SITS Development Training

Report
SITS Development Training
Introduction to Student Processes
and Systems
Course Aims and Objectives
The course will help you to understand:
• the student lifecycle at YSJ and where different
department roles fit within it;
• the student records system, including e:Vision, what to
use it for and how to find your way around it;
• tips on quick navigation and the best ways to find
information;
• the key student records screens and the links between
them;
• how courses and modules are setup;
• university reporting and what is available (e:Vision);
The Student Lifecycle
Curriculum Data
Courses and modules are setup and
offered to prospective students
Awards and Graduation
Pre-Enrolment
Student award is calculated and
invited to/attends graduation
ceremony
Prospective student enquires
about/applies for a course
The
Student Process
Lifecycle
Change in Student
Circumstance
Student changes plans due to
change in circumstances
Assessment and
Progression
Enrolment
Student enrols on their chosen
course
Student Financial Support
Student pays their fees and/or
applies for help
Student completes
assignments/takes exams and
progresses if successful
Timetabling
Student gets their timetable based
on their modules
Module Selection
Student is allocated core modules
and selects elective/optional
modules
The Student Management System
YSJ University uses SITS (Strategic Information Technology Services) as
its corporate student management system. SITS is produced by Tribal
Technology and manages student administrative processes from initial
enquiry and application through to graduation and alumni.
The SITS database
• has several hundred tables to hold information about students and
academic processes;
• acts as the central point of information on students and their
qualifications, and integrates with supporting applications such as finance
systems, timetable systems, library systems, accommodation systems and
virtual learning environments;
• Is currently maintained by Registry with support from ILS;
• is continuously being improved and developed to support new reporting
requirements and administrative processes;
• has a client interface referred to as SITS:Vision or simply SITS, and a web
interface referred to as e:Vision;
What is SITS used for at YSJ
• admissions processing for all courses;
• production of online enrolment and recording of student
enrolments and personal details;
• control of students access to IT systems: email, library, Evision,
Moodle;
• recording fees and billing;
• reporting to external agencies such as HESA, HEFCE and NCTL;
• recording and tracking students modules/programmes of study;
• recoding and tracking research students progress;
• assessment processing and production of certificates;
• answering student queries;
• day to day course management;
What is in SITS
SITS is a modular system and breaks down into a number of areas:
• MENSYS (MEN) - Menu system
– System and User Administration
– Standard Reports and Letters
– Misc Menu options e.g. Quick Analysis
•
Admissions (MAS - Marketing and Admissions System)
– Enquiries
– Admissions (UG and PG)
– Interviews and Open Days
•
Students (SRS - Student Records System)
–
–
–
–
–
–
–
•
Student Records and Enrolment
Course Management
Placements
Research Student Management
Student Finance and Student Funding
Statutory Reporting
Degree Ceremony Management
Programmes (CAMS - Credit Accumulation Management System)
– Module Management
– Examinations and Assessments
•
Publishing (IPP - Institution Published Programmes)
– Web Publishing
•
e:Vision
– Web Interface for both Staff and Students
Access and Navigation
Accessing SITS
The SITS and e:Vision links are available on the website
SITS Main Menu
Screen Layout and Navigation
Menu Bar
Programme name
User details and date
Screen details
Number of records retrieved
Right click on a field to display
field options including
wildcards
Double click on a field to view
options (except Student no),
double click again to select it
Toolbar icons
Toolbar Icons
some options eg Store,
Add Record will
depend on your
permissions
Main Data Screens
What do we need to know?
Student
• Record of an individual
•a single record follows the
individual through from
applicant to student and onto
Alumni
•contains contact details,
demographic data
STU
Full Student Details
Course
Progress
SCJ
Student Course Join
• Record of a student
starting their course
•Students have an SCJ record for
each course
•fundamentally about HESA
reporting -a single HESA instance
•maybe multiple SCJs if the
course is revalidated and
current students join the new
version or the student changes
course (transfer students)
• Record of a student’s
enrolment in a given
academic year
•a new record is created for
each academic year inc.
periods of non-attendance eg
timeout
•updated from the enrolment
task and system defaults
SCE
Student Course Enrolment
Modules
& Results
SPR
Student Programme Route
• Record of a student’s
academic progress
•gives access to the Student
Module Taking (SMO) screen
used by systems such as
Blackboard and Timetabling
•also gives access to student
results via the Student
Module Result Status (SMR)
screen
Basic Student Data Screens
SCJ
• Record of an individual
•a single record follows the
individual through from
applicant to student and onto
Alumni
•contains contact details,
demographic data
STU
Full Student Details
Student Course Join
• Record of a student
starting their course
•Students have an SCJ record for
each course
•fundamentally about HESA
reporting -a single HESA instance
•maybe multiple SCJs if the
course is revalidated and
current students join the new
version or the student changes
course
SPR
• Record of a student’s
enrolment in a given
academic year
•a new record is created for
each academic year inc.
periods of non-attendance eg
timeout
•updated from the enrolment
task and system defaults
SCE
Student Programme Route
• Record of a student’s
academic progress
•gives access to the Student
Module Taking (SMO) screen
used by systems such as
Blackboard and Timetabling
•also gives access to student
results via the Student Module
Result Status (SMR) screen
Student Course Enrolment
Supported by departmental and faculty processes and procedures
Other useful screens - QSV
The Quick Student View (QSV) screen is similar to STU but QSV has details of the
course and a photograph displayed on screen. This screen is useful for a summary of
enrolment records. You can access STU, SCJ, SCE and SPR from QSV.
The Student Number
The Student number is 9 digits long and is a quick and easy way of
retrieving information about a student.
The first two digits indicate the year in which the student started with
us eg 130101010 would mean they started with us in 2013/4.
On some screens the student number is followed by a / indicating
there may be more than one record eg.
Full Student Details (STU)
- 130101010
Student Course Join (SCJ)
- 130101010 /2
Student Course Enrolment (SCE) - 130101010 /3
Student Programme Route (SPR) - 130101010 /1
The STU Screen
Useful search fields
include:
• Student number
• Surname
• Date of Birth (DOB)
• Gender
• Home Address
If searching for an
address click Apply
before selecting Retrieve
on the main screen
Other useful fields:
• Teacher T. ref (e.g
PGCE)
• Home/Oseas
• Fee Status
• Report Fields
Other useful information:
• The ‘View Image’ button displays the photo of
the student which is viewable on QSV
• You can access the following screens from STU
by going to ‘other’ on the main menu bar:
• SCJ (Course Join)
• SPR (SPR Details)
The SCJ Screen
The SCJ screen shows details of a student joining a course. There can be more
than one record if the student has completed another course, changed
courses or the course has been revalidated.
Things to look out for on SCJ:
• Entry Year
• Student Join Code ( / record)
• Course Code
• Start and Expected End Date
• Highest Qualification on Entry (HESA looks at SCJ not STU)
Student Course Enrolment (SCE) Screen
The SCE screen shows details for a student enrolling on a course for a specific
academic year plus data on fees and progression. There is usually one record
for each year that the student has enrolled.
• Enrolment emails are sent from SCE;
• SCE record is good for checking enrolment status . Examples of search
criteria would include year, course code, route
• Can retrieve number of students on a course from SCE. Ensure course
block is used in the criteria
• Holds dates for intercalating students;
Course Details (CRS) Screen
The CRS screen shows details of the course, including the start and end dates. This is
especially important if the course has recently been revalidated.
If you are searching for a course
but do not know the exact title
you can click on the Course Code
field on a blank CRS screen and
use the Select function to
narrow down your search.
Student Programme Route (SPR Screen)
The SPR screen shows the student’s assessment records and gives access to
other useful information such as the module results. There can be more than
one record if the student has already completed a course.
The Student Module Taking (SMO) and Student Module Results Status (SMR)
screens show the student’s module records for all levels of their course.
These screens can both be accessed from SPR by going to ‘other’ – ‘module ‘
– ‘Taking’ or ‘Results’
Other useful screens - HUB
The Student Look-up (HUB) screen provides a quick view of the data relating to a
student. It’s a display only screen providing information in list format about SCJ, SCE,
SPR and RDS.
STU Information
SCJ
SPR
SCE
RDS (Research Students)
Fee Information
Other useful screens - STUT
The Student Details Tab (STUT) provides a tab screen view of the Student (STU)
record. This is useful to search for student by email address when you do not have
name/student ID details.
What can you do?
Faculty Administrators should be using SITS client for information
purposes only, with a few exceptions which are:
• Setting up a student record for courses administered by the
Faculty;
• Adding modules to a student record – this should not be done
for UG programmes as these are driven by Module Diets.
– Administrators can swap a module but not delete a module from a
students record
– Modules should not be added to a ‘dead’ record i.e DNA students (this
is where the correct SCJ record is important
• Send emails, texts and print letters
• e:Vision should be used to:
– add module marks
– add academic tutors
Standard Report/Letter (SRL)
Correspondence can be sent to students in email, text or letter format. These forms
of correspondence are set up in the SRL screen but should be generated from the
appropriate screen i.e SCE as detailed in the ‘letter group’ field.
This email is generated from
the STU screen.
Letter type confirms the
type of correspondence, i.e
email, letter, text.
The ‘In Use?’ button
confirms is an SRL is still
being used.
Text within an SRL can be
edited and stored (F6) with
the changes taking
immediate effect. Where
the SRL is being populated
by specific fields in SITS this
is more complicated and
should be dealt with by
Registry.
Generated Letters (VGL)
The VGL screen shows all the correspondence that has been sent to a student. By
retrieving the students record and going to ‘current’ – ‘view GSL records’ you can
check if something has been sent i.e the enrolment email.
Check there is an
email address it’s
been sent to
Always ‘reprint’ a
letter rather then
generate it again
so as not to have
duplicate records.
If there is a 0 in
the printed box
this suggests the
email/letter has
failed to send
Useful information (SITS demonstration)
• How to retrieve a group of students i.e by
course, module
• How to export this data
• How to sort data retrieved
• How to do a quick analysis of a given field i.e
enrolment status
• How to run a module diet
Reporting / e:Vision
Demonstration
Questions ???

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