Workshop C3 – Wednesday Workshop C3 – Wednesday 2828thth March 9.15am to March 9.15am to

10.30am10.30am

How the University of Derby How the University of Derby Developed Online EnrolmentDeveloped Online Enrolment

Your PresenterYour Presenter

Karen MaceKaren Mace

Student System Support & Development Student System Support & Development Manager, University of DerbyManager, University of Derby

Over 15 years experience within Student Over 15 years experience within Student AdministrationAdministration

University of DerbyUniversity of Derby

A “new” University, gaining its A “new” University, gaining its

status in 1993status in 1993

23,379 students23,379 students

Worldwide franchisesWorldwide franchises

On-site students from around the On-site students from around the

worldworld

Deliver Academic, Professional, Deliver Academic, Professional,

and non-vocational coursesand non-vocational courses

ModularModular

Financial StatsFinancial Stats

Income of £83.45MIncome of £83.45M

Tuition Fees £22.7MTuition Fees £22.7M

Accom Fees £6MAccom Fees £6M

Aim of PresentationAim of Presentation

To share the experience and provide an To share the experience and provide an outline as to how the University of Derby outline as to how the University of Derby developed Online Enrolmentdeveloped Online Enrolment

To keep your interest for at least 40 To keep your interest for at least 40 minutesminutes

To answer any questions that you might To answer any questions that you might have (at the end please)have (at the end please)

Process Before Process Before

Unix based systemUnix based system Ability to offer online, but was perceived to Ability to offer online, but was perceived to

be too complex/cumbersomebe too complex/cumbersome All students both new and returning All students both new and returning

enroled on campus over a 2/3 week enroled on campus over a 2/3 week period.period.

Implemented a new student record system Implemented a new student record system – Peoplesoft (February 2005 to Sept 2005)– Peoplesoft (February 2005 to Sept 2005)

Fastest global implementationFastest global implementation 11stst year of ‘go live’ September 2005 year of ‘go live’ September 2005

mirrored existing process, but included mirrored existing process, but included online paymentsonline payments

Enhanced existing functionality to enable Enhanced existing functionality to enable online enrolment including paymentsonline enrolment including payments

Forming an Online Enrolment Forming an Online Enrolment Project GroupProject Group

Project Managers identifiedProject Managers identified Project Group established, ensuring that Project Group established, ensuring that

all stakeholders engagedall stakeholders engaged Project Brief & Timescales agreedProject Brief & Timescales agreed

All Undergraduate studentsAll Undergraduate students Offered to all students within Faculty of Offered to all students within Faculty of

Business, Computing and Law Business, Computing and Law Understood that only % would Understood that only % would

Project BriefProject Brief

All Full-time Undergraduate students All Full-time Undergraduate students (excluding those not eligible to proceed)(excluding those not eligible to proceed) 9500 students given the opportunity9500 students given the opportunity

Part time & Professional students from the Part time & Professional students from the Faculty of Business, Computing and LawFaculty of Business, Computing and Law

Previous experience indicated that 60% of Previous experience indicated that 60% of students offered online enrolment will opt students offered online enrolment will opt to do so.to do so.

Key DatesKey Dates

OnlineOnline 1414thth August Continuing Students August Continuing Students 2121stst August New Students August New Students

On-campusOn-campus 1111thth September Part-time September Part-time 1818thth September Full-time September Full-time

Online Enrolment RequirementsOnline Enrolment Requirements

Screens – Which collect all required data, Screens – Which collect all required data, but which are also user friendly.but which are also user friendly.

Review of all processes Review of all processes Ability to confirm that a student has Ability to confirm that a student has

registeredregistered Automated verification of input dataAutomated verification of input data Automated emails to studentsAutomated emails to students Eradication of Enrolment formsEradication of Enrolment forms

Why enrol online?Why enrol online?

Developed in response to student Developed in response to student feedback:feedback: enrol at a time and location which suits themenrol at a time and location which suits them to reduce queues on campus. to reduce queues on campus.

To dedicate welcome week to orientation, To dedicate welcome week to orientation, rather than administration.rather than administration.

Natural progression from students Natural progression from students applying online.applying online.

Online enrolment processOnline enrolment process

Applicant/continuing student details on PeoplesoftApplicant/continuing student details on Peoplesoft Username & passwordUsername & password

E-mail to applicantsE-mail to applicants UDO access for continuingUDO access for continuing

Sponsor (not SLC) data added where appropriateSponsor (not SLC) data added where appropriate Student enrolsStudent enrols

Bio-demo dataBio-demo data Module choicesModule choices Payment onlinePayment online

Screen print / email receipt & invitation to on-campus Screen print / email receipt & invitation to on-campus confirmationconfirmation

Confirmation of arrivalConfirmation of arrival

Academic CounsellingAcademic Counselling

Pre-Summer break or open day counsellingPre-Summer break or open day counselling Enrolment offers students modules linked to Enrolment offers students modules linked to

the next stage of programme/plan & other the next stage of programme/plan & other stages if requestedstages if requested

Advisement & online module catalogueAdvisement & online module catalogue On-campus academic counselling & On-campus academic counselling &

amendment of choices at confirmation amendment of choices at confirmation eventevent

DEMO OR SCREEN SHOTSDEMO OR SCREEN SHOTS

DeclarationDeclaration

Read only summary screenRead only summary screen

1 example bio-demo screen, eg addresses1 example bio-demo screen, eg addresses

Module selectionModule selection

Final receipt/summaryFinal receipt/summary

Data AuditData Audit

Negative service indicatorsNegative service indicators Exception reportsException reports Pre-arrival e-mail for data correctionPre-arrival e-mail for data correction Academic counsellingAcademic counselling Final audit at confirmation of arrivalFinal audit at confirmation of arrival

DEMO OR SCREEN SHOTSDEMO OR SCREEN SHOTS

Confirmation of arrival screens with service indicators Confirmation of arrival screens with service indicators and exception reportsand exception reports

Confirmation of ArrivalConfirmation of Arrival

Screen ShotScreen Shot

ProcessesProcesses2005/06

2006/07 Online

ProcessesProcesses2005/06

2006/07 On-campus

PromotionPromotion

PostersPosters Enrolment & Induction Website (1/7/06)Enrolment & Induction Website (1/7/06) Joining InstructionsJoining Instructions Results lettersResults letters Summer returners newsletterSummer returners newsletter To staff within facultiesTo staff within faculties

Feedback Following EnrolmentFeedback Following Enrolment A survey of students’ experience of the enrolment process was A survey of students’ experience of the enrolment process was

conducted in the fortnight following full-time enrolment. Eight-conducted in the fortnight following full-time enrolment. Eight-hundred and fifty-six responses were received and analysed.hundred and fifty-six responses were received and analysed.

In response to the question “did the changes made to the enrolment In response to the question “did the changes made to the enrolment process improve your enrolment experience?”, 59% of returning process improve your enrolment experience?”, 59% of returning students ticked “yes”.students ticked “yes”.

57% of ADT students agreed57% of ADT students agreed 69% of BCL students agreed69% of BCL students agreed 56% of EHS students agreed56% of EHS students agreed 49% of CSP students agreed49% of CSP students agreed 67% (67% (1818) of UDB students agreed) of UDB students agreed

However, 51% of part-time students and 64% of postgraduate However, 51% of part-time students and 64% of postgraduate students disagreed.students disagreed.

0%

10%

20%

30%

40%

50%

60%

70%

80%

90%

100%

110%

Arts, Design andTechnology

Business, Computingand Law

Education, Health andSciences

Joint Honours(previously CSP)

University of DerbyBuxton

Yes

No

Enrolment improved?

Seventy percent of respondents would Seventy percent of respondents would recommend online enrolment. A clear majority recommend online enrolment. A clear majority could be seen across faculties.could be seen across faculties.

70% of ADT students agreed70% of ADT students agreed 77% of BCL students agreed77% of BCL students agreed 65% of EHS students agreed65% of EHS students agreed 69% of CSP students agreed69% of CSP students agreed 69% (69% (2222) of UDB students agreed) of UDB students agreed

However, only 62% of part-time and 45% of However, only 62% of part-time and 45% of postgraduate students said that they would postgraduate students said that they would recommend the new system.recommend the new system.

• Most students spent over forty minutes enrolling Most students spent over forty minutes enrolling on campus. Over half of Joint Honours students on campus. Over half of Joint Honours students took over forty minutes, which may explain their took over forty minutes, which may explain their lower than average improvement in enrolment lower than average improvement in enrolment experience. experience.

31% of part-time students spent less than thirty minutes 31% of part-time students spent less than thirty minutes enrolling on campus, and 52% over forty minutes. Fifty-enrolling on campus, and 52% over forty minutes. Fifty-six percent of postgraduate students took over forty six percent of postgraduate students took over forty minutes.minutes.

80% rated the personal information 80% rated the personal information screens good to excellent in terms of screens good to excellent in terms of being straightforward and user-friendly, being straightforward and user-friendly, but the module choice screens were found but the module choice screens were found to be less so, with only 66% ranking them to be less so, with only 66% ranking them good to excellent.good to excellent.