Student, Admissions

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Student, Admissions Curricula Systems(SACS)
University Matriculation Processes and Student
Systems
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Student, Admissions Curricula Systems

• Alex Hyde-Parker Head of Operations
• Please ask questions throughout, but a full QA
  at the end.

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Student, Admissions Curricula Systems

• Part of the EUCLID team Edinburgh
  University Complete Lifecycle Integrated
  Development
• The EUCLID Project will transform student
  administration at the University of Edinburgh.
  http//www.projects.ed.ac.uk/EUCLID/
• What does SACS do?
• User Support
• SACS Support Desk
• WISARD enquiries
• Student processing
• Systems Training
• User consultation
• Business analysis specification
• Software testing implementation

Head of SACS, Bruce Johnson Head of Operations,
Alex Hyde-Parker Systems Support Paul
Gorman Gareth Phillips Business Support Julie
Robertson Diane Easton Projects Paul
WeighandMatthew Taylor
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What is matriculation?

• Matriculation the act of formally becoming a
  student of UoE
• To matriculate, UG students are required to
• Register with the Registry
• Arrange fee payment with Student Finance and Fees
• Have their attendance confirmed by their DoS
• New students must fulfil additional admissions
  criteria managed by the College office, e.g.
  Disclosure Scotland
• Students will also
• Have courses enrolled, by DoSs, seeding etc.
• Join the students union, societies etc.

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What does the Registry do?

• Located in Old College, Registry manages central
  student
• administration
• Registration and matriculation
• Student support and fees
• Examinations
• Graduations
• Other student administration
• Data management
• For further details, see http//www.registry.ed.
  ac.uk

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Registry structure
Registry Senior Management Group Veena
OHalloran Director of Registry Rio Watt Head of
Operations
Operations Support Linda Kerr Sheena Jenkins
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Registration information for students

• Registry posts forms to students for early postal
  registration
• New students
• Registration form
• Fees form
• Previous institution and qualifications form
• Registration booklet (PDF available on Registry
  website)
• Existing Students
• Registration form
• Confirmation of fees payment
• Registration booklet (PDF available on Registry
  website)

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Registration information for students 2

• Continuing students can return their forms by
  post, and therefore do NOT need to attend
  registration in person.
• New students can only make a postal return if ALL
  of their fees paid by the SAAS, their LEA or ELB
  and they have their acknowledgement of award
  letter from SAAS, LEA or ELB
• otherwise NEW students need to attend in person.

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In-person registration

• To register in-person, students must either
  attend Pollock Halls or the Marquee in Old
  College quadrangle
• Pollock Halls registration, for new students who
  are resident in Pollock HallsSaturday 9th and
  Sunday 10th of SeptemberSouth Hall, Pollock
  Halls
• Marquee, Old CollegeMonday 11th - Friday 15th
  September New students
• Tuesday 19th - Friday 22rd September continuing
  students
• Except Monday 18th, which is a University
  Holiday the marquee will be closed!

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Other information sent to students

• Information from EUCS, the Edinburgh University
  Computing Service, via Card Services
• Lab access and email account login and password
• MyEd student portal login and password (up to 1
  year before programme start, or at registration
  for late applicants)
• www.myed.ac.uk
• Information from Card services
• University of Edinburgh Student card
• www.card.ed.ac.uk

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Matriculation information from Registry

• http//www.registry.ed.ac.uk

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Registration related tasks for a DoS

• A DoS needs to
• Confirm students attendance
• Enrol courses and check any pre-enrolments
• Notify programme, method or year of study changes
• Verify eligibility to progress and curriculum
  compliance
• These tasks are undertaken using WISARD
• Web Interface to Student Admissions and Related
  Data
• http//www.registry.ed.ac.uk/WISARD
• Accessible ONLY through MyEd http//www.myed.ac.u
  k

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An introduction to WISARD

• Student
• Search for students and view their details
• Assign yourself as a students DoS
• Confirm a students attendance
• Search for and enrol courses outline of key
  data
• Edit enrolled courses cancellations/withdrawals
• Programme, method and year of study changes
• CCAM (part of WISARD)
• Course Creation And Maintenance

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An introduction to WISARD

• DRPS
• DPTs and Regulations
• Full course schedules and information
• TimeTab
• Check timetable compatibility

TimeTab
CCAM
DRPS
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Course pre-enrolments

• Courses can be pre-enrolled for students
  Seeding
• There are 2 types of seeding
• Mandatory or programme level managed in DACS
• Courses are linked to the programmes and years of
  study for which they are seeded.
• A program is run once a year to populate the
  seeded courses.
• Optional or elective
• Data files are provided by Schools to the
  Registry (up to end August), which are uploaded
  directly into the database.

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Cancellation of courses

• Courses that are enrolled for students who are
  not recorded as being in attendance, will be
  cancelled at the end of week 2
• SACS will send a reminder to all DoSs prior to
  this happening

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Other key processes

• In 05/06 the University was fined for
  over-recruiting students
• A student who withdraws within 5 weeks of
  starting a programme does not count as having
  been on the programme, therefore should not incur
  a fine
• The 'census' date for counting students is 1
  December
• There are other obligations the University must
  consider SAAS, SLC funding and Council Tax
  exemption
• Therefore it is very important that withdrawals
  and repeat years need to be notified to Registry
  as quickly as possible.

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WISARD Demo

• http//www.registry.ed.ac.uk/WISARD

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MyEd Student and Staff Portal
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WISARD Training

• We recommend you attend one of our regular
  sessions held in the Registry training room
• Student
• CCAM
• These can be booked in the MyEd Training and
  Development channel
• http//www.registry.ed.ac.uk/Systems/Training/wisa
  rd.htm

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SACS Support Desk we are here to help.

• WISARD and SACS Support Desk
• Email RegUsers_at_ed.ac.uk
• Tel. 50 2224
• Student Administration Support, in Registry
• studentrecords.mvm_at_ed.ac.uk
• studentrecords.sce_at_ed.ac.uk
• studentrecords.hss_at_ed.ac.uk
• Fees
• fees_at_ed.ac.uk

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Any questions?