Post on 19-May-2018
Supporting document
UAS Roadshow
Student Systems Programme, 9 December 2014
eVision on-course student record
Student Systems Programme: supporting document for the UAS Roadshow 2
Table of contents
1. Introduction ............................................................................................................................................................................ 3
2. Key Dates ................................................................................................................................................................................ 4
2.1. On-course Student Record Delivery Schedule ................................................................................................... 4
2.2. Implications for Students .......................................................................................................................................... 5
2.3. Data Migration............................................................................................................................................................. 6
3. Access to eVision (including dataviews) ......................................................................................................................... 7
3.1. Streamlining the Process of Granting Access to eVision ................................................................................. 7
3.2. Access from 5 January 2015 .................................................................................................................................. 8
3.3. Access Groups ............................................................................................................................................................. 8
4. Business Changes .................................................................................................................................................................. 9
4.1. Award Programme ...................................................................................................................................................... 9
4.2. Status ........................................................................................................................................................................... 12
4.3. Student Number ........................................................................................................................................................ 14
4.4. Programme Instance ................................................................................................................................................ 14
4.5. Registration ................................................................................................................................................................ 15
4.6. Emergency Contacts ................................................................................................................................................ 17
4.7. Visa Management ..................................................................................................................................................... 17
4.8. Fee Schedule .............................................................................................................................................................. 18
4.9. Assessment Review .................................................................................................................................................. 19
4.10. Examination Entry ..................................................................................................................................................... 20
4.11. Alternative Arrangements ...................................................................................................................................... 21
4.12. Progression and End of Year .................................................................................................................................. 21
4.13. Degree Ceremonies .................................................................................................................................................. 22
5. Dataviews and Reports...................................................................................................................................................... 23
5.1. Dataviews in eVision ................................................................................................................................................ 23
5.2. Reports ........................................................................................................................................................................ 26
5.3. Tableau Reports ......................................................................................................................................................... 27
5.4. Microsoft Report Builder ........................................................................................................................................ 27
6. SITS:Vision Student Data Feed ........................................................................................................................................ 28
7. Support .................................................................................................................................................................................. 28
7.1. Contact Details after 5 January 2015 ................................................................................................................ 29
7.2. Support in the First Month after Go-Live .......................................................................................................... 29
Student Systems Programme: supporting document for the UAS Roadshow 3
1. Introduction
The Student Systems Programme is responsible for delivering the development of Oxford's IT-based systems used by academic and administrative staff, applicants and students in support of many aspects of teaching and learning.
The programme is prioritising the replacement of the functions of the existing core student records system, Oracle Student System (OSS), with SITS:Vision and eVision.
eVision is the web view of the SITS:Vision student records system, which will be used by the majority of academic and administrative colleagues and by students (called ‘Student Self Service’).
SITS:Vision is the underlying application which will mainly be used by central teams in the Academic Administration Division.
Staff and students will be able to access eVision using their University Single Sign On, from any internet
connection. SITS:Vision and eVision are supported on all major browsers:
Web Browser Supported Version
Microsoft Internet Explorer (IE) 8,9 & 10
Mozilla Firefox Latest
Google Chrome Latest
Opera Latest
Apple Safari Latest (excluding Microsoft Windows, as Apple are no
longer developing Safari for Microsoft Windows)
Firefox is the recommended browser for reports and dataviews to render correctly. Supplier Tribal will be
issuing a fix in due course for rendering issues in Internet Explorer.
SITS:Vision and eVision will be supported by the Student Systems Support Centre.
This document includes details on key dates, changes between OSS and eVision, access, and support as
covered in the roadshow for UAS.1 How to use the actual system will be covered in the optional ‘Dataviews
and Read-Only’ training course.
Questions about the Student Systems Programme or this document Student Systems Programme W: www.admin.ox.ac.uk/ac-div/studentsystems E: ssp@admin.ox.ac.uk T: 01865 (2)89975 SITS:Vision and eVision support after 5 January 2015 Student Systems Support Centre W: www.admin.ox.ac.uk/studentsystems E: student.systems@admin.ox.ac.uk T: 01865 (2)84848
1 The details in this document are correct at the time of production - 8 December 2014.
Student Systems Programme: supporting document for the UAS Roadshow 4
2. Key Dates
To ensure staff receive the support they need on 5 January 2015, Student Self Service (through eVision) will
be launched a day later, on Tuesday 6 January 2015. The delivery dates for the on-course student record
functionality through eVision access are as follows:
Staff: Monday 5 January 2015 at 08:30;
Students: Tuesday 6 January 2015 at 09:00.
2.1. On-course Student Record Delivery Schedule
Friday 19 December 2014 • Last working day OSS, Student Self Service, and eVision (degree ceremonies)
• At 18:00: shutdown OSS- access which is not admissions related will be end-dated
• At 18:00: shutdown eVision - no access until 08:30 on Monday 5 January 2015
Friday 19 December at 18:00 to Sunday 21 December 2014
• Implementation of SITS:Vision, eVision and MS Reporting
• Final data migration from OSS to SITS:Vision
FOR STAFF • No access to OSS, including Oracle Discoverer,
dataviews, Student Visa System (SVS), and Graduate Open College Allocation Tool (GOCAT)
FOR STUDENTS • No access to Student Self Service
Monday 22 December 2014 at 08:30*
FOR STAFF • OSS available for admissions only, including
admissions dataviews, Oracle Discoverer, and access to SVS and GOCAT
• NB: no access to on-course student record functionality!
FOR STUDENTS • Student Self Service available in read-only capacity
Saturday 27 December - Wednesday 31 December 2014
• Implementation contingency window
Monday 5 January 2015 at 08:30
FOR STAFF • SITS:Vision, eVision, and MS Reporting live for on-
course student record and degree ceremonies • OSS Admissions, admissions dataviews, GOCAT and
SVS functionality remain active
Tuesday 6 January 2015 at 09:00
FOR STUDENTS • New Student Self Service (through eVision)
*We anticipate that OSS Admissions, including admissions dataviews, Oracle Discoverer, SVS, and GOCAT will be available again for Monday 22 December 2014. If we have to use the implementation contingency window between Saturday 27 and Wednesday 31 December 2014, OSS Admissions will again not be available on Saturday 27 and Sunday 28 December 2014.
Student Systems Programme: supporting document for the UAS Roadshow 5
2.2. Implications for Students
From 09:00 on Tuesday 6 January 2015 students will be able to use the new (delivered through eVision)
Student Self Service via the Oxford Students website for:
Degree ceremony booking;
Registering and verifying personal details (for new and continuing
students);
Enrolling on course (for continuing students);
Printing enrolment certificate;
Opting out/back in of Oxford University Student Union (OUSU)
membership;
Viewing and updating personal details throughout the year;
Recording study periods undertaken abroad (for graduate students
only)2;
Entering for examinations;
Viewing alternative examination arrangements and candidate number;
Viewing examination results and award information;
Viewing the admissions authorisation code (“waiver code”) (for graduate students);
Booking of degree ceremonies.
Specific impact of the shutdown period and change-over on students:
Any eligible students are unable to book their degree ceremony dates between 18:00 on 19 December
2014 and 09:00 on 6 January 2015;
New and continuing students on a Hilary term programme are unable to register and verify their details
between 1 January 2015 and 6 January (registration traditionally opens on 1 January for Hilary term);
All on-course students are able to view their details and examination results between 08:30 on 22
December 2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);
All on-course students are able to print off their enrolment certificate between 08:30 on 22 December
2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);
Graduate students are able to view the admissions authorisation code (“waiver code”) between 08:30 on
22 December 2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);
New look and feel Student Self Service (through eVision) available from 09:00 on 6 January 2015 for all
students;
Able to select exam entry from January 2015 (during their allocated exam entry period). Note, this is new
functionality; exam entry has been a paper process until now;
Notice that all data relating to them has been successfully migrated from OSS to SITS:Vision i.e. no change
in data (that is not expected);
Able to register and verify details and enrol (continuing) from 6 January at correct registration windows
going forward.
Students will be notified of the above changes and implications via the existing student communications
channels.
2 Undergraduate students have this information recorded for them by the Academic Records Office (ARO), and can view the information.
Student Systems Programme: supporting document for the UAS Roadshow 6
Oxford Student website
2.3. Data Migration
Data migration is the process of transferring student records and supporting data from the legacy OSS
system to SITS:Vision, to allow the ongoing administration of student records.
When we shutdown OSS at 18:00 on Friday 19 December 2014, we will migrate the following records in a
single migration from OSS to SITS:Vision:
Current students who are actively still on-course;
Students from 2007 onwards who have completed or discontinued their course;
Pre-2007 students (from pre-OSS OASIS database) who had skeleton records in OSS;
Applicants and applications for entry in Hilary or Trinity term 2014/15 who have returned their contract
(outcome status of ‘Final C’ in OSS).
Note: rejected applicants will not be migrated to SITS:Vision.
After this ‘single’ migration, there will be a ‘daily feed’ of applicants and application records as they return their
contracts (i.e. when their outcome status is ‘Final C’ in OSS). Once migrated in to SITS:Vision, the applicant
transfer process is run which transfers these applicants in to student records. The daily feed also refreshes the
Confirmation of Acceptance for Studies (CAS) request visa records, so this is kept up-to-date between the
Student Visa System (SVS) and SITS:Vision. This will continue until they reach the status of ‘used’. The daily
feed continues to take across new applicants and CAS information until admissions functionality is being
delivered in SITS:Vision on 1 September 2015.
Link to eVision, rather than OSS
Copy for:
Self Service guide
Registration guide
Exam Entry
Others needed?
Will point
to eVision
from
09:00 on 6
January
2015
New guides will be added:
Self Service guide (overall guide)
Registration guide
Exam entry (new guide)
Contact details remain the same: student.information@admin.ox.ac.uk
Student Systems Programme: supporting document for the UAS Roadshow 7
Mixed Case Name Fields in eVision
Oracle Student Systems (OSS) holds names and addresses in mixed case, e.g. Patrick MacKenzie. SITS:Vision
holds names and addresses in upper case, e.g. PATRICK MACKENZIE.
To ensure names are displayed correctly on eVision screens and on any email or letter communications sent
from the system, we have applied conversion rules to convert names and addresses back to mixed case. Most
names will be displayed correctly; however some will be converted incorrectly. For example: Mackenzie (lower
case ‘k’) will display as MacKenzie (capital ‘K’); Ben van Houten (lower case ‘v’) will display as Ben Van Houten
(capital ‘V’).
In case of discrepancies
In areas such as Visa applications it is very important that the data in the official documentation matches the
application/student data. Any discrepancies that need resolving, need to be sent to the Academic Records
Office at aro@admin.ox.ac.uk.
3. Access to eVision (including dataviews)
The role of Information Custodian was originally introduced with
OSS to approve access to the system. With the implementation of
SITS:Vision and eVision we have taken the opportunity to streamline
the process of granting access to eVision and dataviews. Alongside
process improvements, we have also reviewed the role of
Information Custodian to make their responsibilities clearer, and to
reflect the growing emphasis on data protection and information
security.
3.1. Streamlining the Process of Granting Access to eVision
Once a staff member has a University Card and a University email account, they can automatically login to
eVision without having to request access. eVision will store which affiliations the staff member has to
college, department or division, alongside other basic information about them (e.g. email address). At this
point staff will be able to access the eVision landing page and 'access and support' tab / pages only.
Information Custodians will be able to add or remove access to additional eVision functionality and
dataviews. This can be simply achieved in a few steps within eVision itself. There will be no paper forms to
complete and send to the Student Systems Support Centre.
Some access roles may require additional approval from a central team, for example for sensitive or
restricted data (such as examination results) or because access should only be granted to certain
departments (such as non-standard examination entry). Once access has been approved, access will be
immediately granted and the auto-email will be sent.
If mandatory training or additional approval is not required for access to specific functionality, access will
be granted immediately and an auto-email confirmation will be sent to the Information Custodian and to
their staff member. Once attendance at mandatory training or additional approval has been confirmed in
eVision, access will be immediately granted and the auto-email will be sent.
Information Custodians will only be presented with access which is relevant to their unit. For example, a
college will only be presented with college access roles and staff who are affiliated to that college.
Student Systems Programme: supporting document for the UAS Roadshow 8
Information Custodians will have the ability to review access within their organisational unit (i.e.
college/department/division), and will be required to regularly review if access is appropriate.
Each unit can nominate a deputy Information Custodian, who can add and remove access in the absence
of the Information Custodian. Note: In the minority of cases where an Information Custodian is not
applicable, the Student Systems Support Centre will act as the Information Custodian.
3.2. Access from 5 January 2015
You will be set up with appropriate access, based on the information provided to us by your new Information
Custodian. Update access will not be activated until mandatory training has been completed.
Changes to access after 5 January 2015 will have to be raised with your new (deputy) Information Custodian.
The names and contact details of the new (deputy) Information Custodians will be made available on the
Student Systems Support Centre website. They will also be available under the ‘Access and Support’ tab in
eVision. The current OSS Information Custodians remain active in their role until 5 January 2015.
3.3. Access Groups
There are various levels of access to eVision and dataviews. You can request specific access from your
Information Custodian, who will be able to grant or revoke access.
OSS responsibilities and eVision access do not map directly, which is why we asked your Information
Custodians to assist us in identifying the appropriate level of access.
Visa Management Access
The delivery of the on-course student record functionality on 5 January 2015 will introduce some changes to
Confirmation of Acceptance for Studies (CAS) processing.
From 5 January 2015
'Student' CAS requests for those extending a visa to continue their studies or returning from a period of suspension
will be processed in eVision. 'Applicant' CAS requests will continue to be processed in the Student Visa System (SVS)
until September 2015.
From September 2015
'Applicant' CAS requests to start a new programme of study at Oxford will be processed in eVision and 'Student'
CAS requests will continue to be processed in eVision.
Visa Management training
Colleges: College Administration staff will be trained in eVision Visa Management as part of the ‘College:
Student Administration’ training course in Michaelmas term 2014.
Departments and Divisions: Only Graduate Studies Assistants (GSAs) and those with an equivalent GSA role in
divisions and departments will be trained in eVision Visa Management in December 2014 so they can process
‘Student’ CAS requests.
Colleagues, who will not need to create 'applicant' CAS numbers until after September 2015, will be trained in
eVision Visa Management in September 2015, when the admissions functionality of eVision will be delivered.
Student Systems Programme: supporting document for the UAS Roadshow 9
4. Business Changes
This chapter describes the changes between OSS and eVision we wanted to make you aware of.
4.1. Award Programme
The Programme of Study in OSS will be replaced by three
levels of information:
1. Programme Group;
2. Award Programme;
3. Specialism.
This change is partly due to the way SITS:Vision is structured,
but also to give more granular information about Oxford’s Award Programmes. In most cases OSS Programme
of Study maps one-to-one to Award Programme, but there are exceptions.
The reason why we are including an overview of this information is that you will be able to view the three
levels of information in the dataviews.
In the above example:
Julian is studying BA History;
Anne is studying BA Modern Languages French;
Timothy is studying BA Modern Languages in French & Spanish;
Georgina and Richard are both studying a DPhil in Modern Languages.
For the BA in Modern Languages you may want to report on them collectively, so they are grouped together
using the ‘Programme Group’.
Student Systems Programme: supporting document for the UAS Roadshow 10
For the DPhil in Modern Languages - once you have assessed their applications, you will know which
languages they are specialising in:
Georgina is studying French;
Richard is studying French & Italian.
These languages are denoted in ‘Specialism’. In OSS these were called ‘Admin Units’.
Finally, all three levels of information need to be recorded in SITS:Vision for all students, therefore:
BA History is also the same for ‘Programme Group’ and ‘Specialism’;
BA Modern Languages for French and French & Italian are also recorded at ‘Specialism’ level;
DPhil Modern Languages is also recorded at ‘Programme Group’ level.
Codes
The codes for Programme Group, Award Programme and
Specialism will be different from those in OSS. In OSS there were
sequential numbers, and in the example (see right), BA History
was 005251.
In SITS:Vision the codes contain meaning, where each character
or combination of characters represents something about the
Programme Group, Award Programme or Specialism.
For BA History, the Award Programme is UA_HY2. In this example the ‘UA’ preceding the underscore denotes
this as an Undergraduate BA, ‘HY’ the subject code and ‘2’ denotes this is the second version of this
programme.
These more meaningful codes will be useful for reporting, and enable retrieval of groups of Award
Programme/Specialism which share characteristics.
Where all three levels hold the same information (e.g. for BA History), codes are usually the same for all three
levels.
Student Systems Programme: supporting document for the UAS Roadshow 11
Codes for DPhil Modern Languages Specialisms are different from DPhil Modern Languages Award
Programme.
The table below shows the Award Programme codes for the student’s programmes (noting UA_ for
Undergraduate BA courses, and RD_ for Postgraduate Research DPhil).
As noted previously, for BA History this is the same code across all three levels;
For BA Modern Languages, the codes for Specialism are the same as for Award Programme;
The code for BA Modern Languages Programme Group is different to the Award Programme;
For DPhil Modern Languages, the Programme Group is the same as the Award Programme. However, the
code for each Specialism is different.
In the example above:
Note that ‘Q’ denoting Modern Languages is the same for the BA and DPhil;
Note that the code for French ‘3F’ and French & Italian ‘3F3T’ is the same for BA and DPhil.
The OSS Programme of Study Codes and mappings to SITS:Vision are available from the SSP web pages.
The screenshot below shows an individual student’s record in dataviews, where all the programme information
and codes are displayed.
Student Systems Programme: supporting document for the UAS Roadshow 12
Note: the shortened Award Programme Name is due to limited characters in SITS:Vision fields. There is a field
where the whole Award Programme details are written in full - for use on degree certificates etc.
Full-time / part-time programmes
If applicants can apply at admissions for both modes of attendance (full-time and part-time), each mode is set
up as a separate Award Programme in SITS:Vision. The part-time versions of the Award Programme codes are
similar to full-time versions, but have the code element ‘9P’ representing ‘part-time’.
An example:
DPhil Fine Art (full-time): RD_FR1;
DPhil Fine Art (part-time): RD_FR9P1.
Visiting students
As in OSS, visiting students have separate Award Programmes for:
Matriculated (VM_1);
Non-matriculated (VN_1) programmes.
Specialisms are per subject combination and single/joint/major-minor/triple weighting:
Visiting Matriculated Non-Award Economics and Philosophy Joint: VM1_WZ1;
Visiting Non-Matriculated Theology and Economics Major/Minor: VN2_YVW1.
As a consequence, you will be able to see visiting students’ subjects (Specialism) in the eVision dataviews. This
information is not displayed in OSS dataviews.
4.2. Status
In OSS a student only had one status. In SITS:Vision
there are two statuses:
Student Status;
Enrolment Status.
Student Status indicates the student’s overall status on
a programme (e.g. enrolled, suspended, and
withdrawn). Enrolment Status is more granular and gives a clearer indication of their status on their current
year of programme. They are usually both the same, but in some cases they are different such as if the
student has been progressed and is now eligible to enrol on their next year of study.
The table on the next page includes all student and enrolment statuses, and also how they relate to old OSS statuses. The key changes are as follows:
OSS status of ‘Inactive’ has been replaced by a number of statuses to make a student’s situation clearer;
OSS status of ‘Lapsed’ has been replaced with ‘Withdrawn’. The reason for withdrawal identifies which
students have lapsed;
OSS status of ‘Intermit’ has been replaced with ‘Suspended’ and ‘Suspended Assessment’ only;
OSS status of ‘Completed’ has been split in to ‘Completed - Leave to Supplicate’ and ‘Completed -
Conferred’;
OSS status of ‘Discontinued’ has been split to give more granular indication of why a student has left;
Some OSS ‘Holds’ have been replaced by statuses.
Student Systems Programme: supporting document for the UAS Roadshow 13
OSS status SITS:Vision
Student status Enrolment status
ENROLLED
Enrolled Enrolled
Provisionally enrolled
(appears for PGCE student who has
registered but has conditions outstanding)
Provisionally enrolled
(appears for PGCE student who has
registered but has conditions outstanding)
Submitted PGR
Enrolled
or
Ready to enrol (Continuer)
Awaiting decision (or referred to admin)
Replaces OSS hold
Awaiting decision (or referred to admin)
Replaces OSS hold
INTERMIT
Suspended Suspended
Suspended - Assessment only
Student remains suspended for the term in
which assessment is taken
Suspended - Assessment only
Student remains suspended for the term in
which assessment is taken
Awaiting decision (or referred to admin)
Replaces OSS hold
Awaiting decision (or referred to admin)
Replaces OSS hold
INACTIVE
Ready to enrol (Fresher) Ready to enrol (Fresher)
Ready to enrol (Provisional)
(appears for PGCE student who is allowed
to register but has conditions outstanding)
Ready to enrol (Provisional)
(appears for PGCE student who is allowed to
register but has conditions outstanding)
Enrolled Ready to enrol (Continuer)
Submitted PGR
Enrolled
or
Ready to enrol (Continuer)
Suspended – return overdue Suspended - return overdue
Dormant
(assessment outstanding) Dormant
End of course
(assessment outstanding) Dormant
Dormant
(required to resit) Dormant
End of course
(required to resit) Dormant
Awaiting decision (or referred to admin)
Replaces OSS hold
Awaiting decision (or referred to admin)
Replaces OSS hold
DISCONTIN
Never registered Never registered
Transferred programme Transferred programme
Transferred and progressed
(i.e. progression transfer)
Transferred and progressed
(i.e. progression transfer)
Completed – Unsuccessful
(i.e. failure at end of programme)
Completed - Unsuccessful
(i.e. failure at end of programme)
Withdrawn Withdrawn
Withdrawn (migrated) Withdrawn (migrated)
LAPSED
Withdrawn
(Withdrawal reason: Academic (Graduate
Non-Disciplinary)
Withdrawn
(Withdrawal reason: Academic (Graduate
Non-Disciplinary)
COMPLETED Completed - Leave to supplicate Completed - Leave to supplicate
Completed - Conferred Completed - Conferred
Student Systems Programme: supporting document for the UAS Roadshow 14
How this information will display in dataviews:
4.3. Student Number
The OSS Person Number becomes Student Number in eVision. Students keep the same number when their
record is migrated from OSS to SITS:Vision. Applicants and new students will get a number in the same format.
4.4. Programme Instance
In some eVision screens or dataviews the student’s ‘Programme Instance’ may be displayed. This is a
combination of the Student Number and the number of programmes on which the student has been enrolled
at the University.
Student Number/1 indicates that this is the student’s first programme;
Student Number/2 indicates that the student has previously been enrolled on a different programme;
Student Number /3 indicates that the student has previously been enrolled on a different programme.
The student may not necessarily have completed the previous programme, as some on-course changes such
as programme transfer, will create a new Programme Instance.
Student Systems Programme: supporting document for the UAS Roadshow 15
How this information will display in dataviews:
4.5. Registration
The terminology for the Registration process will change:
1. Register (was called Student Registration) takes a student through a number of eVision screens;
2. Enrol (was called College Registration), where colleges, departments (for non-standard programmes), and
Student Information (for recognised students) complete the enrolment process for freshers.
The processes remain the same:
Continuing students effectively enrol themselves, and will be able to print off their enrolment certificate;
Freshers are asked to go to their college to pick up their student card. Once they have been enrolled by
their college their registration process is completed and they are able to print off their enrolment
certificate.
The registration windows remain the same:
Students are able to register from opening up to end of Week 1;
Colleges, departments and Student Information are able to enrol students up to end of Week 2;
The Academic Records Office (ARO), Graduate Studies Assistants (GSAs) and the Data Quality team can
enrol students throughout the year (Undergraduates to ARO, Graduates to GSAs).
Student Systems Programme: supporting document for the UAS Roadshow 16
Register
Within Student Self Service students will be able to enter data on:
Emergency contacts (mandatory to have one, maximum of three);
Their address, making use of the UK address look-up functionality;
Caring responsibilities (optional);
Oxford University Student Union (OUSU) membership opt-out/back in (no longer a separate webpage).
Enrolment
Will be able to identify if a student has completed the ‘register’ process and verified their details;
Will be able to identify if a student requires a visa;
There is no ‘cart’: after selecting the ‘Selected’ button (see below) the students are enrolled;
The ‘Enrolment Overview Report’ shows whether students have been enrolled, or not.
Student Systems Programme: supporting document for the UAS Roadshow 17
4.6. Emergency Contacts
The ‘Emergency Contacts’, completed by the student within Student Self Service, is a screen which will only be
available to a few people in each college and department.
Colleagues will only be able to see emergency contacts for their own college or department, and they will only
be able to use these in very specific circumstances. The Emergency Contacts screen displays a link to the
Guidance on Confidentiality in Student Health and Welfare document for further guidance.
4.7. Visa Management
From 5 January to 1 September 2015 there will be a parallel running of two systems for Visa Management:
The Student Visa System (SVS) will remain available for Applicant Confirmation of Acceptance for Studies
(CAS) requests;
eVision will be used for Student CAS requests (e.g. extensions) and Student Passport Copies.
As applicants return their contracts, the daily (data) feed will migrate applicant CAS requests to eVision. If any
changes are made to applicant CAS requests within SVS after this point, the changes are picked up in the daily
data feed and fed through to eVision until they reach the
status of ‘used’.
Applicant CAS functionality will be delivered in eVision with
admissions on 1 September 2015, at which point SVS will be
switched off.
Other things to note:
The overall processes for creating a student CAS request and recording passport copies remain the same
and continue in line with Home Office requirements;
Student Systems Programme: supporting document for the UAS Roadshow 18
Additional validation steps have been added throughout the process to notify users of issues with missing
data on the CAS request, passport copy or student record;
There are a few changes to the functionality in comparison to OSS, including the ability to add a new
passport to the student record and the removal of the ‘CAS Request Creation’ auto-email;
There are new operational reports called ‘Student CAS Requests Report’ and ‘Student Passport / Visa
Copies Report’.
For Visa Management access and training, refer to paragraph 3.3.
4.8. Fee Schedule
The current Fee Schedule spreadsheets (which are placed on WebLearn for colleges to access) will be replaced
with eVision screens.
Colleagues with access to the Fees & Funding functionality will be able to view the Fee Schedule online, raise
and track college fee queries via eVision, and review the history.
A live fee schedule for each student will be available once the student has returned their contract and has a
student record, or once progression is completed. Central funding and student information can be seen in
same screen, so you don’t have to look around the system.
Central funding information will be uploaded
once it is been confirmed by the relevant
department. The Fees team will communicate
updates to colleges via email. Student Loans
Company (SLC) funding information is added
to the schedule automatically, once the SLCs
assessment is complete and the data is
imported by the Fees team.
Student Systems Programme: supporting document for the UAS Roadshow 19
Fee snapshot reports are available within eVision. There will still be four snapshots throughout the year for the
finance processes.
College, department or other funding which is awarded locally will not be available to view in the screens. Other things to note:
Students who started in a Hilary or Trinity term will be charged, and can be viewed alongside Michaelmas
term starting students;
Most on-course changes that affect fees are automatically recalculated overnight;
Where recalculation is not possible, the student record is flagged for the Fees team to review;
Fee schedule and snapshots can be exported to Excel.
For Hilary term 2015 only, the Fee Schedule information will not be available in eVision until Week 5. Moving
forward, this data will be available earlier than week 5.
4.9. Assessment Review
The Assessment Collection Exercise in OSS will be called Assessment Review in eVision. The process remains
unchanged, however the method will change. The reviewing and amending of assessments will be done via
eVision; the Academic Records Office (ARO) will no longer distribute word templates (entry forms) to
departments via WebLearn.
Instead, within the eVision screens colleagues in
divisions and departments will be able to review the
examination assessments and structure to ensure it
meets the Examination Regulations for the coming year
(i.e. the grey book). They will be able to:
Add /remove assessments;
Review / amend assessment details;
Review / amend selection rules.
Delivery time line Assessment Review
The Assessment Review functionality will not be delivered on 5 January 2015. The timetable for delivery is as follows:
Date Activity
February 2015 Pilot training and User Acceptance Testing
February - March 2015 Training course delivery (Department/Division: Assessment Review and Programme Specific Text)
April 2015 Go-live for Assessment Review functionality
Mid-April - Early July (each year) Assessment Review window open
Student Systems Programme: supporting document for the UAS Roadshow 20
4.10. Examination Entry
The method of examination entry is changing from January
2015. Students will no longer receive a paper examination
entry form via their colleges. Instead, they will be able to
enter their examinations within Student Self Service
(delivered through eVision).
This is possible because in SITS:Vision we are able to build
the assessment structure which contains the validation for
eVision - the list of assessments to select from, plus selection rules (e.g. take two assessments from a choice
of these six, and then three from a choice of five).
This is why it is so important for departments to undertake a detailed Assessment Review (paragraph 4.10.).
The student will see the Assessments which have been approved and amended by departments on their
examination entry screens.
The examination entry windows remain unchanged, and the list of entry window continues to be available on
the Examination Entry website. At the start of each examination entry window students receive an auto-email
asking them to login to Student Self Service to complete their examination entry. Colleges will also receive an
auto-email informing them that some of their students will take part in that examination entry window.
Students will automatically be entered on to compulsory assessments. In Student Self Service they are
presented with a list of optional assessments and selection rules, from which they can make their examination
entry selections. Their choices are validated against the assessment rules, and if they are incorrect they are
not allowed to complete the online process. Students can change their choices within the examination entry
window as many times as they wish.
If students have not selected their choices, they will receive a reminder auto-email three days before the
examination entry closure date, and a final reminder on the day of closure. They will then receive a notification
when the entry window closes. Colleges will also receive a notification if one of their students has not
completed their examination entry.
Student Systems Programme: supporting document for the UAS Roadshow 21
Although the method of entry for students is changing, the following remains the same:
The dates of the examination entry windows;
The late fee will still apply for those who do not submit their entries on time, or who make late changes;
The processes for these do not change; except that students who enter all examinations late will need to
do it via Student Self Service (through eVision);
Students will automatically be entered onto their compulsory assessments, and if a course does not
provide any optional elements then a student will not need to complete the examination entry process;
The ‘Student Assessment’ dataview will still be available to allow departments to see the selections made
by students.
4.11. Alternative Arrangements
There will be restricted eVision access (via the Information Custodian) to view Alternative Arrangements for
students in colleges and departments. Students are able to view this information within Student Self Service.
The processes for applying for alternative arrangements will remain the same.
4.12. Progression and End of Year
Progression is the rollover of students from one academic year to the next on their student record.
Progression is performed in the system by Student Administration teams and, for most students, takes place
in August.
For programmes that cross the academic year (such as Hilary term / Trinity term starters or Taught Masters
of more than nine months):
The academic year will change on the student record;
The student’s year of programme will remain the same.
The academic year change is displayed in the student’s record and dataviews:
Colleges and departments will continue to receive an End of Year Review from the Academic Records Office.
Student Systems Programme: supporting document for the UAS Roadshow 22
4.13. Degree Ceremonies
The eVision Degree Ceremonies administration and student ceremony bookings went live in Michaelmas term
2012. Students are now using eVision to book their degree ceremony and colleges are using eVision to
manage information about degree ceremony requirements for graduands and their guests.
With the delivery of the on-course student functionality on 5 January 2015 there will be no changes to the
processes and functionality of Degree Ceremonies.
Photography: Rob Judges
Photography: Rob Judges
Student Systems Programme: supporting document for the UAS Roadshow 23
5. Dataviews and Reports
The following functionality will be available from 5 January 2015, as part of the delivery of the on-course
student record:
1. Dataviews in eVision;
2. Operational reports via eVision (e.g. enrolment and visa management reports);
3. Management information through Tableau reports;
4. Microsoft Report Builder (in the first instance only available to staff in central teams).
Firefox is the recommended browser for reports and dataviews to render correctly. Supplier Tribal will be
issuing a fix in due course for rendering issues in Internet Explorer.
5.1. Dataviews in eVision
OSS dataviews will be replaced by eVision dataviews. The functionality is replicated and rationalised where
possible, for example:
Dataviews in eVision Incorporating (old) dataviews
All Students
Individual Student Summary
Individual Student: Oxford Academic History
Individual Student: Previous Qualifications
Enrolled Student Information
Student Contact Details
All Current Students
All dataviews will appear under the ‘Dataviews’ tab in eVision, and most dataviews will be accessible to all
users (access via Information Custodians).
Useful to know
The ‘year of student’ function will no longer be available in dataviews: this is a HESA field that has to be
calculated. You are however able to view the ‘year of programme’ information, for example ‘all year 2
students’.
The dataviews include cascading parameters; for example, if you pick a division, under the department
parameter you will only be able to select departments within that division.
In the larger dataviews it is possible to use a ‘pick list’, to show only those columns in which you are
interested.
If your search is slow, or returning too many results, a message will appear suggesting to narrow your
search.
Exporting data:
o Use Excel to export data to; PDF/doc/TIF are not recommended as the formatting of data cannot
be guaranteed.
o Each Excel document that is exported will contain the data protection statement on the opening
page of your report.
In the ‘All Students’ and ‘Research Students’ dataviews you will be able to select ‘Rhodes year’ in the
parameters.
Student Systems Programme: supporting document for the UAS Roadshow 24
Example of dataviews parameter selector screen - All Students dataview
Overview of dataviews in eVision
Some dataviews were deemed to be no longer required, and therefore will not be delivered in eVision. The
‘Changes to Student Details’ dataview will also not be delivered, as this data is not held in SITS:Vision. Finally,
there will be a new ‘All Students Disability’ dataview, with restricted access. Currently this data is available via
the Student Data Feed. An overview of all ‘old’ and ‘new’ dataviews can be found in the table on the next
page.
Please note that admissions dataviews will still be available on OSS, until admissions is delivered in eVision on
1 September 2015.
Dataviews in eVision
Incorporating (old) dataviews Notes
All Students
Individual Student Summary You will be able to select ‘Rhodes year’ in the parameters.
Individual Student: Oxford Academic History
Individual Student: Previous Qualifications
Enrolled Student Information
Student Contact Details
All Current Students
Research Students
Individual Research Student Summary
You will be able to select ‘Rhodes year’ in the parameters.
Enrolled Research Student Information
All Current Research Students
Individual Student: Oxford Academic History
Individual Student: Previous Qualifications
Student Contact Details
Student Systems Programme: supporting document for the UAS Roadshow 25
Dataviews in eVision
Incorporating (old) dataviews Notes
Freshers Freshers List
Student Assessments
Students Assessments You will no longer be able to drill down to student details.
Exam Board: Student Assessments
Exam Board: Student Assessments You will no longer be able to drill down to student details.
Students and Funding
Graduate Students - Funding
This will not be available until admissions is being delivered in eVision on 1 September 2015. The data however is accessible through the ‘Graduate Applications - Funding’ dataview or from Graduate Admissions and Funding (GAF) on request.
Exam Board: Year Outcome/Final Award
Exam Board: Year Outcome/Final Award
Year Outcome/Final Award
Year Outcome/Final Award
Student Loans Company
Student Loans Company This is currently a restricted dataview in OSS, but will be a report in eVision within the Fees & Funding tab.
Changes to Student Details
This dataview will not be available in eVision, as the data is unavailable in SITS:Vision.
All Students disability
A new dataview (restricted access role) with disability information (This data is currently available through the Student Data Feed).
Programmes
Basic/Core Programme of Study Details
Programme Assessment Structure No longer required, and therefore not available in eVision.
Assessment Unit Data
Graduate Applications
Submitted Graduate Applications Not available from eVision until admissions is being delivered in eVision on 1 September 2015. These dataviews continue to be available on OSS.
Applications and Funding
Graduate Applications - Funding
Individual Student: Charges and Credits History No longer required, and therefore not
available in eVision. Programme Fee Rates
Projected Student Tuition Fees
Student Systems Programme: supporting document for the UAS Roadshow 26
5.2. Reports
The majority of the operational reports in OSS will be replaced by reports in eVision. They will sit within the
relevant functionality tab - see screenshot below. Access to operational reports is therefore tied in with
access to the operational reports. So if for example you have access to Student Records functionality, you are
likely to have access to the Student Records reports.
Reports no longer available in eVision
Some reports currently available in OSS will not be delivered in eVision; they are either no longer required, or
the required data is not yet available, and these reports will be delivered at a later stage. An overview can be
found below.
Reports no longer available in eVision Notes
Restricted Examination Rankings - Results by Examination (2013/14)
Required by April 2015 Dependent on Average Marks upload
Restricted Examination Rankings - Class List
Examination Results - Results by examination (2013/14)
Examination Results - Class list
Exam Entry Change Report
Exam Results Management Will be delivered at a later stage
Resit Query Report Will be delivered at a later stage
Examination Entry - Submissions No longer required
Alternative Examination Arrangement
Number of students verified/registered by date and week This will be replaced by the Enrolment Overview Report
Submission reminders for Directors of Graduate Studies No longer required
Please note that the ‘Student Loans Company’ dataview in OSS will be delivered as a report in eVision, within
the Fees & Funding tab.
Student Systems Programme: supporting document for the UAS Roadshow 27
5.3. Tableau Reports
Management Information reports, such as Equality Reporting and the Norrington Table, will continue to be
published through Tableau reports, i.e. not through eVision.
Tableau reports continue to be managed via the Student Data Management & Analysis (SDMA) team. If you
need access to Tableau reports contact sdma@admin.ox.ac.uk.
5.4. Microsoft Report Builder
Microsoft Report Builder will replace Oracle Discoverer for the on-course student record, and will - in the first
instance - only be available to a limited
number of staff in Student Administrations.
Report Builder will allow users to develop
their own reports from real time data. In the
future this functionality will be made
available to selected users across colleges
and departments.
For those of you who already have access to
Oracle Discoverer: this will still be available
to you for admissions information, until
admissions will be delivered in eVision on 1
September 2015.
Student Systems Programme: supporting document for the UAS Roadshow 28
6. SITS:Vision Student Data Feed
The arrangements for providing applicant and student data
On 5 January 2015, the arrangements for providing applicant and student data to local IT systems will change.
There are currently three separate services through which local IT systems can access the current OSS
Student Data Feed: the OSS XML Data Feed, the OSS Data Warehouse, and the Core User Directory (CUD).
After 5 January 2015
With SITS:Vision we are consolidating the three separate services into CUD2, which has been extended and
upgraded to handle the additional SITS:Vision student data.
Existing XML Data Feed and Data Warehouse users have been contacted and will be assisted with the
transition to SITS:Vision. Existing CUD users who make use of the OSS Student Data Feed have also been
informed. The SSP team is also coordinating with three user groups (Accurate Solutions, BiG, and Kinetic
Solutions) to ensure a common approach is taken for systems with several different users in the collegiate
University.
We expect to be able to grant new access to the SITS:Vision Student Data Feed (via CUD2) in early 2015,
after the migration of existing users has been completed.
7. Support
The Student Systems Support Centre delivers support and guidance for the various systems that underpin
student administration across Oxford.
With the eventual full replacement of OSS, a new
support model is being implemented to deliver and
manage support for SITS:Vision and eVision whilst
maintaining support for existing systems, such as
GSS and OxCORT; and OSS until admissions goes
live on 1 September 2015.
The team works in close liaison with staff within
the Academic Administration Division (AAD) and IT
Services. In particular, the team is working
alongside the Student Information team to ensure
that support and information for, and relating to,
students is consistent and accurate.
The Student Systems Support Centre website comprises descriptions of the systems supported, as well as
details of access and training, and how to contact the team. Prior to go-live the website will include more
information relating to the new Support Centre as it forms, so that from 5 January 2015 this site is the hub of
all support, access, and training documentation.
Student Systems Programme: supporting document for the UAS Roadshow 29
7.1. Contact Details after 5 January 2015
Oracle Student System (OSS) for graduate admissions SITS:Vision and eVision CMIS University Card system Oasis/Openroad ADSS Embark Student Self Service Mark-IT Administrative databases
E: student.systems@admin.ox.ac.uk (to replace oss.admin.ox.ac.uk; redirections will be in place) T: 01865 (2) 84848
OxCORT E: oxcort@admin.ox.ac.uk W: www.oxcort.ox.ac.uk (no changes)
Graduate Supervision System (GSS) E: gss@admin.ox.ac.uk W: www.gss.ox.ac.uk (no changes)
Students will continue to use the following email address:
student.information@admin.ox.ac.uk.
Current contact details as advertised on the Student Systems Support
Centre website (www.admin.ox.ac.uk/studentsytems).
7.2. Support in the First Month after Go-Live
In addition to the support delivered through the Student Systems Support Centre, the programme team will
make resource available to supplement the Support Centre in the early months after go-live, to provide
advice, knowledge and expertise in order to address concerns or issues which may arise.
In January 2015 we aim to organise a series of surgery sessions for colleagues in divisions, departments, and
colleges. Specific information will be made available in due course.