Student Administration
Strategic Plan 2015/16 – 2019/20
Student Administration Strategic Plan
Page 1
Contents
1.
Introduction
2.
Mission
3.
Vision
4.
Strategy
5.
Core Functions and Responsibilities
6.
Key Issues and Strategic Direction for Next Five Years
7.
Ongoing Maintenance of Systems and Involvement in Other
Institutional Projects
8.
Student Administration Support for the Student Life Cycle
Student Administration Strategic Plan
Page 2
Student Administration
Strategic Plan 2015/16 – 2019/20
Introduction
Student Administration is a central department reporting directly to the Director of
Student Administration and through the Finance and Information Services Directorate
to the Chief Finance and Information Officer.
Student Administration plays a central and core role in the academic administration of
the University and the enhancement of the student experience through the support
and management of the student life cycle from application through to graduation.
Student Administration is in its core position within the university, able to support not
only the Learning and Teaching Strategy, but also the delivery of the academic plan
and through continuous engagement and support for Faculties, International Office,
Research Office, ADDL, Employability and Marketing, Alumni, Student Support,
Finance and the Library services to further influence stakeholders and support the
student experience.
Student Administration is in the unique position of having the ability to directly impact
on the University’s vision, values and community through our core services, and to
actively support and lead change while serving as strategic partners to those we
support.
The strategic plan identifies the mission, vision, values, activities and stakeholders of
Student Administration and presents clear achievable objectives and priorities for the
department for the period 2015 – 2020.
The priorities that have been identified for Student Administration have been
formulated with reference to current University initiatives, the University Corporate
Plan 2011/12 to 2015/16 and in particular the University Learning and Teaching
Strategy 2013/14 to 2017/18 and aims to support the University in achieving its stated
goals.
The provision of service outlined in the following document is dependent on the
availability of a sufficient staff complement to provide a high level of core business
services. While the University is operating in a time of significant change in Higher
Education as well as restrictions on resources and finances, we in Student
Administration are aware that any future changes to resources may impact on the
ability to achieve these objectives. It is also recognised that the successful completion
of some of these objectives will require input and involvement from other areas of the
University both central and Faculty. The timing of the successful implementation will
also depend on the availability of suitable resources for Student Administration and
from these other areas. The current staff compliment within Student Administration is
able to provide a high quality service and would anticipate achieving this strategic plan
within the current resource of staff, however should this change, then the tasks noted
within this document will be prioritised.
Student Administration Strategic Plan
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The Student Administration strategic plan is a five year rolling plan which will be
reviewed annually to ensure it is adaptable to strategic and other priorities such as
Learning and Teaching as well as ensuring its objectives and priorities remain relevant
and achievable while reflecting the aims of the University. The Strategic Plan will
ensure the Department remains focused on where and how we can become even
more efficient, effective and productive while maintaining a high level of flexibility, and
to be dynamic and creative to adapt to the changing needs of the University in a
challenging environment. This requires the commitment of a dedicated team and this
is evidenced by the outstanding team members who make up the Student
Administration staff. Their capability, professionalism and continued development will
be emphasised through the Staff Excellence which underpins this strategy.
Student Administration Strategic Plan
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Student Administration – Mission, Vision & Strategy, 2015/16 –
2019/20
Mission
The mission of Student Administration is to support a broad range of key departments,
areas and activities across the institution in particular the Learning and Teaching
Strategy, by engaging with all sectors of the University community in providing a high
quality, flexible, dynamic and innovative service.
Our Vision
The Student Administration Department strives to ensure

The services of Student Administration will be fully recognised as a central
function of the student experience and student life cycle in which the main
principle is to create, maintain, certify and protect the University records of
applicants and students.

Student Administration will be flexible, agile and responsive to changes in
service provision as a result of the changing market place and changing internal
and external environments. Such as the current developments for HEAR, new
CRM system and the new UCAS Tariff for example.

Student Administration will be proactive rather than reactive in the provision of
improvements to service delivery, to simplify and streamline student
administration processes and procedures in order to assure and enhance
quality, maintain standards and reduce bureaucracy.

Student Administration staff are capable, professional, opportunity ready and
strategically focused and are actively encouraged to develop knowledge,
experience and skills and to achieve their professional development goals to
the benefit of the department.
Our Values
The Student Administration Department emphasises our commitment to

Maintaining a high quality student focussed service and support to the Learning
and Teaching Community, Research and International Community

Enhancing the provision of our services through the effective use of resources
and technology

Extending focused communication and engagement with our stakeholders and
wider University community, including our key role in supporting the Academic
Planning process

Provide clear and accurate quality information to all stakeholders including
Student Administration Strategic Plan
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Our Stakeholders

Potential applicants, applicants, students and student representatives

General public

Learning and Teaching colleagues to include academic, administrative and
research staff and students

Faculties, International Office, Research Office, ADDL, Employability and
Marketing, Alumni, Student Support, Finance, Student Accommodation and
Library

External agencies, such as Education and Library Boards, Higher Education
Institutions, Validated Partnerships and Collaborative institutions, Government
departments, Student Loans Company, UCAS, SPA and UKVI.

Graduates
Core Objectives and Priorities
In addition to providing a high quality service in the activities of Student Administration,
we will also strive to:
Review and enhance the services and processes of Student Administration

Raise the profile, enhance accessibility and visibility of Student Administration
within the University

Develop the full range of Student Administration services by maximising the
use of existing technologies and exploring new technologies

Engage with and provide support to the Learning and Teaching, Research and
International communities on shared projects and activities, maintaining a
student focussed service from both the academic and student point of view

Lead and contribute to developing and implementing cross University
initiatives.
Student Administration Strategic Plan
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Student Administration Strategy
The Student Administration Strategy is informed by the Learning and Teaching
Strategy (2013/14 – 2017/18)
Strategic Aim 1
To provide applicants, students, staff and interested stakeholders with a high quality,
flexible and responsive service in relation to application, admissions, registration and
enrolment, programme/module provision, examinations, graduation and recognised
achievements of students.
Key Supporting Objectives

To ensure that opportunities and expectations are continually and pro-actively
explored to enhance the range, relevance, coherence and sustainability of
services provided in order to respond to student diversity and preferences.

To keep abreast of technology and technological developments to improve
the user and student experience, including influencing and contributing to the
development of the CRM system and its potential impact on Banner from
student enquiry through to graduation and alumni.

To lead and direct the evolution of Banner, Self Service and HEAR provision
and any other related systems such as CRM.

To develop and maintain close partnerships with interested parties and
stakeholders.

To digitise systems and processes going forward by focussing on enhanced
efficiency to improve working processes.

To continually reflect on, enhance, simplify and streamline the wider
administrative electronic processes and procedures as appropriate in order to
improve user and student experience, enhance quality and maintain standards
while reducing bureaucracy.

In preparation for the decant to Belfast to ensure that people, systems and
business processes are technologically prepared for the evolution to a more
centralised service in terms of IT provision.

To expand opportunities to assist current students and graduates in achieving
their professional goals.

To lead the way in providing a focussed central provision of Student
Administration support on the Belfast campus
Student Administration Strategic Plan
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Key Risks

As a result of both external and institutional internal factors such as the failure
to provide the physical, financial and human resources and support required to
enhance the current provision; the inability to explore potential services
available and the resultant impact.

Failure to review current procedures and to adopt and adapt to new and
emerging technologies due to the focus of current resources on core activity.

Failure to investigate the availability of current technologies that may potentially
integrate with the current service provision.

Failure to investigate the potential use of technologies to streamline services.

Failure to ensure the timely delivery of new technological initiatives and
enhancement of the existing systems by effectively prioritising and managing
approved development activities.
Strategic Aim 2
To raise awareness of the core functions of Student Administration particularly those
having a direct impact on student experience and to increase engagement with key
stakeholders and the wider community.
Key Supporting Objectives

To communicate more effectively the services provided by Student
Administration to key stakeholders.

To develop working relationships that foster student and academic engagement
with Student Administration through focus groups and working groups, and the
services provided.

To ensure that all students and staff are clear about the service they can
reasonably expect of the staff of Student Administration and what is expected
of them.

To refresh the Student Administration web presence to enhance its usability,
timeliness and relevance to the University community and stakeholders
Key Risks

Failure to effectively promote the work of Student Administration.

Failure to communicate effectively with stakeholders and to foster student and
academic engagement.
Student Administration Strategic Plan
Page 8

As a result of external factors such as the failure to provide the physical,
financial and human resources and support required to communicate and
engage with stakeholders.
Enabling Aim
To provide a supportive environment to recruit, develop and retain a dynamic capable
and professional workforce within Student Administration.
Key Supporting Objectives

To expand opportunities to assist employees in achieving their professional
goals through PDP, job rotation and job sharing

To actively support and engage all staff within the department to continue to
foster a strong and co-ordinated team.

To provide opportunities within the department for staff rotation to other
functional areas and opportunities to develop a wide range of knowledge,
experience and skills across the department enhanced by the provision of
desktop procedures.
Key Risks

The nature of Student Administration’s core business results in continuous
periods of peak activity throughout the academic calendar thus reducing the
window of opportunity to take advantage of development.

External factors preventing adequate engagement by staff in professional
development or related activities.

External factors impacting on the ability to make provision for capability
development plans at departmental and individual levels.

Single points of failure in certain key core business areas such as systems
support.

Specialist knowledge in certain areas where the current staff compliment is
limited thus reducing the capacity for staff to take advantage of opportunities.
Student Administration Strategic Plan
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Student Administration Core Functions and Responsibilities:
1. Systems Administrators of and provision of support for, the Banner Student
Record System (extending to Online Applications, Online Enrolment and Online
Graduation functionality; student information accessible via the Staff and
Student Portals)
2. Banner software upgrades to facilitate regulatory changes made by
stakeholders (UCAS, SLC, UKVI, HESA) and technological advances
3. Development of Banner in line with other university systems such as CRM
4. Continued engagement and collaborative work with both internal and external
user group communities
5. Management groups to review, approve, prioritise and implement new
initiatives and enhancements to current business processes
6. Management of staff user accounts for the student record system
7. Maintenance and development of reports repository
8. Effective and timely delivery of user training, including the provision of easily
accessible documentation
9. Validating data on Banner Student Records System
10. Providing training and information to Learning and Teaching community, e.g.
use of Banner system to include decision processing, academic structure,
examination marks and standards etc.
11. Downloading/uploading of UCAS applications and associated information and
transactions on a twice daily basis
12. Central point of support, advice and contact for all Admissions system
processes and procedures across the institution including part time, Research
and International
13. Central point of support, advice and contact for new UCAS Tariff Point system
14. Set up and maintenance of full time Undergraduate courses on UCAS courses
database
15. Point of contact for all UCAS related activities
16. Provision and support for Standard Offers portfolio
17. Co-ordination and update of Student Guide (Ulster and QAHE)
18. Drafting new policies and regulations where required and updating existing
policies and regulations
19. Liaising with and supporting Planning
20. Liaising with and supporting Faculties
21. Supporting helplines for admissions, confirmation and clearing and Online
Enrolment
22. Applications – short course, Continuing Professional Development (CPD),
undergraduate, postgraduate and Collaborative Course provision (CCU)
23. Establishing and maintaining module database and associated module
catalogues
24. Student Registrations online and on campus.
25. Issuing student ID cards
26. Confirming student attendance letters, benefits, pension, part time loans etc.
27. Providing an information point and ‘help desk’ to staff and students
28. Responding to employer references/verification of awards
29. Confirming student attendance to Student Loans Company
30. Maintenance of Student Loans Company courses database
31. Issue of University bursaries
Student Administration Strategic Plan
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32. Maintain student records by maintaining and updating modules and programme
changes/amendments
33. Maintenance of database records of marks, progress decisions and awards
34. Examination provision, scheduling and organisation
35. Co-ordination, management and provision of Examination results, provision of
support for Awards Boards, publication of results to students, issue of
transcripts and communication with LEAs reporting regarding student
progression.
36. Downloading and verification of external examination results at key periods –
mainly July and August
37. Maintaining External Examiners database and associated activities
38. Administering the University’s Examinations Appeals process
39. Co-ordination, management and provision of University conferring and
graduation ceremonies.
40. Production of parchments, transcripts and proof of qualifications for graduation
ceremonies, graduates and alumni as required
41. Implementing, issuing and maintaining HEAR documentation in perpetuity and
further development of system to include part time.
42. Provision of support to Employability and Marketing to facilitate employer
engagement with the HEAR
43. Responsible for maintaining the University’s Admissions Policy
Student Administration Strategic Plan
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Student Administration – Key Issues and Strategic Direction for the next five years.
ACTIVITY
New UCAS
Tariff for
2017 entry
CORE FUNCTIONAL
AREAS
*Student
Administration
Registry offices,
Student Systems
Support office,
Faculties, Planning
office, Employability
and Marketing, and
Corporate
Communications.
ACTION REQUIRED IN
NEXT FIVE YEARS
Review and revise
current practices and
business procedures in
offer making, standard
offers and confirmation.
Adopt new Tariff in time
for 2017 entry.
Clear communication of
Ulster entry requirements
and offers by Sept 2015
for internal and external
stakeholders.
Incorporate UCAS and
SPA guidance into
business processes and
practices.
Incorporate CMA
guidelines to allow
applicants to make an
informed decision.
Investigate and review
the potential for a more
streamlined centralised
Student Administration Strategic Plan
RISKS
REWARDS AND GOALS
Outdated business
processes.
Strategic Aim 1 - To provide
applicants, students, staff and
interested stakeholders with a
high quality, flexible and
responsive service in relation to
application, admissions,
registration and enrolment,
programme/module provision,
examinations, graduation and
recognised achievements of
students.
Unclear information for
applicants and Careers
teachers.
Reduction of CF and CI
applications due to
confusion or unclear offer
message from Faculties.
Inconsistency across
Faculties.
Negative impact on
student experience.
Negative impact on
University reputation.
Failure to review current
procedures and to adopt
and adapt to new and
emerging technologies
due to the focus of current
resources on core activity.
Clear Strategic direction in terms
of use of Tariff for entrance
qualifications and offer making.
Assisting Employability and
Marketing in the provision of
clear communication to
applicants and Careers teachers.
Fair and Transparent
admissions.
Support Widening Participation.
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admissions model if the
institution intends to
strategically move in this
direction.
Failure to ensure the
timely delivery of new
technological initiatives
and enhancement of the
existing systems by
effectively prioritising and
managing approved
development activities.
Bespoke offers for each
applicant to positively impact on
student experience.
Transparency and consistency of
approach in expression of offers.
Reduced and uncomplicated
standard offers library.
Enabling Faculties to influence
potential increase in numbers of
conversion to CF and CI
applicants.
Compliance with UCAS and SPA
best practice guidelines.
Compliance with CMA
guidelines.
Move towards centralised
admissions processing.
Student Administration Strategic Plan
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ACTIVITY
HEAR
CORE FUNCTIONAL
AREAS
*Student
Administration
Examinations offices,
Academic office,
Student Systems
Support office,
Employability and
Marketing, Faculties,
Students’ Union.
ACTION REQUIRED IN
NEXT FIVE YEARS
Production of HEAR for
full time
Undergraduates as a
formative document
during course of study,
with Studies Adviser
access.
Production of a signed
and verified HEAR for
FT UG graduates.
Provide student
authorised access to
HEARs for specific third
parties.
Provide repository for
HEARs for graduate
access from 2014
onwards.
Student Administration Strategic Plan
RISKS
Inability to provide
HEAR during course of
study or on graduation.
Non –compliance with
CRA guidelines.
Negative impact on
student and graduate
experience and
disadvantage of Ulster
students compared to
other HEI graduates in
the employment
market.
Lack of engagement
with employers.
Provide business
processes and systems
for input of verified
additional extracurricular activities.
Failure to review
current procedures and
to adopt and adapt to
new and emerging
technologies due to the
focus of current
resources on core
activity.
Support Employability
and Marketing to
Failure to ensure the
timely delivery of new
REWARDS AND
GOALS
Key Supporting
Objective - To
continually reflect on,
enhance, simplify and
streamline the
administrative
electronic processes
and procedures as
appropriate in order to
improve user and
student experience,
enhance quality and
maintain standards
while reducing
bureaucracy.
Provision of enhanced
student experience
through engagement
with studies advisers
and extra-curricular
activities.
Provision of HEAR in
compliance with CRA
guidelines to ensure
Ulster students are not
disadvantaged in
comparison to other
HEI graduates.
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facilitate and raise
awareness and
engagement with
employers.
Compliance with CRA
guidelines and
recommendations.
Expansion of provision
of HEARs to part time
and Postgraduate
students.
Student Administration Strategic Plan
technological initiatives
and enhancement of
the existing systems by
effectively prioritising
and managing
approved development
activities.
Enhancement of
graduate employability.
Support for
Employability and
Marketing to facilitate
the development of
closer links with the
employment community
for placements and
graduate recruitment
through the HEAR
system.
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ACTIVITY
CMS
CORE FUNCTIONAL
AREAS
*Student
Administration
Module office, Student
Systems Support office,
HEAR Project.
ACTION REQUIRED IN
NEXT FIVE YEARS
Ensure module
database is accurately
included and reflected
within CMS.
Provision of timely and
accurate information to
Module office from
CA1, CA3, Validation
and Revalidation
documentation in CMS.
Ensure HEAR
requirements of
Programme Learning
Outcomes are captured
and automated through
CMS.
Review and revise
current practices and
business processes to
avoid unnecessary or
duplication of effort.
Review of Banner
capabilities and link
with the development of
CRM to ensure Banner
is integrated into the
Student Administration Strategic Plan
RISKS
Late and incorrect
information from CA1,
CA3, Validation and
Revalidation
documentation resulting
in undue pressure on
Module office prior to
registration.
Inability to update
module database in
time for registration.
Poor student
experience at OLE.
Incorrect course and
module registrations for
students.
Increased overtime and
salary costs in Student
Administration.
Missing Programme
Learning Outcomes
information from HEAR
documents.
REWARDS AND
GOALS
Key Supporting
Objective - To keep
abreast of technology
and technological
developments to
improve the user and
student experience.
Ensure the streamlining
and alignment of
Module system into
CMS.
Provision of clear,
accurate and up-to-date
information for Module
database prior to
registration.
Positive student
experience at OLE and
accurate course and
module registrations.
Reduction and removal
of need to undertake
overtime.
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corporate flow of
information
Student Administration Strategic Plan
Clear and accurate
PLO information in
HEAR.
Page 17
ACTIVITY
Banner Student
Records System
CORE FUNCTIONAL
AREAS
*Student
Administration
Student Systems
Support Office, ISD,
Faculties.
ACTION REQUIRED IN RISKS
NEXT FIVE YEARS
Review of current
Miss match between
Banner SRS provision.
what Banner SRS can
provide and what users
Review of potential
need.
Banner SRS
enhancements or
Falling behind with
developments already
Banner SRS upgrades
available or scheduled
and developments.
to come from Ellucian.
Failure to keep abreast
Examination of current
of new technologies
business processes,
and developments.
users’ needs and
requirements
Negative impact on
assessment.
users and students.
Prioritisation of needs
and requirements in line
with Institution,
Learning and Teaching
and Student Admin
strategies.
Failure to review
current procedures and
to adopt and adapt to
new and emerging
technologies due to the
focus of current
resources on core
activity.
Business case for
development and
enhancement of Banner Failure to ensure the
SRS.
timely delivery of new
technological initiatives
Review of Banner
and enhancement of
capabilities and link
the existing systems by
Student Administration Strategic Plan
REWARDS AND
GOALS
Strategic Aim 1 - To
provide applicants,
students, staff and
interested stakeholders
with a high quality,
flexible and responsive
service in relation to
application, admissions,
registration and
enrolment,
programme/module
provision,
examinations,
graduation and
recognised
achievements of
students.
Development and
Enhancement of
Banner SRS to meet
changing needs of
users.
To ensure that Banner
SRS is flexible,
dynamic and creative to
adapt to changing
needs of Institution in a
Page 18
with the development of
CRM to ensure Banner
is integrated into the
corporate flow of
information
Review and explore
Banner functionality to
enhance examination
boards and investigate
potential link to VLE.
Student Administration Strategic Plan
effectively prioritising
and managing
approved development
activities.
challenging
environment.
To ensure that Student
Administration is
proactive, efficient and
effective in the
provision of a high
quality, flexible,
dynamic and innovative
service.
Page 19
ACTIVITY
Online Examination
Boards
CORE FUNCTIONAL
AREAS
*Student
Administration
Examinations offices,
Faculties
ACTION REQUIRED IN
NEXT FIVE YEARS
Review and revise
current practices in the
area of Examination
Boards support and
associated activities.
Review and revise and
business processes,
users’ needs and
requirements
assessment to avoid
unnecessary or
duplication of effort.
RISKS
Miss match between
the service provided
and what users need.
Falling behind with
Banner SRS upgrades
and developments.
Failure to keep abreast
of new technologies
and developments.
Negative impact on
users and students.
Removal of manual and
paper-based systems.
Prioritisation of needs
and requirements in line
with Institution,
Learning and Teaching
and Student Admin
strategies.
Business case for
development and
enhancement of
Examination Boards
and associated
activities.
Student Administration Strategic Plan
REWARDS AND
GOALS
Key Supporting
Objectives - To
continually reflect on,
enhance, simplify and
streamline the
administrative
electronic processes
and procedures as
appropriate in order to
improve user and
student experience,
enhance quality and
maintain standards
while reducing
bureaucracy.
Failure to review
current procedures and
to adopt and adapt to
new and emerging
technologies due to the
focus of current
resources on core
activity.
Automated actions at
Examination Boards for
processing and input of
marks and AST codes.
Failure to ensure the
timely delivery of new
technological initiatives
and enhancement of
the existing systems by
Automation of business
processes around
production of
examination papers.
Reduction in manual
processes and use of
paper.
Page 20
To undertake an
investigation of the ISD
Canon Print room
project to ascertain
whether the
examinations function
could potentially avail of
developments in this
project that would assist
in the production of
multiple documents
such as examination
papers and
parchments.
effectively prioritising
and managing
approved development
activities.
Enhancing the provision
of service through the
effective use of
resources and
technology.
Review and explore
Banner functionality to
enhance examination
boards and investigate
potential link to VLE.
Student Administration Strategic Plan
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ACTIVITY
On Line Direct Entry
Application Review
CORE FUNCTIONAL
AREAS
*Student
Administration
Registry Offices,
Faculties, International
Office and Research
Office
ACTION REQUIRED IN
NEXT FIVE YEARS
Review and revise
current practices in the
area of Online
Applications including
the detailed
requirements of each
application type and
associated questions.
RISKS
Review and revise and
business processes,
users’ needs and
requirements
assessment to avoid
unnecessary or
duplication of effort.
Failure to ensure the
timely delivery of new
technological initiatives
and enhancement of
the existing systems by
effectively prioritising
and managing
approved development
activities.
Investigate and review
the potential for a more
streamlined centralised
admissions model if the
institution intends to
strategically move in
this direction.
Failure to review
current procedures and
to adopt and adapt to
new and emerging
technologies due to the
focus of current
resources on core
activity.
REWARDS AND
GOALS
Key Supporting
Objective - To ensure
that opportunities and
expectations are
continually and proactively explored to
enhance the range,
relevance, coherence
and sustainability of
services provided in
order to respond to
student diversity and
preferences.
Provision of an updated
online application
process for applicants
with the ability to upload
additional documents.
Provision of a more
streamlined and user
friendly system.
Provision of application
forms that meet the
various needs of
Faculties and
Departments.
Student Administration Strategic Plan
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ACTIVITY
Move to Belfast
CORE FUNCTIONAL
AREAS
All Student
Administration
ACTION REQUIRED IN
NEXT FIVE YEARS
Streamlining of
business process and
re-engineer practices.
Opportunity to lead,
direct and develop the
‘One Stop Shop’
provision of Student
Administration services
at the new campus
Opportunity to take
advantage of
technology and remove
manual and paper
based activity.
Opportunity to assist
employees in achieving
their professional goals
Opportunity to actively
support and engage all
staff within the
department to continue
to foster a strong and
co-ordinated team.
Opportunities for staff
rotation to other
Student Administration Strategic Plan
RISKS
Failure to examine
business processes
and practices with a
view to reduction in
manual and paper
based activity.
Failure to provide a
central point of Student
Administration service
for students potentially
leading to a poor
student experience
Failure to review
current procedures and
to adopt and adapt to
new and emerging
technologies.
Failure to adequately
prepare and develop
staff for change and the
opportunities arising
from the move.
REWARDS AND
GOALS
Strategic Aim 2 - To
raise awareness of the
core functions of
Student Administration
particularly those
having a direct impact
on student experience
and to increase
engagement with key
stakeholders and the
wider community.
Enabling Aim - To
provide a supportive
environment to recruit,
develop and retain a
dynamic capable and
professional workforce
within Student
Administration.
Business Process reengineering.
Opportunity to change
current practices and
enhance processes.
Provision of a coordinated approach with
Page 23
functional areas and
opportunities to develop
a wide range of
knowledge, experience
and skills across the
department.
Investigate and review
the potential for a more
streamlined centralised
admissions model if the
institution intends to
strategically move in
this direction.
technological
availability to support
the development of a
one-stop-shop for
students to enhance
student experience
when dealing with
Student Administration.
*Denotes lead functional area.
Student Administration Strategic Plan
Page 24
Student Administration Ongoing Maintenance of Systems and Involvement in
Other Institutional Projects
ACTIVITY
Student
Administration
and Related
Systems
CORE
FUNCTIONAL
AREA
*Student
Administration
Student Systems
Support Office,
ISD.
ACTION REQUIRED STATUS
Maintenance and
upgrade of the
Student
Administration and
related systems on
an ongoing basis as
required for statutory
upgrade and to meet
specifications of
UCAS for example.
Plus ongoing testing
and training for
users.
Maintenance and
upgrade of Banner
Student Records
System to include
Oracle upgrade and
to meet Ellucian
requirements.
Preparation, system
enhancements,
developments and
testing for move to
Banner XE.
Review of Banner
capabilities and link
with the
development of CRM
to ensure Banner is
integrated into the
corporate flow of
information.
Maintenance,
support and user
training throughout
year, UCAS upgrade
specifically carried
out annually in
October.
Banner
Student
Records
System
(Ellucian)
*Student
Administration
Student Systems
Support Office,
ISD.
CRM Project
Student
CRM is currently in
Administration
Phase 1 where the
Student Systems
focus is looking at
Support Office,
the activities of
Registry Offices,
Student Support.
Examinations
Offices, *ISD,
Further
Employability and
developments with
Marketing, Student
Student
Support, Faculties, Undertake
Administration and
CRM Project
information gathering Banner Student
Team.
phase and
Records System to
investigation into
follow in later phase
current business
of project.
processes to map
activities.
Student Administration Strategic Plan
Maintenance,
support and user
training throughout
year, Banner
upgrade specifically
carried out annually
in April.
Page 25
HESA/HESES
*Student
Administration
Student Systems
Support Office,
ISD and Planning
Office.
INTRACK
*Student
Administration
Student Systems
Support Office,
ISD and
International
Office.
OLE (Online
Enrolment)
*Student
Administration
Student Systems
Support Office,
Registry Offices,
ISD, Finance and
Planning Offices.
OLG (Online
Graduation)
*Student
Administration
Student Systems
Student Administration Strategic Plan
Integration of CRM
with Banner Student
Records System,
across all areas of
Registry,
Examinations
provision.
Maintenance and
testing of Student
Administration and
related systems on
an ongoing basis as
required for
mandatory upgrade
and to meet statutory
requirements and
specifications of
HESA and HESES.
Establish and test
mandatory changes
to UKVI data to
ensure that all
statutory
requirements,
regulations and
information required
by UKVI is provided
and compliant in
order to maintain
Ulster licence.
Update InTrack
changes for each
year as required.
Maintenance and
enhancement of the
Student
Administration On
Line Enrolment
system on an
ongoing basis for
required changes,
developments and
enhancements to
meet user needs,
and testing to assure
the integrity of the
functionality.
Maintenance and
enhancement of the
Student
Maintenance,
support and user
training throughout
year, HESA and
HESES upgrade
specifically carried
out annually in
October prior to
annual census date.
Maintenance,
support, user training
and engagement
with focus groups
throughout year,
InTrack upgrade
specifically carried
out from September
onwards.
OLE change
specifications agreed
in November to
ensure timely update
and full testing prior
to opening of OLE in
early August.
Management of
annual changes and
system support at
high demand times.
(Nov and August)
Continuous
maintenance and
timely upgrade and
Page 26
Support Office,
Registry Offices,
ISD, Alumni and
Planning Offices.
Examinations
Developments
and
Enhancements
*Student
Administration
Student Systems
Support Office,
Examinations
Offices, ISD.
Research
Project
*ISD, Student
Administration
Student Systems
Support Office,
Research Office.
*Student
Administration
Student Systems
Support Office,
Registry Offices,
ISD,
De-registration
Process
Student
Record
Amendment
Form
*Student
Administration
Student Systems
Support Office,
Registry Offices,
ISD,
Student Administration Strategic Plan
Administration On
Line Graduation
system on an
ongoing basis for
required changes,
developments and
enhancements to
meet user needs,
and testing to assure
the integrity of the
functionality.
Maintenance and
enhancement of the
Examinations and
External Examiner
systems and reports
on an ongoing basis
for required
changes,
developments and
enhancements to
meet user needs,
and testing to assure
the integrity of the
functionality.
Migration and full
integration of
Research Office
information into
Banner.
Maintenance and
enhancement of the
Deregistration
system to meet user
needs and to
incorporate the
addition of Leave of
Absence
submissions.
Production of reports
for management
information.
Maintenance and
enhancement of the
current SRAF
provision to meet
user needs, amend
as appropriate and
provide online
full testing prior to
opening of OLG
system in November
and February.
Management of
annual changes and
system support at
high demand times.
(Oct - Nov and Feb April)
Maintenance,
support and user
training throughout
year, in advance of
each Examinations
cycle, ie prior to
January Semester 1
examinations, prior
to May semester 2
examinations and
prior to August resit
period.
Work currently
underway in this
development.
Maintenance and
support of system,
annual update and
verification of policy
and related
information in
Student Guide and
web for users, in
advance of early
August opening of
OLE.
Annual review of the
forms and format
based on user and
academic feedback,
in advance of
Registration period
in September.
Page 27
Direct Entry
Applications
for Partner
Institutions
*Student
Administration
Student Systems
Support Office,
Registry Offices,
ISD, International
Office.
Students’
Union
Elections
Project
Student
Administration
Student Systems
Support Office,
*Students Union.
FACES
Project
Student
Administration
Student Systems
Support Office,
ISD, *Faculty of
Computing and
Engineering.
versions of the
forms.
Development and
testing of a new
application type for
FT UG applicants
from Partner
Institutions and
document upload
facility.
Development of
facility through
Banner Student
Records System to
allow for the
provision of
communications to
full student body
regarding SU
elections.
Development of a
means of extracting
and using student
photographs as
captured at
registration and held
in Banner Student
Records System.
Ad hoc review of
specific application
type and
developments
undertaken to
facilitate
International Office
requirements.
Further
enhancements to the
online application
system undertaken
in conjunction with
On Line Direct Entry
Application Review.
Annual maintenance
and update of
systems based on
Student Union
needs, prior to
annual Student
Union elections.
Annual maintenance
and update of
system based on
user needs to ensure
update is available
from registration
period onwards and
particularly at
examination periods.
Addition of student
photographs to
Student Marks
Profile, for use by
Studies Advisors,
Course Directors
and Module
Coordinators.
Potential
investigation of
further academic
uses.
Student Administration Strategic Plan
Page 28
ACVAX and
OES archive
and
Impromptu
Student
Administration
Student Systems
Support Office,
Registry Offices,
Examinations
Offices, *ISD.
Migration of all older
information
contained in ACVAX,
OES and Impromptu
into Cognos
reporting
environment.
Work currently
underway in this
development.
*Denotes lead functional area.
Student Administration Strategic Plan
Page 29
STUDENT ADMINISTRATION SUPPORT FOR THE STUDENT LIFE CYCLE
KEY STAKEHOLDERS
Finance, Learning and Teaching, International Office, ISD, Planning, Research, Student Support
Pre-application
Co-ordination of
UCAS system,
entry profiles,
standard offer
library.
Facilitation of
UCAS
communications
to applicants.
Application
Registration
Administrative
procedures for
admission of all
application types to
Ulster. (UCAS &
Direct Entry
applicants,
associate students in
partner institutions
and degree link
courses in regional
colleges.)
Service provision to
staff & students on all
campuses incl
counter service.
During Study
Policies &
Procedures
Maintenance of student
records.
Student Guide
Report provision to
ELB, LEA, DSA, PTG1
Admissions Policy
Registration &
enrolment incl OLE &
ID cards.
Management of
bursaries &
scholarships.
Guidelines for
admissions and
OLE.
Co-ordination of
Induction and
Registration sessions
on campuses.
Management of
registration files
Payment of loans and
grants.
Examinations
procedures &
guideline
Registration support
for Faculties,
International and
Research office.
Management of
attendance files &
change of
circumstances to ELB.
Development of
operations &
procedures as
required.
Examinations
Graduation
Examinations,
recording marks,
results for BOE,
processing &
publishing.
Assessment &
results
documentation.
Problem solving
EGB & Banner
related issues.
Examination
timetabling
software & coordination of
upgrades.
Graduation
preparation &
organisation
including OLG.
Provision of
parchments
transcripts &
HEAR.
External
Examiners
database.
Banner Student System Support and Module Database.
Business analysis provision & support for strategic core business of Ulster. Strategic links to key users of core systems, ISD, HR, Finance. Business intelligence reporting. Development
& maintenance of Student Records system and Information systems. Provision of specialist reporting, advice, training & support to end users incl guidance docs.
Manage & develop core module database to support all courses. Collection input and checking of module related data. Dissemination of relevant module information to staff. Develop &
update Student Administration website and ensure accuracy of Dept info on Corporate pages .
Student Administration Strategic Plan
Page 30