Passing the Baton · • Student One is the TechnologyOne Student Management System, which was...

Alexandra King Carly Brown 28 May 2015

Passing the Baton – Supporting Vocational Education in Student Self Management

Swinburne

SCIENCE | TECHNOLOGY | INNOVATION | BUSINESS | DESIGN


2

Today’s Agenda 1. Introduction and Session Overview

2. System Implementation

3. Integrated Services Model (ISM)

4. Past to Present

5. Student Self Management

6. Staff and Student Feedback

7. Light Bulb Moments

8. Where to Next

Swinburne



3

Introduction and Session Overview • Curriculum Implementation Team – Pathways and Vocational

Education (PAVE)

• Impacts of change at Swinburne

• Student choice, ownership and transition to self management

Swinburne



4

Implementing System Changes

Student One • Student One is the TechnologyOne Student Management System, which

was implemented at Swinburne University of Technology in May 2014 • It replaced the ASCOL legacy system which was introduced and

unsupported since 1992

• Consolation of multiple systems into a centralised system

Swinburne



5

Implementing System Changes – System Objectives

Sustainability Replace an aging patchwork of disparate in-house systems with a vendor supported, modern, integrated and flexible system that will grow into the future Customer Service Offer reliable, customer-focussed processes, both online and face-to-face Better Information Ensure clean data, easily accessible to support decisions and daily operations One Swinburne Enable standardised processes, data and system usage across Swinburne

Swinburne

SCIENCE | TECHNOLOGY | INNOVATION | BUSINESS | DESIGN 6

Integrated Services Model (ISM)


• ISM implemented at Swinburne at the beginning of 2014

• Improve processes for staff and students

• Continue to build a strong service culture across the University • Integrated administrative functions

• One point of contact for potential and current students

• One processing point for staff

Swinburne


Past to Present Processes


• Student controls enrolment online • Paper based to electronic

• Reduction in processing times – real time confirmation of enrolment, fee

schedule and access to online learning materials

• Online class registration for PAVE students • Supporting flexible delivery options – online, classroom and apprentice

delivery

• Building strong relationships with Business Partners

Swinburne


VE Calendars


2014 • Course intakes offered every month

• High number of exceptions to VE teaching periods

• Advertised intakes with unviable numbers for classes resulting in cancelations,

timetable changes and unhappy students

2015 • Two main advertised course intakes in 2015

• 31 teaching periods to maximise flexibility

• Minimal exceptions • More stable curriculum and therefore student satisfaction

Swinburne


VE Intake Calendar


Swinburne


VE Unit Enrolment Calendar


Swinburne


Student Study Plans


• What is a study plan? A list of all units a student will undertake throughout their

study to obtain a qualification

• How do students get a study plan? At the point of course admission, students have their study

plans expanded to include all relevant unit information

• How do study plans link to course structures? A good study plan is informed by the course structure

configured in Student One

• How do study plans allow student self management? Study plans are the building blocks for students. They allow

students to select the sequence, teaching period and load of their course, by providing a holistic view of the units available

Swinburne


Student Self Management


• Accurate curriculum

• A good study plan

• Minimal changes requiring staff intervention

• Quality course advice

Swinburne




Swinburne



14

Student Class Registration

Class choices

Completed Timetable

Swinburne



15

Timetable Changes • Online timetable change form

• Built in approval and escalation

process

• Allows reporting on volume of timetable changes

• Minimising impact to student

• Improving the student experience

Swinburne



Enrolment Self Management For the VE teaching periods in 2015 43% of VE students self-managed one or more unit


Swinburne


Student Feedback


• Understanding Study Plans

• Which teaching periods to select for enrolment

• Sequencing of units

• Website navigation

• Timetable Clashes

“Not enough information, webpage was a bit confusing”

“I couldn't find subjects with availability or that didn't clash with

other subjects”

“I wanted confirmation on whether I was completing the correct units”

Swinburne


Staff Feedback


“Transparency of student amendments and accountability for system changes”

“A sophisticated system with built in validation and vastly improved functionality”

“Correct validated and stable course structures”

“Integration of all student information in to one database”

“streamlining of enrolment processes, more intuitive and simplified”

Course Planners need improving

“Easier online functionality, better instructional material”

Swinburne


Measures of Success


• In 2014 over 3,000 individual curriculum forms were received

• This has reduced to 300 in 2015

• Consistent cohort delivery

• Reduction in student complaints

• Improved staff knowledge and greater skill base

• Student self management of enrolment and class registration

• Improved collaboration between business areas

Swinburne


Light Bulb Moments


• Clear, concise information for students

• Improved web interface

• Consistent language across all systems

• Updated Course Enrolment Planners

• Supporting students outside of the system

• Simplified course structures Removing unnecessary choice lines

• Staggered release of class places

• Block group classes – group integrity

Swinburne


Quick Wins – Improvements for Semester 2, 2015


• Website improvements

• Updated Unit Selection Templates

• Bulk enrolments

• Guided self management

• Forced class registration

• Class streaming

• Simplifying complex course structures

Swinburne



Where to next?

Questions


[email protected] [email protected]

Passing the Baton · • Student One is the TechnologyOne Student Management System, which was...

Documents

Transcript of Passing the Baton · • Student One is the TechnologyOne Student Management System, which was...