Registration 200910

1
Registration 2009/10

• Planning and Information Sessions
• First Meeting June 4th 2009

2
Todays session

• Introduction to series of sessions
• Overview of Registration 2009/10 planning and
  preparations
• Michael Sinnott
• Student registration support
• Colm Small
• Graduate communication and registration strategy
• Janet Carton
• Communications Strategy
• Marie OFlanagan

3
Introduction to series of sessions

• Preparing for August/September - Purpose of
  meetings
• Inclusion, information, involvement
• Managing expectations and communications
• June 4th
• Initial picture
• Start communications
• Indicate current issues
• July 2nd
• Confirmation of approaches, preparations
• Online Registration and Fees
• Issues outstanding
• IT Services (BlackBoard, Teaching and Learning
  supports / plans)
• August 6th
• Final confirmation of preparations
• Final decisions
• Issues outstanding
• IT Services (start of term services)

4

• Overview of Registration 2009 Planningand
  Preparations
• Michael Sinnott
• Administrative Services, UCD Registry

5
Registration 2009 Planning Three goals for
Registration 2009

• To achieve the efficient and timely registration
  of all students
• To help students engage with their programmes and
  the university, and to make the choices they need
  to make
• To get them fully registered to their modules and
  components
• confirmed in their programmes
• clear on where they are supposed to be
• in possession of a timetable
• with access to all the electronic services
  (especially Blackboard) they need
• All in a context of fewer resources

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Registration 2008 what the students said

• In the start of term survey students the
  following broad question is the last question
  they see
• What is your overall satisfaction with your
  experience registering this year?
• The responses we got were
• 87 - Satisfactory, good or excellent
• 78 in 2007 and 48 of respondents in 2006.
• 51 - Good' or 'excellent
• up from 37 in 2007.
• 13 - Very poor' or 'unsatisfactory'
• down from 21 in 2007 and 30 in 2006.
• This is a general measure of students overall
  experience.

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Registration 2008 what the students said

• We also asked students how they preferred to get
  support.
• A couple of things arise from this
• The web is not a favoured source
• E-mail is preferred over phone
• Face to face is best
• Most staff were once students

8
Registration 2008 what the students said

• We then asked the students a broad question about
  the places they turn to for direct support.
• Students see the support they get as good.

9
Where our focus lies

• Close working with colleagues
• Information, support and training
• Closing undergraduate preparations
• Closing graduate preparations
• Communications
• Not on the list
• Software
• Hardware
• Major process changes

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Registration 2009 Planning and Preparation
Challenges

• Information gathering and management
• Structures closure in early June
• Timetabling closure in early June
• BA flattened stage
• Student support and advice
• Delivery of services with fewer resources a
  challenge
• Improved communications/coordination this year
• Continued developments of Orientation
• Registration
• On-line enhancements
• more information online for students
• BA flattened stage
• Repeats and resits
• Electives - make more students happy
• 77 some/all satisfaction rating in the Start of
  Term Survey 2008
• Increase in general elective places crucial
• Demand and capacity management
• Refine targeting of capacity over the summer
• Smooth roll out additional capacity during
  registration season

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Registration 2009 Planning Repeats and Resits

• Current policy controls repeats and resits in
  semester 1 2009/10
• New policy approved by AC on 23rd April
• New policy will affect repeats and resits taken
  in semester 2 2009/1
• Not all modules will have a resit
• Students need to be able to see the remediation
  information for their modules when they start
  registering in August.

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Go live dates for Registration

• Detailed registration information will be
  published on July 23rd on http//www.ucd.ie/studen
  ts/registration.html

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Go live dates for Registration
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Key timelines

• 31st August 4th September
• Advisory week for incoming stage 1 undergraduates
• Early September
• Graduate registration from 3rd
• Mid August
• undergraduate registration to begins from August
  17th
• Early August
• Pre-registration to Core modules commences
• Repeats and resits processing takes places
  registration and e-mails
• Mid July
• registration 2009 preparations to be confirmed
• verification that programmes are
  delivered/enabled correctly in on-line
  application
• Registration pages live from Wednesday 23rd
• mid to end July end of year student
  advance/progression takes place Arts and
  Science first
• End June
• timetabling to be complete
• on-line registration application testing to be
  complete
• all structures to be complete and verified
• Early June

15

• Student Registration Support 2009/10
• Colm Small
• Administrative Services, UCD Registry

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Student Registration Support Registration
2009/10

• Agenda
• Support its big, complex, and inter-dependent
• Objectives this year
• Key areas of focus
• Current Status
• Student Services at Registration a flavour
• Orientation

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Student Registration Support Registration
2009/10

• Add in Visio picture of all those involved in
  Student Supports / Interdependencies

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Student Registration Support Objectives for
supports for students

• Deliver focused communications with all students
  April till September
• Provide a forum or consultative framework so that
  all units in UCD engaged in registration
  related activities - can co-ordinate activities
  and schedules
• e.g. Supports for Students Working Group
• Work with Programmes, Grad. Schools, VP for
  Students, Intl. Office, Registry and others on an
  integrated approach to student supports
• e.g. new booklet for Incoming CAO students, BA
  Flattened Stage a particular challenge
• Deliver the services and supports that students
  need to successfully complete registration in UCD
  for August / September 2009
• Supports must be
• Co-ordinated
• Comprehensive e.g. all student intakes receive
  information
• Consistent clear information

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Student Registration Support Registration
2009/10

• The main areas of focus this year are
• Communications with students (Maries
  presentation)
• Web sites / online advice
• Incoming CAO Student Information Pack
• UCD Student Guide Diary 2009/10
• Undergraduate Orientation
• Graduate Orientation
• Student Services at Registration
• BA Flattened Stage B. Soc Sc Pathways
• Student Services at Programme Offices
• Student Services at School Offices
• Communications with Staff around Student Supports
• Contingency Planning

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Student Registration Support Status

• Overall picture has been painted key milestones
• Detailed planning is underway progress is being
  tracked
• Detailed communication plans are in place and
  were communicating
• Planning for undergraduate and graduate
  orientation underway
• Groups currently meeting and will meet regularly
• e.g. Supports for Students Working Group, U.Grad
  Orientation Planning

21
Student Registration Support Student Services
at Registration

• Delivered by Schools, Programme Offices and the
  Student Desk
• Telephone support, email and face-to-face
• Resourced telephone support at the Student Desk
  from mid August (new telephone mgt. system
  Symposium)
• Online advice clear and easy to navigate
  revamped sites
• Registration Guides (different flavours Incoming
  CAO, Graduate)
• Key dates
• Video guide of the Registration Application
• New comms channels
• Printing and distribution of ID Cards one
  central location (Student Centre, upstairs).
  From 31 August for 4 weeks
• Assisted Labs consolidated to 2 (Newman Health
  Sciences). Opening from 31 August for 2 weeks
• Queue management in Tierney Building, triage
  again

22
Orientation is important getting students
engaged with UCD it is all about the student
experience

• Graduate Janet Cartons presentation
• Undergraduate
• Viv Rath is Project Manager, reports to VP for
  Students tel. ext. 1203, vivian.rath_at_ucd.ie
• Detailed planning underway actual presentation
  on 2 July
• Focus on better online information in advance for
  students
• Also
• International Student Orientation activities
• Residential New ERA Orientation for new access
  students
• Mature student Orientation

23
Features of a quality student-centred orientation
programme, especially Incoming CAO

• Campus tour
• Meet classmates
• Meet staff, academic and administrative, (outside
  of lecture-style environment)
• Variety of activities to engage students in
  campus services (Library, IT Services, Sport)
• Multi-day
• No lingering time

• Variety of social activities
• Opportunity to receive academic advice about
  programme
• Meet Orientation Guides
• Time to ask questions
• Fun

24
Orientation expectations

• We want
• An acclimation to UCD and campus life
• To gain an understanding of their programme /
  modules
• All the practical stuff

• Students want
• Have fun
• Meet other students
• Get everything sorted
• Move into residences
• Pick modules
• Get student card

Orientation marries these expectations to create
a student-centred (student friendly) experience
at the start of the students UCD career
25

• Graduate Registration and Orientation 2009/2010
• Janet Carton

26
Graduate Registration and Orientation 2009/2010

• Graduate Cohort
• Taught Research
• Incoming Returning

27
Graduate Schools Graduate Studies

• Taught Research Graduates
• Welcome / Welcome Back from Dean
• Info on Fees, Registration, Orientation, Grant
  Mgt, Student Welfare, Student Card, Intl
  Students, Regulations (R)
• Orientation
• Graduate School (Graduate Studies)
• International Students (Intl Office)

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UCD RegistryCommunications strategy
Registration 2009/10
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Objective

• Make students aware of the importance of
  Registration
• i.e. managing all administrative aspects of their
  academic programme at the start of the year

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Key messages

• Registration is your personal responsibility -
  prepare early for it
• There are consequences if you dont do it
  properly
• Help and support is available use it! (eg
  online, Prog Office, Student Desk, etc.)
• Dont leave it too late - get off to a good start
  by getting all aspects of your registration right
• Particular focus on BA flattened stage students
  this year

31
Communications channels

• Emails and letter to CAO students
• Posters in exam halls and SUAS points
• Internet (Current and Incoming students sites,
  Connect, Blackboard and SIS Web, Facebook page,
  Registry website, etc.)
• Digital screens around the university
• Publications (CAO packs, Student Guide and Diary)
• Students Union and SU shop
• SUAS Screensavers
• Videos
• Belfield radio

32
Communications channels - examples

• New channel in Connect this year
• Create new channel on Connect student log-in page
  (messages about registration, exams, etc.)
• Make use of existing Student Life tab to reach
  students
• Populate with messages from Registry, archive of
  emails from Registry, news and events from
  around the university

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Communications channels - examples

• Blackboard
• Unlike Connect, this is limited to text-only
  announcements
• Target all students
• First thing they see when they log in

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Communications channels - examples

• Facebook
• New UCD Registry Facebook page with messages
  about registration, exams, etc.
• Fans as opposed to friends
• Students can sign up for updates from us
• Similar to UCD Library and Smurfit Facebook pages

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Communications channels - examples

• Screensavers
• Suas points and Lab PCs
• Changed once a year at present put up a generic
  IT/Registry message
• Looking into the possibility of messages
  throughout the year

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Timeline Phase 1While we still have the
students

• April
• Email from Registrar with important info for
  09/10 and web addresses (sent 21 April)
• Email from Assessment with exams info which
  included message about Registration 2009/10 (sent
  29 April)
• May
• Posters in exam halls and SUAS points (11 May)
• Create online adverts for Connect, SIS, Current
  students site, etc. (created by 28 May)
• Create Facebook page (created 28 May)

45
Timeline Phase 2Students on summer break

• June
• Email to students re provisional exam results -
  include message about registration, facebook,
  etc. (sent 3 June)
• Revamp Current and Incoming students sites
• Release of final exam results on 18 June (step up
  online campaign with messages on SIS, Connect and
  Blackboard, Current Students website, etc.)
• Include messages in CAO booklet and Student Guide
  and Diary
• Include message in letter to incoming CAO
  students (mid-June)
• July
• Update online info (adverts, Facebook, Current
  students, Blackboard, Connect, etc.)
• Incoming Students website live mid-July
• Filming begins for video registration guide
• Email students
• Mid-July release of the BA guides (flattened
  stage)

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Timeline Phase 3Registration commences

• August
• Step up online campaign messages on Facebook,
  Connect, Current and Incoming students websites,
  Blackboard, etc.
• Send email reminders to students (c. 13 Aug)
• Posters on campus - Registration 2009/10
• September
• Change messages on online adverts
• Work with Students Union
• Update online messages (Connect, Facebook,
  Current, Blackboard, SIS Web, etc.)
• Send email reminders to students
• PowerPoint presentation for lecturers to use in
  first week

47
Communications tactics

• Use a simple logo device which can be used
  everywhere (online, posters, emails, etc.)

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Communications tactics

• Create online adverts for Connect, Current
  Students site, Facebook, etc. with clear, simple
  messages about registration

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Phase 1 online adverts
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Phase 1
Phase 1 online adverts
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Communicationstactics

• Same theme on posters for exam halls with a
  clear, simple message to bookmark the
  Registration 09/10 website and check back on 23
  July for registration dates

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Posters Phase 1
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Communicating the messages

• Change the message over the three phases
• Aim to get it right this year
• All set for Registration?
• Roll on Registration!
• One last shot!

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Communicating with staff

• Info sessions throughout the registration season
• 4 June, 2 July, 6 August
• Registration web page dedicated to staff info
• Groups RIOG, Supports for students, RMG,
  Orientation
• Info sessions in August for smaller groups
• PODs, GSMs, Student Advisers
• Progress updates sent to key staff
• General email to staff at the start of term
• Reminder emails to PODs, GSMs, etc.
• to follow up with students who havent registered
  yet

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See you soon

• Preparing for August/September - Purpose of
  meetings
• Inclusion, information, involvement
• Managing expectations and communications
• June 4th
• Initial picture
• Start communications
• Indicate current issues
• July 2nd
• Confirmation of approaches, preparations
• Online Registration and Fees
• Issues outstanding
• IT Services (BlackBoard, Teaching and Learning
  supports / plans)
• August 6th
• Final confirmation of preparations
• Final decisions
• Issues outstanding
• IT Services (start of term services)

56
Contacts

• Michael Sinnott, UCD Registry, Director of
  Administrative Services, UCD Registry
• Email michael.sinnott_at_ucd.ie Phone[phone]
• Colm Small, Head of Support, UCD Registry,
  Administrative Services Student Registration
  Support.
• Email colm.small_at_ucd.ie Phone [phone]
• Caroline McTeigue, UCD Registry, Administrative
  Services- Student Registration Support
• Email caroline.mcteigue_at_ucd.ie Phone [phone]
  
• Vivian Rath, Undergrad Orientation Planning
• Email vivian.rath_at_ucd.ie Phone [phone]
• Janet Carton, Graduate Programme Manager, Office
  of the Dean of Graduate Studies
• Email janet.carton_at_ucd.ie Phone [phone]
• Caroline Barrett, UCD Registry, Administrative
  Services - Online Registration
• Email caroline.barrett_at_ucd.ie Phone [phone]
• Catherine OBrien, UCD Registry, Administrative
  Services Information Capture Timetabling