Hi Chris
At York St John we will be enrolling all of our students on-line for
entry in 2005/6 using SITS.
1. How many years have you been running online enrolment?
This summer will be the first time we have run on-line enrolment
2. What is the total number of students enrolled at your
institution?
Both enrolling and re-enrolling students will do so on-line but FT
enrolling students will also be required to attend an enrolment session
in College to confirm their identity and receive their ID cards it is
only after this that they will be considered fully enrolled. In total
approximately 5000 students will be using the on-line facility.
3. What percentage of your students enrolled online prior to
arrival on
campus?
Obviously we don't know yet. There will be provision for some PT
students to complete a paper enrolment if it becomes clear that they are
having difficulty with an on-line process but it is hoped that this will
be the exception. There will also be the facilities in College for new
FT enrollers to complete the process on-line if they have not been able
to do so from home.
4. When did you open the process?
Re-enrolling students are informed that the facility is available in
their formal results letter. The enrolment task is triggered by the
automatic generation of their 2005/6 enrolment record with a pending
status. This is created automatically from the outcome of the
progression and award rules. For most students this is mid July.
Students that have failed do not get a new enrolment record on the
system with a pending status and cannot therefore re-enrol until they
have retrieved any failures that are preventing progression. These
students will be told about this in their letter and on-line. Likewise
students that have outstanding tuition fee debts have a particular
status which does not allow the generation of the enrolment task.
Enrolling students are sent their new username and password with their
acceptance letters. For many students this will be in August after the
A-level results are produced but these letters will continue to go out
right up to the beginning of term.
5. When did you close the process?
The process does not formally close in that any students that still have
the relevant pending enrolment status will be able to go on-line and
enrol. Approximately 4 weeks after the start of their course however,
students that have not enrolled will receive a final warning and shortly
afterwards all IT access is removed. This would effectively close the
on-line process for them and they would need to contact a member of
staff to complete the process.
6. Did you control access?
- If yes, how did you control access?
Access is controlled by both the student's enrolment status for that
year and their overall status which holds information about their
financial enrolment and debtor status.
7. What were the peak times for access? (if you have figures that
would
be a bonus,)
Don't know yet.
8. What were your quietest times?
Don't know yet.
9. Did you provide a helpline service?
Students are encouraged to contact the college by email at a specific
e:vision address but there are also two telephone numbers available.
There will be a number of nominated staff members to deal with enquiries
that come in by phone.
- If yes, did you have a separate helpline for functional and
technical problems?
No
- How many personnel?
3 depending on volume of calls.
- What hours' was the helpline available?
9-5pm
10. What were your biggest successes?
Don't know yet. We anticipate being able to improve the accuracy of data
by making certain fields mandatory and through not being limited by
space on a form. It is also anticipated that as students will be
updating their own records there should be fewer mistakes. We will also
remove the need for re-enrolling students to queue for enrolment. It is
hoped that we can embed the use of the e:vision product as the means by
which students maintain their own records by introducing students to it
at the outset of their course.
11. What were your biggest problems?
We expect a number of students, particularly part-timers, to have
expired IT accounts or to have forgotten their passwords. We also expect
that some students will fail to engage with the process and will simply
not bother until they find that they have lost all of their access to
college facilities.
12. What have you decided to change and why?
NA
-----Original Message-----
From: Admin-student [mailto:[log in to unmask]] On Behalf Of
Chattam Chris
Sent: 01 July 2005 12:53
To: [log in to unmask]
Subject: Online Enrolment Survey
Online Enrolment Survey:
We would appreciate your assistance with the following survey.
We are planning to implement 'Online Enrolment' for the 2005-06 academic
year. If you have already done this at your institution we would like to
ask
you a few questions. I would be happy to collate the responses and
circulate
this information if you are interested.
Note: It appears that enrolment and registration in the UK mean
different
things at different institutions. Enrolment for Royal Holloway is
confirmation of intention to study in the coming academic year,
confirming
biographic data, curriculum details and agreeing to our terms and
conditions, data protection etc. Payment of fees is handled by a
parallel
process. This is not course or module registration/enrolment.
1. How many years have you been running online enrolment?
2. What is the total number of students enrolled at your
institution?
3. What percentage of your students enrolled online prior to
arrival on
campus?
4. When did you open the process?
5. When did you close the process?
6. Did you control access?
- If yes, how did you control access?
7. What were the peak times for access? (if you have figures that
would
be a bonus,)
8. What were your quietest times?
9. Did you provide a helpline service?
- If yes, did you have a separate helpline for functional and
technical problems?
- How many personnel?
- What hours' was the helpline available?
10. What were your biggest successes?
11. What were your biggest problems?
12. What have you decided to change and why?
Thank you for your cooperation.
Chris
_________________________________________________________
Chris Chattam
Project Manager
Student Record System (SRS) Project
Royal Holloway, University of London
Tel: 01784 414148
Fax: 01784 473662
Email: [log in to unmask]
SRS Project Web Site: http://www.rhul.ac.uk/registry/srs/index.html
Please use the following URL to provide feedback on Registry services:
http://survey.rhul.ac.uk/Survey/survey.asp?ID=17
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