How should Student Management evolve A personal view

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 subjects they needed then automatically graduate without the need for them to speak to 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 would be changed following consultation with the student. Students free to expand choose. All control via plan and requisites

Course as approved Structure on SM Student Study Plan

What performance criteria should be used to evaluate a student self-managed enrolment system ? Convenient for students High integrity Low admin overheads

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

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 enrol in each component of the course Student imprint The choices that student has made and the subjects passed to date

Getting the information the student needs to the student Course Structure Course Program Student imprint The display student sees when web enrolling

Course structure Student imprint Course Program

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 Student action Structure Covers display at each level of expansion Validated Program Template for Cohort Foundation Study Plan Web display for cohort Study Plan as seen by student

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 Subjects can only be pasted into spots where requisites met Course structure Course program (Autumn commencing full time)

Year 1 Spring Year 2 Autumn Year 2 Spring Course structure Course program (Spring commencing full time)

Year 1 Spring Year 2 Autumn 49307 Year 2 Spring 49265 Course structure 49262 49263 Recommendation (Spring commencing full time)

Combining the course completion rules and the course program in a single graphical display

Assume course with no choice, four equal load subjects 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 8 x 4 array. Each row giving the subjects recommended for that semester ie they are offered, they will not clash, they are free of requisite impediments and they “open” subjects that will be recommended in following semesters. Example for FT students commencing in Autumn 48001 Legal Aspects 48002 IT support 48003 Theory 48004 Practice Year 1 Autumn 48005 Modelling 48006 Analysis 48007 Case Study 48008 Project Year 1 Spring

Example for PT students commencing in Autumn 48001 Legal Aspects 48002 IT support Year 1 Autumn 48003 Theory 48004 Practice Year 1 Spring 48001 Legal Aspects 48002 IT support 48003 Theory 48004 Practice 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 subjects where 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

Stage 1: major not yet chosen 48001 Legal Aspects 48002 IT support Science major Law major 48004 Practice Year 1 Autumn 48008 Project 48003 Theory Year 1 Spring Architecture major Economics major 48005 Modelling 48006 Analysis 48007 Case Study Stage 2: major chosen but not expanded 48001 Legal Aspects Year 1 Autumn 48002 IT support Science major chosen Expand 48005 Modelling Choose alternative Year 1 Spring

Stage 3: major expanded but option not chosen (recommended option is displayed) 48001 Legal Aspects 48002 IT support 48013 Science Theory 48014 Science Practice Year 1 Autumn 48018 Science Project Year 1 Spring 48014 Science Practice Year 1 Autumn Option in MAJ 03946 48005 Modelling 48016 Science Analysis 49307 Energy Planning Stage 4: major expanded and option chosen 48001 Legal Aspects 48002 IT support 48013 Science Theory Option in MAJ 03946 48005 Modelling 48016 Science Analysis 48016 Biology Case Study 48018 Science Project Year 1 Spring

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 subject in practice it would need to conform with useability standards. Red: have not met requisite Grey: Not offered that semester Yellow: Available for choosing Black: Subject has been passed or exempted

48001 Communication 1 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project AUTUMN ENROLMENT

Mouse hover gives extra information

48001 Communication 1 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project AUTUMN ENROLMENT

48001 Communication 1 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 AUTUMN ENROLMENT Needs 68032 Physics 1 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project

48001 AUT CITY S 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project AUTUMN ENROLMENT

48001 AUT CITY S 35001 AUT CITY S 68032 AUT CITY S 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 AUT CITY S 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project AUTUMN ENROLMENT

48001 AUT CITY S 35001 AUT CITY S 68032 AUT CITY S 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 M 48003 Statistics 48200 Electromagnetics 1 48210 AUT CITY S 48220 Electronics 3 Tu 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project W Th F

M Tu W Th F

Mon Tue Wed Th 0800 0900 1000 35001 Tut 48001 Lec 48210 Tut 35001 Lec 1100 1200 1300 1400 1500 1600 1700 48001 Lab 68032 Lec 68032 Lab 48210 Lec Fri

48001 AUT CITY S 35001 AUT CITY S 68032 AUT CITY S 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 AUT CITY S 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project SPRING ENROLMENT

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

Types of maintenance overheads Housekeeping – maintaining data integrity Waiver requests Study Plan changes Beginning (admission) and End (graduation) processes

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 24 o 18 6 6 6 6 6 OLD STRUCTURE

6 6 24 6 6 6 24 o 6 18 6 6 6 24 6 o 18 6 6 6 6 OLD STRUCTURE 6 6 NEW STRUCTURE

6 6 24 6 6 6 24 o 6 18 6 6 6 24 6 o 18 6 6 6 6 6

6 6 24 6 6 6 24 o 6 18 24 o 6 6 6 18 24 o 18 6 substitute 6 6 6 6 off plan

OLD PLAN NEW PLAN 6 6 24 6 6 6 24 o 6 18 6 6 6 24 6 o 18 6 6 6 6 6 off plan 6

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 destroys integrity. Can no longer assume plan is consistent with structure

What is needed: Study Plan stage and versioning Draft v 1: Not yet approved. May not have sufficient credit points Active v 1: 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 version of the plan must be created initially in draft until approved. Active v 2

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

48001 Communication 1 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project

Number of plans where subject is in top four* Number of plans where subject is in a non-clashing top four list Number of planned instances on study plans

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 35002 48210 48011 48002 48003 Score 20 18 18 16 10 8 6 68032 20 35002 18 48441 10 48730 8 Clash check

48001 Communication 1 35001 Mathematics 1 68032 Physics 1 48102 Electronics 1 48002 Informatics 1 35002 Mathematics 2 68933 Physics 2 48103 Electronics 2 48003 Statistics 48200 Electromagnetics 1 48210 Materials 1 48220 Electronics 3 48004 Economics 48240 Electromagnetics 2 48250 Materials 2 48260 Electronics 4 48005 Management 48201 Power 1 48011 Optics 1 48221 Systems 1 48006 Accounting 48241 Power 2 48251 Instrumentation 48261 Systems 2 48007 Entrepreneurship 48300 Control 1 48310 Antennas 48320 Systems 3 48340 Signal Processing 48350 Systems 4 48008 Project

1 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 2 3 4 5 6 7 8 9 10 11 12 13 14 15

Published programs Timetable Subject colours Study Plans Requisites Forecast subject enrolments Recommended enrolment 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

Timetabling system New course approval system Student System Class allocation system Publications System Exception handling system

Timetabling system New course approval system Student web Interface and workflow Student System Class allocation system Publications System Exception handling system

Timetabling system New course approval system SPlus OCAP (In-house) Student System Publications System CIS (In-house) Class allocation system Exception handling system E-Request (in-house) Allocate+

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 Efficient student to classes scheduling Exception handling system Supports exception handling process Work flow Core functionality

Timetabling system New course approval system Student System Publications System Class allocation 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

Institutional difference customisation at edges Timetabling system New course approval system Student System Publications System volatile, operational data remains local Innovate at edges Class allocation system Exception handling system SS should develop capacity to store all data needed

Timetabling system New course approval system Student System Publications System Class allocation system Exception handling system Only when SS has functionality better than dedicated system Should dedicated system be Abandonned. In the meantime need good interfaces

THEN NOW Recruit brilliant staff Define the outcomes Let them do what they do best Define the logistics Something will rub off on the students Education as the preserve and natural right of the rich and talented Market Recruit staff Needed for delivery Education as a business Market and efficiency driven

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