The Student Enrolment Project at the University of Durham

The Student Enrolment Project at the University of Durham

Presented by:Joanne Elliott (Unisys Ltd), Leigh Sykes (University of Durham)

January 2009

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AimsTo provide background information on the project to move Durham to an online enrolment system from a paper-based process

To describe the work undertaken by Unisys Ltd to meet the University’s requirements and to make best use of the OENR

To details learning points from the project so far

To detail future development priorities

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Background Following extensive consultation with stakeholders it was established

that the University’s existing registration process was not fit for purpose, since it did not provide a positive student experience and did not meet the University strategic aim to ‘use its resources effectively and efficiently’

It was therefore agreed that a new enrolment and registration system was required in order to move away from the process described as ‘paper-based and resource intensive’ and to improve the student experience of this ‘chaotic’ process

Since the registration process is business critical for the University, the project was considered very high risk and thus it was decided that the process should be re-engineered into separate enrolment and module registration processes

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Background Cont’d It was agreed that this project was the highest priority Pan-University

project taking place at the time Funding of £1.1 million was approved by the University Executive

Committee in June 2007 A technical specification for a new online enrolment system was

delivered by Unisys Ltd in October 2007 Implementation of this design commenced in November 2007, which

meant that we were able to take advantage of the introduction of the SSEN (introduced Summer 2007)

Total development, testing and implementation time was approximately six months

The new online system went live on 12th May 2008. More than 15000 students have used the facility this year.

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Project MilestonesSolutions Option Paper February 2007Technical Proposal October 2007Technical Design & Detailed Web Page Design November 2007Development Phase November 2007 – February 2008Testing Phase February 2008 – April 2008Implement Software May 2008

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Project RequirementsThe University outlined the following high-level requirements for the Student Enrolment System (SES):

• Transparency to end-users: The student should be able to access the enrolment processes by logging into DUO (Durham University Online - networked Learning Environment for students, using Blackboard software) and preferably with no additional sign on from the point of logging into that facility.

• Clear status of the enrolment process: There should be a checklist facility to clearly indicate to the students which areas of enrolment they have / have not completed.

• Approval/monitoring/reporting: – There should be functionality enabling required data for each student to be collected /

confirmed as having been checked or amended by the student. – A new student’s identification must be verified by a member of staff and this must be

recorded. – There should be a provision of management reporting.

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Process DefinitionEnrolment - Definition

The process by which a student confirms their intention to join or return to an institution to follow a programme of study.

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Unisys Project Approach• The approach taken was to implement the Student Enrolment

system (SES) on to the current Banner infrastructure.

• SGHE enrolment model: A template for online enrolment, OENR, was released by SGHE, however a complete bespoke set of pages were developed using the SSEN and PRGN toolboxes:

– SGHE web development toolbox: Unisys implemented the Self-Service Engine (SSEN) as a solution for Enrolment along with bespoke developments to meet the additional requirements of the University.

– SGHE rule based processing toolbox: Unisys implemented the Process Rules Engine (PRGN) to process entered data and write it back to the person and student area of the database. Also to keep an audit and facilitate reporting.

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Unisys Project Approach

The key advantages for using SSEN/PRGN were; • the speed for developing the web pages, • the automatic provision of the checklist facility, • and the direct links to the Banner data.

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Unisys Project ApproachThe SSEN toolbox was used to generate Banner Self-Service web pages for displaying and gathering enrolment data .

The series of generic Banner forms were used to configure the web pages using the Process Rules Engine in Banner to collate data and write it back to the person and student area of the database.

The web pages were built up from a series of elements (fields etc) and were gathered together under the umbrella of a tick-box menu, which display a student’s progress through the required elements of online enrolment.

Processes were defined for each student type and stage, for example, undergraduate enrolment and postgraduate enrolment.

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Meeting Project RequirementsSingle Sign On

• A student gains access to the online process at the point they have an active student record (status code ‘AS’) and when they have been provided with their ITS logon credentials.

• A link to the enrolment system is available via DUO and provides a seamless login process between the DUO and SES systems.

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Meeting Project RequirementsChecklist of Stages

A checklist page is displayed to guide students through the web based processes. This checklist clearly indicates which areas have and which areas have not yet been completed by the student.

The checklist items for a student are:

Enrolment Verification Module Registration

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Meeting Project RequirementsEnrolment Stage

Web pages are available for the student to enter or confirm their personal details, for example address information and sponsor details. Personal information data fields are split across several web pages.This functionality also includes;• The addition of Quick Address functionality for amendments on UK

Addresses.• A file upload process to upload photographs• A process for handling the upload of photographs. Photographs are

stored inside tables in the Student database and these are used to produce the student’s campus card before they arrive.

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Meeting Project RequirementsConfirmation Processes

A new student’s identity is confirmed by the University as part of the Enrolment process.

Functionality is available to allow the University to record the verification of a student’s identity against proof of identity documents.

The students is provided with a web page to allow them to view that this stage of the process is complete.

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Meeting Project RequirementsWeb for Faculty – Department and College

Web pages are available to confirm the following is complete:• Student Verification of Identity • Campus Card has been distributed to the student.

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Meeting Project RequirementsProcess Completion

Once a student has completed all stages of the enrolment process they will be provided with a facility to;

• View their Personal Details• Update their Permanent Address• Update their Term-Time Address• Update their Emergency Contact Details

Once all the stages are marked as complete on the checklist screen, a student has the status of RE against his/her student record. Students are granted access to the Library (via campus card) once they are enrolled and identity verified.

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Meeting Project RequirementsLook and Feel

The University style sheet was applied to the SES web pages.

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Meeting Project RequirementsInterfaces to Other Systems The SES interfaces with the following systems:

DUND Interface - ITS application used to maintain user details for all Durham IT users A process to improve the efficiency of data transfers between Banner and DUND has been developed.

Interface with the Fees Generation & Invoicing Processes A bespoke process for calculating an individual’s fees will be developed for full-time students.

Photograph Interface with the Campus Card SystemPhotograph are made available to DUND via a database link, then transferred to the Campus Card System

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The New ProcessWhat information needs to be in place in Banner for online enrolment to take place for new students?

A student record needs to be in place This is created when the student is finally accepted and the

decision code FA / IA is added to their record by UG Admissions or Graduate School.

The student’s ITS account is created the following day.

The student is sent an email with their IT account access information and is invited to complete online enrolment once the system is open to them, 56 days before their start date.

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The New ProcessHandling Different Student Types

The following instances where students are handled in a different way within the SES, are as follows;

Enrolment/Re-Enrolment The data items to be confirmed and edited vary depending on whether a student is a new or continuing student

Fee Calculation Depending on whether a student is full or part-time, the fee calculation and displaying of fees differs. For part-time students, the display of fees is not possible without registration being completed for these students. Instead of displaying and prompting for fee details, an appropriate message is displayed to indicate that fee cannot be provided

Campus Card CollectionCollection of campus card issued flag is not required for DL students as not all of these students need cards

Verification of IdentityFor continuing students this is not required

Dates of Enrolment Timings of enrolment are different depending on a student’s programme of study. The commencement date is used to determine timings of enrolment for a new student. All students have the same timings for re-enrolment except for DL students. DL students have multiple start points and the system is available all year round for enrolment / re-enrolment.

International Office Data The international office data web page is only be displayed for Overseas students determined by the residency status of the student for the effective term.

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The New ProcessPhotograph PageA student is not be permitted to upload a photograph if they have exceeded the maximum number of upload attempts. This limit is set to 3.

Students are not be permitted to upload photographs if the current date exceeds the cut off date for submitting photographs. This cut-off date is 12 days prior to the commencement date.

The ‘Upload Photo’ file browse item allows only valid image file extensions, ie. GIF, JPG, JPEG, TIF, TIFF, BMP.

On upload of a photograph, the image file will be converted to JPG format and resized appropriately for the Campus Cards system. Should any errors occur during this process the student will be asked to upload a valid image file.

Photographs are held as ‘BLOB’ data types within the database.

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The New ProcessProcess Complete – Reminders / Revoking Access

Email reminders will be sent to students to highlight incomplete processes and to prompt them to complete the process or they may lose their IT access.

ITS Access will be revoked to Basic if the process is not complete 14 days after the student’s commencement date.

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The New ProcessEnrolment Open / Close – Override

In order to work around an instance whereby a student requires to enrol when enrolment is closed, the Enrolment Closure Override attribute ‘OVER’ is set against a student. SPA can set this attribute if a student needs to enrol but enrolment has closed for them.

If this attribute exists for a student the Enrolment System will override the check on open/close dates and allow the student access to enrol.

Once a student has completed enrolment, the attribute can be manually removed via the form.

The ‘OVER’ attribute is added/ removed using the Banner form SGASADD.

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Supporting the New ProcessStaff Enrolment Pages

An on-line facility for staff has been developed to allow for relevant data checking and confirmation, and is available via DUO. The system audits the member of staff completing the checking and confirmation processes.

The staff page will provide a link to the following web pages: Student Enrolment Details College / Department Students Photograph Validation Enrol on behalf of a Student

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Supporting the New ProcessAudit Information

A bespoke table to capture audit information was developed.

This stores the following tracking data: the date that each section (e.g. enrolment, verification etc) of the whole process

has been completed, dates that e-mails have been sent to individuals, flags for incorrect data

This allowed support staff to identify which elements of the process hadbeen completed by each individual student and when, as well as to confirm whether e-mails had already been sent.

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Supporting the New ProcessSupporting Problems

Students who are having problems with the enrolment system or process, are directed to the IT Service Desk.

Students and Staff can contact the IT Service Desk via the Comments and Questions form link found at the bottom of all the web pages.

Or, via the email address which is [email protected]

Or, ITS can also be contacted by personal visits.

Frequently Asked Questions (FAQs) are available from the web pages. FAQs are used by students

to obtain answers to any queries they may have relating to the enrolment process.

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Developing Online EnrolmentUsing the SSEN toolbox

The following items have been configured to meet the University’s Requirements via the SSEN set-up options.

Labels Select Lists Links Checklist web pages

Configuration has been carried out of the drop down selection lists for fields such as Ethnicity and Disability codes, as these all need to be selected from the HESA validated lists.

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Developing Online EnrolmentExplanatory Text

On each web page the following text has been added;

• Page Header Text: this is the text that is displayed at the top of the page • Page Title Text: this is the title that will appear in the window bar • Text Object: this is the text on the web page. It is possible to enter HTML

tags directly into the value field for the Text property. Text objects are associated with sections or forms.

• Data Item Label: this is the text that will be displayed for the data item on the web page.

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Developing Online EnrolmentSelect Lists

Some examples of Select Lists used within the SES;Marital StatusSTVMRTLCountry of Nationality SKVSSDTEthnic Origin STVETHNDisability Information STVMEDIDisability Allowance SKVSSDTTerm Time Accommodation Type SKBHINSEmergency contact relationship STVRELT

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Developing Online EnrolmentLinks

Links have been used extensively throughout the SES.

Link objects are available within the SSEN to use within a web page; these insert a link on the web page.

Page Set Links

Both SSEN Page Links and Link URLs (using Redirect URLs / Process Rules) are used within Page Sets to determine which page is displayed.

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Developing Online EnrolmentBusiness Rule Processes - the PRGN toolbox is used to build business rules:

Business rules are used as follows;

• To determine which pages to direct a student to in the SES • To determine the status a student should receive after completing each

stage of the SEP process.

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Developing Online EnrolmentStudent Web Page Mappings

INST_HOLD

INST_COMP

INST

OENR Link

MAIN_NEW

MAIN_CONT

ENROL_HOME_NEW

ENROL_HOME_CONT

ENROL_OVER_NEW

ENROL_OVER_CONT

PERS1

PERS2

ADDR

FINL

IMAG

RULE

ENRL_CONF

VRFY

REG

STU_UPDATE

STU_VIEW

Student with holds

Continuing Student

Student ‘RE’

status

Student not ‘RE’ status

New Student

New Home Student

Continuing Overseas Student

New Overseas Student

Continuing Home

Student

REG

PERS1

PERS2

ADDR

FINL

ENRL_CONF_ERR INTL

PERS1

PERS2

ADDR

FINL

Not enrolledEnrolled

INTL

PERS1

PERS2

ADDR

FINL

IMAG

RULE_ERR

Enrolled Data

complete

Enrolled Data not complete

‘EN’ status

‘EN’ status

Not ‘EN’ status

Not ‘EN’ status

EMRGEMRG

EMRG

EMRG

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Developing Online EnrolmentStaff Web Page Mappings

OENR Link

STF_COLLDEPT

STF_BANNER_ID

STF_PHOTO

STF_MENU

STF_PERM

STF_STU

STF_TT

STF_EM

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Developing Online EnrolmentPage Sets within Page Sets

Checklist Page Enrolment

Verification Programme & Module Registration

Enrolment Personal Details 1 Personal Details 2 Address Information Emergency Contact Photograph International Office Data Financial Information Confirm data, Rules & Regulations

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Developing Online EnrolmentUsing the PRGN toolbox to display different data according to student type, e.g. new/continuing

Following techniques have been used;

Variants of a page and use dynamic re-direction (using Process Rules) to automatically direct students to the appropriate pages

Include additional conditions i.e. student type, in the select statement of the Data Object or Select Lists

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Developing Online EnrolmentPage Updates

Using In-Line Views with the SSEN toolbox;

Page object is created in GKASPAG Database table is created with a name matching the page name and with columns for

all updateable fields Database view is created with a name also matching the page name Trigger (instead of insert/update) is created on the database view Process Rule Set is created in GKRPRST, to auto populate GKRPWRK Process Rule is created in GKRRSQL, to select data from GKRPWRK Map columns in GKRPRCT; define the view columns to insert the data into the view Code within the trigger on the view for validation and data updates

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How the processing works;

>Page is complete and submitted by the student>Data is removed from the underlying table>Data is inserted into the view>Trigger is executed>Validation code is invoked>If data passes validation then Banner tables are updated>If data fails validation then populate the table and re-display the data back to the student

N.B. we use a timestamp on the table so only displays data within a certain timeframe

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Main reason for using In-Line Views;

Updating more than one table from one page with several data items displayed on it

Retaining data entered when page validation fails Ability to test updates by inserting data directly into the views rather than via

the front end

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The Student Enrolment System

Now lets take a look at some of the key sections of the SES…

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Staff & Students Login via DUO

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Open the SES

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Students are logged into the Student Enrolment System and asked to click on the link to continue.

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Process Checklist items for New students.

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Process Checklist items for Continuing students.

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The Student Enrolment SystemPhotograph Page

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At this stage, Confirm Data, Rules & Regulations page can be completed.

If however all check boxes are not checked the user will be taken to the Confirm Data, Rules & Regulations Error web page and requested to complete all of the enrolment sections.

Student can then Confirm Enrolment

Enrolment Checklist Page

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The Student Enrolment SystemConfirmation Enrolment Complete Page

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Enrolment is marked as complete on the Process Checklist Page

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Learning Points - General Business processes can never be ‘too defined’ and making sure

that they are accurate and understood is the foundation of any project of this nature

The impact of different cultures within the project was extensive and often detrimental

Communication issues were often highlighted as problematic between the different stakeholders

Obtaining buy in from all of the disparate stakeholders was often extremely difficult

The project successfully implemented a new online system despite this

The University’s method of resourcing the project did not assist the project in working towards a successful implementation

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Learning Points - General Cont’d

The issues that the project team and other staff testers were concerned about were not the ones that end users were concerned about

Undertaking a project of this size while also addressing the new HESA return may have been a miscalculation in terms of the resource required for each

Implementation resource was not defined in enough detail, and so some stakeholders felt un-supported

Success was achieved based on the goodwill and determination of the project team and some key stakeholders

The benefits of the new process are becoming much more apparent as time goes on e.g. the student records team has completed many processes relating to registration 3-4 weeks in advance of in previous years

Students have welcomed the new process and have been very complimentary about the online functionality

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Learning Points - The Development Tools The specific project requirements of Durham meant that the use of the SSEN toolbox was

adapted to a complex process rather than the process being adapted to the tool Using the SSEN toolbox meant that Unisys had a structured approach to developing web pages

when a team of 3 or more developers were involved The SSEN toolbox had certain advantages including; ability to place different types of data items

on a page, the automatic provision of the checklist facility, and the direct links to the Banner data The process rules engine allowed the use of dynamic links to web pages according to the defined

business rules The SSEN toolbox met the requirement to have page sets within pages sets, so Unisys were

able to develop an enrolment checklist within the main process checklist page The file upload process worked very well for photographs The use of Quick Address functionality for amending UK Addresses assisted in improving the

quality of address data Being able to apply the University style sheet meant that the look and feel of the system fits well

with the University’s standards for web page development

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Development time was slightly extended while developers required a couple of days to familiarize themselves with the SSEN/PRGN toolboxes , however this knowledge is now in place for future development projects

The standard tool will only allow updates to one table from within one page, therefore a work around was required

Data was not retained and displayed back to the student when validation failed however, we were able to provide a solution to this

Data items cannot be conditionally updateable or read only, however we met this requirement by either developing different pages for different student types, or tailoring the select statements by building in extra conditions

Radio buttons cannot be used for data updates and are designed for record selection only, thus, select lists were used as an alternative

Learning Points - The Development Tools Cont’d

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Future Development1. Embedding the current processes must take priority at the moment

2. Communication processes are to be reviewed and updated in advance of the next enrolment and registration period

3. Further enhancements of the functionality are being developed for May 2009

4. Consultation regarding the Module registration system has been carried out, and a technical proposal is due to be provided by July 2009

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Any Questions?

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The Student Enrolment SysteOther key sections of the SES are as follows:

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Comments and Questions form

Select the Programme and click on ‘Continue’.

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Enrolment checklist items for Home NEW students.

Enrolment checklist items for Home CONTINUING students.

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Enrolment checklist items for Overseas NEW students.

Enrolment checklist items for Overseas CONTINUING students.

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The Student Enrolment SystemPersonal Details 1 Page

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The Student Enrolment SystemAddress Page

For both Permanent and Term time addresses that are in the UK, the student has the option to use the QuickAddress buttons provided to retrieve their address accurately.

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The Student Enrolment SystemEmergency Contact Page

QuickAddress Button

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Financial Information Page

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International Office Page

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The Student Enrolment SystemVerification Page

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Programme & Module Registration Page

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Student has completed all stages.

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Once the process is complete the student is able to update their address information.

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Staff enrolment Web pages

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College / Department Page

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College / Department Page

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Student Enrolment Details Page

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Update Student Enrolment Details

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The Student Enrolment SystemStudent Enrolment Details Page

Identity Verified & Card Issued

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The Student Enrolment SystemUpdate Student Permanent Address Details

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Enrol on behalf of a Student

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Enter the Banner ID and PIN of the student you are enrolling on behalf of.

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Photo Validation

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Staff Validate Photographs

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The Student Enrolment Project at the University of Durham

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