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

M

Tu

W

Th

F

M

Tu

W

Th

F

M

Tu

W

Th

F

M

Tu

W

Th

F

M

Tu

W

Th

F

M

Tu

W

Th

F

M

Tu

W

Th

F

68032 Lec

48001 Lec 48210 Tut

35001 Tut

48001 Lab

68032 Lab

35001 Lec

48210 Lec

0900

1000

1100

1200

1300

1400

1500

1600

1700

0800

Mon Tue FriThWed

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)

6

6

6

6

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6

6

24

24

6

o 18

6

6

6

6

OLD STRUCTURE

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6

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24

6

o 18

6

6

6

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6

6

6

6

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6

o 18

6

6

6

6

6

o 1824

OLD STRUCTURE NEW STRUCTURE

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

o 1824

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

o 1824

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

6

o 1824

substitute

off plan

6

6

6

6

24

24

6

o 18

6

6

6

6

6

o 1824

6

6

6

6

6

6

6

6

24

24

6

o 18

6

6

6

6

OLD PLAN NEW PLAN

6

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