Working collaboratively to deliver transformational change

Posted by rmt22 at Oct 02, 2017 03:30 PM |
The student lifecycle change programme delivered some exciting changes in time for students arriving and starting the new term.

Every project within the programme is delivered by working with teams and services across the University, including Student and Academic Services, departmental teams, Campus Services, IT Services, the Students’ Union and current students.

During September the programme held a series of ‘What’s on the Cards – A Briefing’ sessions to tell staff about the upcoming changes for the start of term and beyond. If you weren't able to attend one of these sessions, you can view a recording on Blackboard. You may be asked for your university username and password.

Welcome, arrival, induction

Our improved online registration system meant that students arrived more prepared than they have before. The Welcome to Leicester Project also delivered a tailored arrivals process with induction support and a joined up process to make it easier than ever for students to get registered with us.

The programme worked extensively with Estates and Campus Services and teams in Student and Academic Services to join up some of the key registration and arrivals processes for students. New MyStudentRecord screens developed by IT Services, meant that staff could deal with student registration queries and complete ID checks and ‘visa checkpoints’ much quicker than we’ve been able to before. This meant thousands of students were able to collect their ID card for the first time at their halls of residence.

  • 4,500 ID Checks were completed across University halls of residence and in the Charles Wilson sports hall
  • 2,760 ‘Visa Checkpoints’ for international students were completed in the sports hall

All teams have benefited from understanding more about each other’s processes to welcome new students to the University and to their accommodation, and we’re already thinking about how this can be improved even further for future years.

More changes and improvements

The programme also made changes to some key administrative processes, delivering improvements to both students and staff.

All staff involved in delivering these processes have been trained and supported, and operational managers were trained as experts in these areas. The experts have shared spaces on Yammer to collaborate and share knowledge and expertise.

One-page guides to these processes were also produced for Personal Tutors, Course Reps and Peer Mentors.

Attendance management improvements

A revised Attendance Management Policy was launched at the start of term, with much clearer guidelines for staff and a fairer process for students.

Medical students will be trialling QR code functionality for the first time, to improve the experience in back-to-back lectures and rooms with no card reader. We’re working closely with IT Services on this and to further development the AMS system.

Transferring course

From the start of term, students have been able to apply to transfer to a different course online, moving away from the paper-based system we’ve previously used.

Our transferring course web pages have been refreshed with clear information and guidelines for students.

So far over 300 students have submitted online applications to transfer to a different course. Administrative teams in departments, Admissions, Compliance and Student Records are working closely together to turn transfer requests around and notify students of decisions and next steps. Our teams are currently taking an average of 2.5 days to do this. This is a huge improvement from previous years and we’re providing a far better experience to students because of it.

The programme plans to move this online functionality to MyStudentRecord for the 2018/19 academic year, however the current changes are already providing an improved experience for students and staff managing the process.

Mitigating circumstances

When serious or significant events affect a student’s health or personal life and result in the student being unable to attend, complete, or submit an assessment on time, the mitigating circumstances process needs to be followed.

A new Mitigating Circumstances Policy was implemented in August this year, which includes clearer criteria for a claim and the evidence that's required.

One key change for students is that they need to tell us about their mitigating circumstances before their exam or assessment takes place, unless they can evidence that their judgement was affected when they decided to attend their exam or submit their assessment.

More information is available on our refreshed mitigating circumstances web pages, which take students through the process in a clear step-by-step way.

The programme will be implementing more changes and improvements for students throughout the academic year. For further details visit their website.

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