic Services Ext: 8340 Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Academic Structure	Student Progress / Laura Watson	Jonathan Gray Senior student data and systems manager Student & Academic Services Ext: 88970
Student Lifecycle Management •Access and authorisations	Simon Rodgerson/Mark Young	N/A Each section will have Business Owner
Student Lifecycle Management •Congregations	Andrew Vickers	Graeme Holloway Examination & Awards Manager Student & Academic Services

Supporting Services, Components and Dependencies

SAP, servers, network, email, SAP training, SAP development, Web Development, desktop services, IT help, data feeds and integration, computer account admin

Metrics

Suggestions:

Availability – Ursula’s KPI stats ?

System Performance – user satisfaction?

Incident management – timings, SLA’s (including SLA’s between IT Service teams).

Note stats published every two months for SSGG

-->