Post on 19-Dec-2015
transcript
How should Student Management evolve?
A personal view
Original UTS vision – Enrolment 100% student self managed via web
Students should get plan on admission, enrol year by year in the subjectsthey needed then automatically graduate without the need for them to speakto anyone in administration and without anyone in administration having to lift a finger.
If the student’s or the Faculty’s circumstances changed the student’s plan wouldbe changed following consultation with the student.
Students free to expand and choose. All control via plan and requisites
Course as approved
Structure on SM
Student Study Plan
Convenient for students
Low admin overheadsHigh integrity
What performance criteria should be used to evaluate a studentself-managed enrolment system ?
Part 1: Evolution to improve performance
Student convenience
Staff administrative overheads
Part 2: Evolution to get a better return on investment
Better resource utilisation
Better integration
Structure of the presentation
Part 1: Evolution to improve performance
Student convenience
Staff administrative overheads
Part 2: Evolution to get a better return on investment
Better resource utilisation
Better integration
I am a student about to on-line enrol…..
I need all the information necessary to make the decision
The information needs to be organised for me
I need to be able to do what-if’s
I want the system to respond quickly
I want an “undo” button
I don’t want to go down blind alleys
I want to be able to put the process on hold and resume
Log-on Play Save Log-out
Log-on Un-do Play Commit Log-out
I am a student about to on-line enrol…..
I need all the information necessary to make the decision
The information needs to be organised for me
I need to be able to do what-if’s
I want the system to respond quickly
I want an “undo” button
I don’t want to go down blind alleys
I want to be able to put the process on hold and resume
Course structure
What the student must do in order to qualify for graduation(applies to all students)
Course Program
The year and semester that it is assumed the student will enrolin each component of the course
Student imprint
The choices that student has made and the subjects passed to date
Course Structure
Course Program
Student imprint
The display student sees when web enrolling
Getting the information the student needs to the student
Course structure
Course ProgramStudent imprint
Where SM is at present
Course structure can have course program information added – but only one
There is no limit to the number of course templates
No validation between structure and template
Program information ephemeral
Study Plan, Enrollable subjects, option choices in three different places
Where SM needs to be
Course structure simply defines completion rules – no program information
Course template generator that forces consistency with structure
Integrated graphic display
Vision
Structure
Validated Program Template for
Cohort
FoundationStudy Plan
Web displayfor cohort
Study Plan as seen by student
Covers display at each level of expansion
Student action
What is meant by a study package template creation tool(to ensure validity of template)
Year 1 Autumn*
Year 1 Spring
Year 2 Autumn
Course structure Course program (Autumn commencing full time)
Year 1 Autumn
Year 1 Spring
Year 2 Autumn
Course structure Course program (Autumn commencing full time)
Year 1 Autumn
Year 1 Spring
Year 2 Autumn
Course structure Course program (Autumn commencing full time)
Subjects can only be pasted into spots where requisites met
Year 1 Spring
Year 2 Autumn
Year 2 Spring
Course structure Course program (Spring commencing full time)
Year 1 Spring
Year 2 Autumn
Year 2 Spring
49265 49262 49263
49307
Course structure Recommendation (Spring commencing full time)
Combining the course completion rules and the course program ina single graphical display
Assume course with no choice, four equal loadsubjects a semester for full time students over four years
(This is just a starting example – more realistic courses will be addressed later)
The course could be displayed as an 8x4 array. Each row giving the subjects recommended for that semester ie they are offered, they will not clash, theyare free of requisite impediments and they “open” subjects that will be recommended in following semesters.
48001Legal Aspects
48002IT support
48003Theory
48004Practice
Year 1 Autumn
48005Modelling
48006Analysis
48007Case Study
48008Project
Year 1 Spring
Example for FT students commencing in Autumn
Example for PT students commencing in Autumn
48001Legal Aspects
48002IT support
48003Theory
48004Practice
Year 1 Autumn
48001Legal Aspects
48002IT support
48003Theory
48004Practice
Year 1 Spring
Year 2 Autumn
Year 2 Spring
These diagrams give information about the course structure and program but not the student’s imprint
What about student imprint?
Suppose the course involves a choice of major and has some optional subjectswhere any subject in a specified list is acceptable
Over time the display should evolve to capture choices made(this already happens in e-student – what is new is that course program Information is preserved)
Example – student doing program full time commencing in Autumn semester
48001Legal Aspects
48002IT support
Year 1 Autumn
48005Modelling
Year 1 Spring
48001Legal Aspects
48002IT support
48003Theory
48004Practice
Year 1 Autumn
48005Modelling
48006Analysis
48007Case Study
48008Project
Year 1 Spring
Science major
Economics majorArchitecture major
Stage 1: major not yet chosen
Stage 2: major chosen but not expanded
Science major chosen
Expand Choose alternative
Law major
48001Legal Aspects
48002IT support
48013Science Theory
48014Science Practice
Year 1 Autumn
48005Modelling
48016Science Analysis
49307Energy Planning
48018Science Project
Year 1 Spring
Stage 3: major expanded but option not chosen (recommended option is displayed)
Stage 4: major expanded and option chosen
48001Legal Aspects
48002IT support
48013Science Theory
48014Science Practice
Year 1 Autumn
48005Modelling
48016Science Analysis
48016Biology Case Study
48018Science Project
Year 1 Spring
Option in MAJ03946
Option in MAJ03946
So far we have covered the choice capture component in the web display seen by students of student imprint
What about progression?
Suppose expansion has taken place.
Student is give a different display for each semester of enrolment
In this presentation colour coding is used to convey status of each subjectin practice it would need to conform with useability standards.
Red: have not met requisiteGrey: Not offered that semesterYellow: Available for choosing Black: Subject has been passed or exempted
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001Communication 1
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
AUTUMNENROLMENT
Mouse hover gives extra information
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001Communication 1
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
AUTUMNENROLMENT
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001Communication 1
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
Needs 68032 Physics 1
AUTUMNENROLMENT
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
AUTUMNENROLMENT
35001AUT CITY S
68032AUT CITY S
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210AUT CITY S
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
AUTUMNENROLMENT
35001AUT CITY S
68032AUT CITY S
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210AUT CITY S
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
AUTUMNENROLMENT
35001AUT CITY S
68032AUT CITY S
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210AUT CITY S
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
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48001 Lec 48210 Tut
35001 Tut
48001 Lab
68032 Lab
35001 Lec
48210 Lec
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35001AUT CITY S
68032AUT CITY S
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210AUT CITY S
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
SPRINGENROLMENT
35001AUT CITY S
68032AUT CITY S
48102Electronics 1
48001AUT CITY S
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210AUT CITY S
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
SPRINGENROLMENT
Part 1: Evolution to improve performance
Student convenience
Staff administrative overheads
Part 2: Evolution to get a better return on investment
Better resource utilisation
Better integration
Housekeeping – maintaining data integrity
Waiver requests
Study Plan changes
Beginning (admission) and End (graduation) processes
Types of maintenance overheads
Why do study plans need to change? – a taxonomy
Faculty induced change
Faculty permission required (eg major choice)
New version of subject
Add or delete subject from options list
Structure change eg core subject substitution
Version phased out – customised transition needed
Student induced change
Choice change or transfer
Change of status eg new RPL
Substitution or additional option choice
Why do study plans need to change? – a taxonomy
Faculty induced change
Faculty permission required (eg major choice) (Design)
New version of subject (Tool)
Add or delete subject from options list (ok)
Structure change eg core subject substitution (Tool)
Version phased out – customised transition needed (Problem)
Student induced change
Choice change or transfer (Problem)
Change of status eg new RPL (Tool)
Substitution or additional option choice (Integrity issue)
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substitute
off plan
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off plan
Why do study plans need to change? – a taxonomy
Faculty induced change
Faculty permission required (eg major choice) (Design)
New version of subject (Tool)
Add or delete subject from options list (ok)
Structure change eg core subject substitution (Tool)
Version phased out – customised transition needed (Problem)
Student induced change
Choice change or transfer (Problem)
Change of status eg new RPL (Tool)
Substitution or additional option choice (Integrity issue)
Course as approved
Structure on SM
Student Study Plan
Allowing manual change to study plan destroysintegrity. Can no longerassume plan is consistentwith structure
What is needed: Study Plan stage and versioning
Draft v1:
Not yet approved. May not have sufficient credit points
Active v1:
Plan conforms with structure or is a certified variation. If inconsistent with structure approver explanation recorded on the plan
Plan remains locked until graduation. If change is required a new versionof the plan must be created initially in draft until approved.
Active v2
Part 1: Evolution to improve performance
Student convenience
Staff administrative overheads
Part 2: Evolution to get a better return on investment
Better resource utilisation
Better integration
Claim:
The information contained in study plans is a valuable resource for planning
Example:
Forecasting subject enrolments
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001Communication 1
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
Number of planned instances on study plans
Number of plans where subject is in top four*
Number of plans where subject isin a non-clashing top four list
What makes a subject attractive?
Infrequently offered, but offered in semester in question
Bottom of a long requisite train
Many subjects are released once passed
What the Faculty has recommended in its published program?
What makes an attractive subject feasible?
68032 20
35002 18
48210 18
48011 16
48001 10
48002 8
48003 6
68032 20
35002 18
48441 10
48730 8
Score Clash check
35001Mathematics 1
68032Physics 1
48102Electronics 1
48001Communication 1
48002Informatics 1
35002Mathematics 2
68933Physics 2
48103Electronics 2
48003Statistics
48200Electromagnetics 1
48210Materials 1
48220Electronics 3
48004Economics
48240Electromagnetics 2
48250Materials 2
48260Electronics 4
48221Systems 1
48011Optics 1
48201Power 1
48005Management
48261Systems 2
48251Instrumentation
48241Power 2
48006Accounting
48320Systems 3
48310Antennas
48300Control 1
48007Entrepreneurship
48350Systems 4
48340Signal Processing
48008Project
1 2 3 4 5 6 7 8 9 10 11 12 13 14 15
Cohort 1.
Semester 1
Cohort 2 Semester 1
Cohort 3
Semester 1
Cohort 1
Semester 3
Cohort 2
Semester 3
Cohort 3
Semester 3
Cohort 4
Semester
Publishedprograms
Subjectcolours
Study Plans
Requ-isites
Forecast subject enrolments
Timetable
Recommendedenrolment
combinations
Actual enrolments
Part 1: Evolution to improve performance
Student convenience
Staff administrative overheads
Part 2: Evolution to get a better return on investment
Better resource utilisation
Better integration
Student self management demands tight integration between systems
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
Student web Interface
and workflow
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
systemException handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SPlus
Allocate+
OCAP (In-house)
CIS (In-house)
E-Request (in-house)
Student system Official record of students and curriculum
Integrity
New course
approval system
Supports
approval process
Complex workflow
Publications
system
Produces any publication that uses official data
Publication layout and editing
Timetabling
system
Determines the timetable
Efficient room
scheduling
Class allocation
system
Allocates students to classes
Efficient student scheduling
Exception handling system
Supports exception handling process
Work flow
Core functionality
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
Each system augments the SS data with data of its own
Additional data that needs to be stored (timetabling
Availability pattern in future years
How a student experiences the subject (eg 1 hr lecture, 2 hr tutorial)
Week patterns for each activity type
Resource constraint (maximum class sizes)
If more than one activity type, how sequenced
If multiple classes, how distributed
Room and equipment requirements
Staff pool capable of teaching
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
SS should develop capacity to store all data needed
volatile, operationaldata remains local
Innovate at edges
Institutional difference customisation at edges
Student System
New course approval system
PublicationsSystem
Timetabling system
Classallocation
system
Exception handling system
Only when SS has functionality better than dedicated system Should dedicated system be Abandonned. In the meantime need good interfaces
Recruitbrilliant
staffLet themdo whatthey do
bestSomethingwill rub off
on the students
Education as the preserveand natural right of therich and talented
THEN
Define theoutcomes
Define thelogistics
Market
Recruit staffNeeded for
delivery
Education as a businessMarket and efficiency driven
NOW
Conclusions
Current system is an excellent foundation for development
Much could be done with student interface
Much scope for user friendly management tools
Flexibility needed to enable full exploitation of specialist function peripheral systems
Taking on additional specialist functions low priority
Active user group needed