induction and registration “you never get a second chance to make a first impression” david...

INDUCTION AND REGISTRATION

“You never get a second chance to make a first impression”

David BrookfieldHead of Student Administration

The University of Liverpool

OUTLINE• Concentrating on Taught Programmes• Offer / Confirmation / Clearing /

Accommodation• “Freshers Packs”• Pre-Arrival Activities• Welcome to the University• Enrolment / Academic Registration• Financial Registration• Workshop on Planning Induction and

Registration • Questions

THE PRESENTATION• We are scheduled for 75 minutes• I certainly don’t want to talk for all that time• This is a workshop – you will have to work• The session will have been a success if it raises

more questions than it answers

CONFI RMATI ON OF PLACE

FRESHERS PACK SENT

ACCOMMODATI ON CONFI RMED

ARRI VE I N HALLS

WEDNESDAY OF

FRESHERS WEEK

HOME/ I SLANDS

PHOTOGRAPH UPLOADED

PERSONAL I NFORMATI ON ENTERED

ARRI VE I N HALLS SUNDAY OF FRESHERS

WEEK

OS/ EU

I NTERNATI ONAL FRESHERS FAI R

UNI VERSI TY I NDUCTI ON ACTI VI TI ES

DEPARTMENTAL I NDUCTI ON ACTI VI TI ES

ACADEMI C REGI STRATI ON

FI NANCI AL REGI STRATI ON

STUDY COMMENCES

OFFER / CONFIRMATION / CLEARINGThe run-up to induction and registration

• Undergraduate straightforward through UCAS• Critical dates determined by UCAS• Future changes due to PQA?• Taught Postgraduate more complex• Future influence of points based visas and

reporting system?

ACCOMMODATION BOOKINGReally the first stage in induction

• Provisional booking of accommodation at conditional offer stage, typically May/June

• Liverpool - Accommodation booked online• Student access to Spider (Banner) Student Web

using student ID and PIN• Considerable flexibility in accommodation

requests

ONLINE ACCOMMODATION BOOKING FORM

ONLINE ACCOMMODATION BOOKING FORM

ACCOMMODATION BOOKING• Accommodation confirmed and room allocated

after unconditional offer accepted (i.e. AS12 or equivalent received)

• Special arrangements for students with early start dates (e.g. students on taught postgraduate programmes with field courses prior to start.

• General trend towards students seeking accommodation in private sector – University provides support to assist such students.

FRESHERS PACKS

• Posted to all UK/Islands/EU expected entrants• E-mailed to all expected entrants

(UK/Islands/EU/Overseas)• Distribution last week of August• Further distribution daily to clearing and RPA

expected entrants• Contents always available online

FRESHERS PACK CONTENTS

• Your Registration• Your University• Your First Few Days• Computing Essentials Guide• Sports Centre Guide• Sports Centre Membership Application Form

ELECTRONIC FRESHERS PACK

ELECTRONIC FRESHERS PACK

YOUR REGISTRATION

Flow Charts and Screen Dumps of the process up to Registration

Instructions on Tuition Fee Payment including instalment plan (students should pay before arrival)

Instructions for online entry of personal details (addresses, phone numbers, emergency contact

details)Instructions for online uploading of photographs

Web links to module cataloguesFAQs

WEB BASED FEE PAYMENT

YOUR UNIVERSITY

Comprehensive document with information that students will need during their complete period of study

including:Welcome from the VC, the “Student Charter”, one page

summary of the content of “Your Registration”, Vaccinations (MMR), Student Health, Disability Students

Team, Financial Support Team, International Students Team, Counselling Service, Childcare, Mental Health

Advisory Service, Accommodation, TV Licences, Police Registration, Administrative Services (Council Tax

Student Certificates, Bank Status letters, etc), Computing, Academic Support,

Suspension/Transfer/Withdrawal, University Library, Sickness Absence, Policy on Part Time Working, Careers

and Employability Service, Personal Tutor Scheme, Guild of Students, Chaplaincies and “Faith Express”,

Prayer Room, Security, Discipline, Complaints, Health and Safety, etc.

YOUR FIRST FEW DAYS(Previously “Essentials Guide”)

Department or Programme Specific Information on Induction

• Timetable for Induction Activities• Programme Structure• Reading List• Academic Timetable•Term Dates, Assessment Dates• Additional information for Adult Learners and International Students

COMPUTING ESSENTIALS AND SPORTS CENTRE GUIDE

GUILD OF STUDENTS MAILING

Mailing from Guild of Students to all expected entrants

Address data supplied by central administration

Information on social and sports activities

Guild working closely with the University to address issues of binge

drinking and antisocial behaviour

INTERNATIONAL STUDENTS MEET AND GREET

Staff or Paid Student Helpers at Manchester Airport, Railway Station and Coach Station

Coaches from each venue to University and Halls of Residence

Opportunity for new international students to meet student helpers and each other

INTERNATIONAL FRESHERS CONFERENCE

Dedicated two day welcome event for International

Students

INTERNATIONAL FRESHERS CONFERENCE

University PresentationGuild PresentationSafety in the City

Dinner for 450 in AdelphiHealth Presentation

Helpdesk and Information Stalls

Tours of the CityPolice Registration

Adjusting to Life in the UK Presentation

TWO DAY FRESHERS ACTIVITIES

WELCOME FROM VC AND GUILD

COMPUTING/LIBRARYSTUDENT FINANCE

AND SAFETY

UNIVERSITY (CENTRAL)

DEPARTMENT

WELCOME FROM HODWELCOME FROM

STUDENT SOCIETY

INTRO TO PERSONAL TUTOR

INTRO TO COURSE

HEALTH AND SAFETY (LABS and SIMILAR?)

DIVERSITY AND EQUALITY

GUILD OF STUDENTS FRESHERS ACTIVITIES

GUILD PRESIDENT AND OFFICERS AT

INTERNATIONAL FRESHERS

GUILD OF STUDENTS

GUILD WELCOME DURING UNIVERSITY

INDUCTION

WEEKEND GUILD FRESHERS FAIR

ADDITIONAL INDUCTION ACTIVITIES FOR SPECIAL GROUPS OF STUDENTS?

• International Students (International Freshers Fair)• Adult Learners (Skills for Success)• Student with Special Needs• Erasmus and other exchange (Central Registration)• Non-Standard Start Dates (Early Registration)• Part-time• Off-Site• Internal Transfer (Depends on “magnitude” of transfer)• Recognition of student diversity and WP

ACADEMIC REGISTRATION• Online entry of addresses, telephone numbers and

emergency contact details prior to arrival• Photograph for ID card uploaded online prior to

arrival• Paper registration forms pre-printed centrally and

distributed to departments• Module, previous qualifications and disability details

checked by student. Form signed by student to confirm agreement to Ordinances, etc.

• Students required to produce qualifications if not already on form (i.e. from the EBL)

• Form signed by department to confirm registration• Entry of details on Banner triggers SAC return

AVOIDING QUEUES OF STUDENTS WITH THESE

STUDENT ADMINISTRATION CENTRE

• One Stop Shop for all student administration including fee collection

• Provides particular support for new students• Need to minimise queues during induction

period• Frequently needed documents (e.g. Council Tax

Student Certificate, Enrolment Status Letter) requested on line and posted to term time address.

• Additional “Help Centre” established elsewhere on campus for Freshers Week.

FINANCIAL REGISTRATION

Student “Financially Registered” when either:

a)Paid in full,b)Paid first instalment and set up payment plan,c) Provided Sponsors Letter (usually overseas)d)Confirmation of tuition fee loan through SSAR file

Fee payment primarily online (Debit Card, Credit Card or Online Direct Debit) although cheques and cash can be accepted through ABC system or bank

drafts directly

CONTINUING ACTION ON FEE COLLECTION

• Realistic deadlines for financial registration• Penalties that are simultaneously acceptable to

Academic Departments and to colleagues in Finance?

• Special arrangements for clearing or late applicants (tuition fee loan elsewhere)

• Need for comprehensive communications strategy

INDUCTION AND REGISTRATION AT OTHER HEIs

Online or Paper Registration?

Survey of 30 universities show almost all “register online”

(Handout)But what does this mean?

Full registration including programme, modules, etc?Collection of personal information with module

registration in Faculty or Department?

INDUCTION AND REGISTRATION AT OTHER HEIs

Enrol/Register New Students before Continuing?

ARC survey shows slightly more than half respondents (13/23) register new students

before continuing students(Handout)

However some others handle new students separately – not listed as “before” as continuing

students register online over a period

WORKSHOP

INDUCTION AND REGISTRATION AT THE UNIVERSITY OF POPPLETON

Split into 6 groups to plan the Induction and Registration Activities of this

famous University

With apologies to Laurie Taylor and the THES

INDUCTION AND REGISTRATION AT THE UNIVERSITY OF POPPLETON

• Group 1 – Printed Information (Freshers Pack)• Group 2 – Induction activities for all students• Group 3 – Online/Paper Enrolment (What

information to collect)• Group 4 – Module Registration (Online or paper,

Registry/Faculty/Department)• Group 5 – Financial Registration• Group 6 – Special Categories (e.g. International,

“Adult Learner”, Part Time, Erasmus, Special Needs, Internal Transfer, Off-Site)

INDUCTION AND REGISTRATION AT THE UNIVERSITY OF POPPLETON

WHAT ARE YOUR IDEAS?

INDUCTION AND REGISTRATION

?

INDUCTION AND REGISTRATIONDavid Brookfield