DSA Newsletter 2017

DIVISION OF STUDENT ADMINISTRATION

NEWSLETTER - What’s happening in DSA - Staff in the Spotlight - Key Dates

- Projects - DSA Infographics - Key Contacts

Update from DSA’s executive director

CARMEL O’REGAN I am delighted to launch the new look edition of DSA’s Newsletter as we rapidly approach year end and the Christmas break. Since commencing with the Division of Student Administration in January this year, DSA has focused on understanding what we do, how we can support staff and students, and ensure we align with the University Strategy. In 2018, DSA will continue to work to strengthen relationships with all our stakeholders, redesign processes for efficiency and align our organisation with the student experience front of mind. I hope you enjoy catching up on some news from DSA for an insight into our recent events, projects and to help you understand more about our business and people. Finally, if you have not watched our Christmas extravaganza video – Why Not!!!! vimeo.com/244487120

WHAT’S HAPPENING IN DSA Graduation Graduation Ceremonies are underway across CSU. There will be twenty-two ceremonies held over eight working days at nine locations. Thank you to all the staff, volunteers and helpers involved.

Graduation Ceremony Days (December)

Campus

Attending Graduates

Link to further information on the December ceremonies is graduation.csu.edu.au/options-to-graduate/december and the current attendance numbers are below.

Guests

Albury/Wodonga

14 & 15th

413

1432

Bathurst

14 & 15th

889

2969

Wagga Wagga

11, 12 & 13th

904

2778

Canberra

11 & 12th

32

104

Orange

8th

138

447

Dubbo

8th

72

274

Port Macquarie

18th

200

658

SGA Melbourne

18 & 19th

827

1195

SGA Sydney

12th

566

1121

4,041

10,978

In-absentia requests for December Council – 1608

DSA retreat DSA held an All Staff Retreat in Wagga Wagga in August this year at the International Hotel. This was a great opportunity for all our staff to get together face to face to brainstorm the DSA core business activities and provide input and feedback on how to align the organisation to support these activities. The DSA team were inspired by keynote speakers, Professor Tim Wess and DVC Students, Debra Farrelly. Some of the DSA team competed in a

3 minute thesis on a Professional Development event they had attended. Judged by the Executive Director, it was extremely competitive and lots of fun. Our Values Ambassadors / Superheros stole the show, putting on a fashion parade depicting the essence of the values, strutting the catwalk as superheros, known as: Insightful, Inclusive, Impactful and Inspiring.

DSA process acquisition DSA has initiated and is engaging with faculties to improve several processes which will significantly improve efficiency and introduce a consistent process across CSU and reduce the workload within the faculties and schools.

Three key processes so far are: Failure of Pre-requisites Issuing of Subject Outlines for subjects students have studied previously Outstanding Grade Reports – Faculty Access Ongoing collaboration and work on several other processes continue.

External reviews External reviews were held across DSA business in the areas of: Examinations Review Graduation Review Business Solutions Review

These reviews will assist with planning for process improvements and to allow optimum support, expertise and streamlining for efficient work practice. All of this will help to achieve an exceptional student experience.

Key dates Find all CSU’s key dates including all Session, Census, Application, Residential schools and more on the CSU Staff Administration Calendar, which is now available on from the CSU Staff Portal or DSA Staff Services Page.

staff.csu.edu.au csu.edu.au/division/student-admin/staff-services

STAFF IN SPOTLIGHT! Kim Broadley What is your role within DSA?

What do you hope to achieve within your team this year?

I am the Manager, Compliance and Policy for the Division of Student Administration, and for the next 6 months I am also the Manager, Partners and Pathways. I am based at Wagga Wagga Campus

Have the Compliance and Policy team in place, have processes mapped for Partners and Pathways so that we can review and implement more effective and efficient processes.

What CSU Values do you represent most and why? Inclusive, Impactful, Insightful or Inspiring?

Tell us something that might suprise us about you:

Inclusive – I believe it is important to be accessible and flexible and involve as many people as possible in compliance and policy activities as it is a way for people to make positive changes in their working day.

I collect Monopoly Board Games – I have over 50 different Monopolies, various theme editions and ones from my travels around the world! Yes I have played most of them…Yes I am always the banker and Yes I am a very sore loser.

Trillian Bartlett What is your role within DSA? Team Leader, NSW Police Hub – Goulburn Police Academy NSW. What CSU Values do you represent most and why? Inclusive, Impactful, Insightful or Inspiring?

To be honest pending on what my objective is I actually feel I’m fairly all rounded to all of these, however perhaps “Insightful” I like to fully understand the whole picture before making a assessment. This has always given me the ability to see through the grey and get to the real source.

What do you hope to achieve within your team this year?

Create a unified team approach and a great place to work.

Tell us something that might suprise us about you: I love to bake, mainly cakes and cupcakes but food is a huge passion of mine.

Recently in DSA we welcomed!

- Kim Broadley, Manager Compliance and Policy

- Kady Whiteley, Executive Assistant

- Kym Schubert, Administration Assistant Compliance and Policy

- Louella Bouttell, Administration Assistant, Executive Team

- Trillian Bartlett, Team Leader, NSW Police Hub – Goulburn Police Academy NSW

- Elizabeth Hamilton, Assistant Manager, Student Central

and said farewell to...

- Tracey Harrison, Manager, Partners & Pathways Team - Carmel Decini, Student Service - Sandra Chapman, Senior Client Service Officer, Innovation and Capability - Sushma Sharma, Admissions Officer

- Kellie Dowling, Assistant Manager, Partners & Pathways Team

PROJECTS Credit and Pathway Management The credit pathway manager (CPM) and the credit pathway planner (CPP) systems are now being used to process credits for enrolled students. With the introduction of CPP, students are now able to create their learner record online and build their prior learning portfolio. Enrolled students submit their request for credit through CPP via the Student Portal.

New Terms.

October

November

1124

1475

Students have created their learner record online

670

879

Petitions for credit have been submitted

507

624

Petitions have been finalised

3123

Equivalencies are in the database and can be reapplied for future credit decisions

2801

CPM The system staff use to track & assess a credit petition from a student and the database for prior learning and credit.

CPP The system students use to build their prior learning portfolio and submit a petition for credit Petition A petition for credit is a credit application Equivalency A prior credit decision that can be reapplied in the future.

Special Consideration Workflow Workflowing of the Special Consideration Process and the ability for the form to be used for in session requests.

What is the vision?

The Special Consideration Workflow project has the potential to bring about a significant reduction in staff effort, when reviewing Special Considerations and Special Circumstances requests. At the same time the student experience will be much improved with the implementation of an authenticated, prepopulated web form.

What are the benefits?

- Improve the student experience dramatically. It will eliminate the difficulties that student (and staff) currently experience with the existing PDF form.

- Accuracy and efficiency gains by drawing the data from Banner for the form to automatically populate the student details.

- Ability to handle “in session” requests in the same interface - It will automate the data movement to the decision maker, messages to students and data entry into Banner - Full reporting capability will be delivered, for statistics and assessment reporting committees - All requests will be tracked via student tracking pages and contain document upload features Progress to date?

- Phase 1 of Special Consideration Workflow was delivered with great success! The student web form was launched with minimal defects. Calculations suggest that we have saved at least $31,000 in staff wages (departures that have not been backfilled) by no longer having to manually handle pdf forms for this process.

- We learned from the Admissions Workflow rollout that it was important to have dedicated testers.

Testers detect defects which need to be fixed before going live. This is where we are currently at; building a robust product - hence why we won’t be ready to go live just yet.

What’s next?

Contrary to earlier advice - with graduation and end of year fast approaching, we have decided to delay the roll out of Phase 2 until January 2018.

Project Sponsor : Business Analyst :

Kate Aylmore Heather Fielding

Project Manager : Key Contacts :

Anton Terblanche Kate Aylmore

CSU transparency in higher education reforms update What is the vision?

To provide Transparency in Higher Education Admissions by addressing the need for clear and easy to understand information about a wide range of different application and assessment pathways into higher education for school leavers, mature age students and others seeking entry.

What are the benefits?

- achieve greater transparency through the use of common language about admissions processes and the publication of consistent information - widen the accessibility of information to prospective students - improve the comparability of information available from providers about their admissions processes and entry requirements - enhance the accountability of higher education providers for the information they publish about their admissions policies - ensure all higher education providers are subject to the same reporting requirements - provide students, parents, teachers and career advisors the knowledge and capacity to more easily navigate higher education admissions policies and processes Progress to date - Course Entry Criteria has been reviewed and CASIMS updates have been completed to ensure criteria is clear and transparent. – July 2017 - Course (OCB) and University Information Sets have been completed and made available online - August 2017 - Course Profiles have been created and made available online – August 2017 What’s next?

- Review Entry Criteria and Pathways information collection channels underway - Basis of Admissions subsets to allow the appropriate reporting of applicants in Course and University profiles – underway - TEQSA guidance notes available – December 2017 - Final decision on consistent terminology available – December 2017 - Review University wide terminology to ensure compliance with reforms – by May 2018 - Prepare information sets and profiles for use in 2019 Admissions – by May 2018 - Provide information required for DET Information Platform with the initial proof of concept due for release December 2017. The Platform release is due by August 2018 - Discuss layout of Institution Dataset with Web Office. Ensure User Friendly and appealing.

MY EQUALS PROJECT UPDATE What is the vision?

My eQuals (also known as the “Digital Student Data Project - DSD”) is a collaborative Higher Education sector initiative that will establish a shared online service for the production, management and verification of testamurs, academic records and other formal credentials documents issued by all Australian and New Zealand universities.

The key objective of the My eQuals project is to enable verified digital versions of academic transcripts, testamurs and Australian Higher Education Graduate Statements (AHEGS), to be made available to graduates and current students through the My eQuals platform. This then allows graduates/students to securely share their academic documents with third parties such as potential employers or other tertiary institutions.

What are the benefits?

The provision of services via the My eQuals platform will provide many benefits in: - Aiding trust in graduates’ credentials as qualifications are verified and secure, protecting against fraud - Improved processes and efficiency through streamlined administration processes and reduced manual handling as the documents are verified via a central, trusted source - Enhanced ability to interpret records across multiple institutions - Environmental sustainability by reducing printed documents - Instant verification of the authenticity of digital documents received from applicants - Greater trust in documents received due to them being digitally certified by the issuing university.

- Efficiency gains for employers and students due to reduced manual handling of physical documents.

- Protected university brand ensuring graduates’ qualifications are guarded against fraud - Lifelong access to documents for graduating students - New Transcript format that covers a student’s full academic history Progress to date

What’s next?

- Updated PDF versions of the Academic Transcript and AHEGS documents and a new automated process for the creation of a PDF Testamur are currently in development

- Testing of the new versions of the Academic Transcript, AHEGS and Testamur documents

- The Project Team has been mobilised with a DIT Project Manager, Business Analyst and Lead Designer now assigned to the Project - The Project Team is currently sourcing the required artwork for the electronic documents from the Division of Marketing and Office of Governance and Corporate Affairs

- Commence the mappings of individual data elements to the XML items required for - Portal construction with Vendors to commence in February 2018.

PST PERSONALISED STUDENT TIMETABLE PROJECT The team have been working on this for approximately three months with a view to examine the current process and assess potential software solutions to provide expanded functionality with respect to timetabling. We have also collated high level requirements by conducting a number of workshops with key stakeholders.

What is the vision?

The Personalised Student Timetable project will provide the platform for the provision of timetables which are specific to each student. It will also allow the flexibility for students to select their preferred class options for course subjects they are enrolled in. In addition, academic staff are able to improve the management of teaching schedules, and reduce conflicts with respect to bookings.

What are the benefits?

- Students can self-determine study pathway by nominating classes.

- Create a dataset for personalised timetables.

- Improved student experience.

- Improved management of schedules within residential schools.

- Reduce the requirements on teaching staff to support sign up process.

- Allow for more effective time management of classes.

Progress to date?

- We have provisionally selected a new product. The approach will be to conduct a proof of concept using CSU data.

- We have gathered high-level requirements to assess product suitability.

- We have been working closely with all key stakeholders to understand the current process.

- We have been performing technical reviews of the current solution and have created a high level conceptual design for the new solution.

Project Governance Project Sponsor Carmel O’Regan Project Manager Mike Smith

Steering Committee Sandra Martin, Phil Roy, James Brann, Phil Roy, Lucy Webster Working Group Sandra Martin, Rhonda Shaw, Kelly6 Linden, Daminan Candusso, Jenny McIntryre, Lynn Creasy, Kim Kendall, Robert Geis

TIMETABLING NEWS & TEAM

There has been plenty of action here in the timetabling team of Student Administration.

Please take a look at all the information on the web or reach out to one of our team. https://www.csu.edu.au/division/student-admin/staff/timetabling/home This is the timetable team website. Here you can meet the timetable team and access helpful links and information. https://csuprod.sharepoint.com/sites/2018TimetableDataCollection - This is the 2018 timetable data collection SharePoint. Here you can request an amendment to the 2018 draft timetable, or request a workshop with a timetable specialist.

Amanda Lynch Timetable Project Officer 84545 or amlynch@csu.edu.au

Marg Bellairs Timetable Specialist for FoAE 32295 or mbellairs@csu.edu.au

Steve Limbrick Timtable Team Leader Timetable Specialist for FoS 86402 or slimbrick@csu.edu.au

Adam Hock Timetable Specialist for FoBJBS 84170 or ahock@csu.edu.au Lea Stacker Timetable Specialist for Casual Room Bookings 84275 or lstacker@csu.edu.au

Timetable ‘fixit’ workshops!

We will be running workshops so you can work with a timetable specialsit to resolve and scheduling issues you may have. Details of these sessions are available here: https://csuprod.sharepoint.com/sites/2018TimeTableDataCollection Sometimes it’s just easier to speak to someone. So feel free to contact us if you need a hand, or you can email the team at: opstimetable@csu.edu.au

2976

3000

2824

1881 1797

2000

1523 1467

1496 1027

824

1000

6000

5217

5074

5000

0

SPC - AW 2015

SPC - GP 2016

SPC - SX

4000

2017 (Jan - July)

3005

3000 2000

Partnership Intake Numbers - Comparisons *intake for 201790 to be added for UCWE, AGPS & ITM

1000 0

COG 2015

3500

2016

2017 (Jan - July)

3000 2500 2000

2447

668

1500 1000

279

500 0

SGA

ADPP 2015

Contacts

UCWE 2016

AGSP

CHINA

611

ITM

673

2017 (Jan - July)

csu.edu.au/division/student-admin/team

ADPP (14.28%)

UCWE (52.31%)

China (13.06%)

AGSPS (14.39%)

ITM (5.96%)

Executive: eddsa@csu.edu.au

Client Services:

Admissions:

admissions@csu.edu.au

Partners: partners@csu.edu.au

Student Central:

ask@csu.edu.au

Operations:

Division Support: dso@csu.edu.au

dsa@csu.edu.au operations@csu.edu.au

Business Solutions: ASK_DSA@csu.edu.au