B

C

Calendar

Q: Can the student’s calendar (timetable) be exported to mobile devices?

A: We plan to publish the calendar to Outlook, so if the student has connected this to their phone/device then it will be accessible through that channel.

Q: Will staff be able to see an individual student’s calendar?

A: Yes. It will also let you see where other staff members are.

Class Scheduling

Also see ‘Timetabling’ below.

Q: It has been said that class scheduling will be completed each year in May. Currently most scheduling happens after that. How will this work in future?

A: May is the deadline for provisional timetables only. However, this may be an example of where the timing of annual administrative activities will change in future. If we are to enable students to enrol on classes earlier and minimise any later changes to their timetable, then tasks like class scheduling will need to be completed earlier also.

Q: Quite often some courses run in the same rooms and on the same days/times each year. Is it possible to roll the schedule forward each year?

A: Yes. It is expected that this will routinely happen to provide the model or basis to which amends can then be made. This will also help to build up a picture of how rooms are used which will assist the CRB team in their estate management role.

Comments, Checklists & Communications (3 Cs)

Q: Is it still planned to make use of 3Cs and workflow – there seems to have been little reference made to date?

A: 3C communications will be used for standard, centralised communications (e.g. account notification emails). Checklists will also be used in various functions (e.g. direct admissions). Staff will be able to run reports of student information for use in mail-merge for local communications. Workflow functionality will be used primarily in Admissions and Finance processes.

Communications

Q: Can messages and information (including that provided on-screen) re: enrolment be used to encourage students to discuss options with their Adviser? If so, can these be tailored for individual Colleges (or Schools)?

A: The Student Communications Toolkit provides guidance on appropriate wording. This has been used by Colleges and Schools in the enrolment guidance provided within their own web pages where they will also include reference to meeting with advisers, if appropriate.

Q: To what extent will/can SMS text be used to notify and/or update students?

A: Current messaging capabilities may be replicated using data from MyCampus.

Q: Can the communications content coming out of MyCampus be adapted by Colleges/Schools for different student needs?

A: Communications generated by MyCampus will be standard central communications – Colleges/Schools will continue to have the ability to generate their own communications via mailmerge etc

CRM

Q: What is CRM?

A: Constituent Relationship Management (CRM) consists of the processes we use to track and organise our contacts with current and prospective students. CRM software is used to support these processes; information about students (and importantly applicants) and their interactions are entered, stored and accessed by staff in different departments. Typical CRM goals are to improve services provided to students, and to use student/applicant contact information for targeted marketing.

CPD (Continuing Professional Development)

Q: Will MyCampus be used for managing all credit-bearing CPD activity and if so has the impact and requirements of this been fully considered and what are the associated plans which need to be taken account of?

A: Yes, all credit-bearing CPD will be treated as modular PGT courses and adopt the same processes.

Course Information

Q: Will a report be available detailing all courses created in MyCampus and any gaps in the information uploaded (e.g. short-course description) plus details of when the course was last offered so that these can be checked for currency and additional information provided?

A: There will be a report to audit this data and identify gaps/issues which staff will then update/resolve.

Q: Is there a plan to develop/enhance PIP to enable the additional data requirements re: courses to be captured at this stage rather than after the upload to MyCampus ?

A: PIP will continue to be used for course and program approval. Some changes have been made to ensure as much information as possible is captured at this point and can then be uploaded to MyCampus. The current ‘PIP admin’ functionality is moving into CS, so the additional administrative information (along with any items which could not be captured as part of the first stage) will have to be entered directly to MyCampus. A screen will be available for all the course admin requirements.

Q: What is the Organisational Code within a course?

A: It is used to determine the ‘academic owner’ of each course. Initially this is set up as a 1:1 relationship and this information will then be used to assign costs/income.

Q: How do we accommodate courses which only run in alternate years?

A: The simplest option is to not schedule classes for the ‘off’ year – and include information on this in the course description. Students and staff will then still see what is scheduled for this year and the next.

Q: How will new approved courses be input to MyCampus after the initial download from PIP for this year?

A: The interface between PIP and MyCampus will continue to run, so as new courses are approved they will be picked up by MyCampus and the plan rules, class schedules, etc. can then be built.

Q: Is there a final deadline by when a program has to be approved and the plans built to enable students to enrol for the following academic year?

A: Not as yet, but a decision does need to be made on timing and approaches to creating records in MyCampus to enable enrolment. We will need to define a process for this to ensure timeliness.

Q: Will plan/rule building be part of the program design and approval process in future?

A: This is to be determined along with a way of providing some QA to ensure rules are in line with the program specification.

Q: Effective dating is being used to manage changes to courses but how will the latest information from PIP (which isn’t date stamped) be reflected in MyCampus without compromising the information in MyCampus?

A: When an import is received from PIP any changes are captured and effective dated in MyCampus. The PIP interface, once live, will run continuously, so any and all changes made subsequently are captured and recorded (including effective dating) in MyCampus. 

Q: Does the PIP ID need to be tracked against the MyCampus ID?

A: In future the course ID generated by PIP will be used by MyCampus so there will be no need to track two separate IDs.

Q: Is the interface between PIP and MyCampus a one-way data exchange?

A: It is a 1 way interface. 

D

Data

Q: What is the extent of legacy student information which will be available in MyCampus?

A: All data held on Websurf will be converted from the legacy student records system to MyCampus and, therefore, available for a variety of purposes including reporting and production of references.

Data Protection

Q: Will MyCampus contain an overall data protection statement?

A: Yes. For Admissions Sections, DOASA have released a high level statement. For Student Records Sections the statement is a work in progress.

Q: How will data protection be managed during the training sessions?

A: The security levels within MyCampus are robust. We have a designated member of the team working on security and they will be responsible for matching job roles to the appropriate access levels.

Disability

Q: Have you identified system needs for blind and disabled users, and will they be part of the testing process? 

A: Yes to both questions.

Q: How will adaptations/adjustments be recorded in MyCampus – as free-text or from predefined options?

A: They will be selection from a pre-defined list specified by Disability Services.

Q: Can multiple options be selected?

A: Yes. Disability Services will manage this list, adding or removing items as required.

Q: Will course staff need to run reports on requirements/adjustments for students?

A: They will receive a direct update when adjustments are agreed and will also be able to run reports on individuals or groups.

Q: Will staff be alerted when disability requirements/provision change?

A: We can set up alerts, but need to look further at this and at the extent to which it can be automated.

E

EmplID

Q: What is an EmplID?

A: The EmplID (short for Employee ID) is the unique number that identifies all people on the system e.g. enquirers, applicants, students, members of staff (internal & external), alumni. For students, this will effectively mean that their EmplID is their student number.

Q: How can I help a student with their enrolment process?

A: You can look at the Student's advisement report in a two ways:
1. Via the Student Centre - Campus Community > Student Services Centre > Student Centre
Choose the ‘other academic’ dropdown and select Academic requirement. Press go. 

 
2. Run an advisement report - a step by step guide can be found at: http://www.gla.ac.uk/t4/studentlifecycle/files/academic_advisement/Run_Advisement_Report.pdf 
The advisement report shows the compulsory and optional courses a student is required to take for each year of study.

Q: Will the registration and enrolment process for international students incorporate a service indicator which allows students to complete all registration and enrolment tasks but means they are not fully registered until they have completed the ID check (copy of passport, visa and ATAS certificates)? If not, what is the alternative process by which this is assured?

A: The need to enable international students to register and enrol online, as any other student, is recognised. The Registration process has been designed to allow students to complete both academic and financial registration and to proceed to enrolment. They will be advised during Registration of the need to complete the Tier 4 check and will not be marked as ‘fully registered’ until this has been done and their recorded updated.

Q: Will there still be a University enrolment day?

A: There will no longer be an ‘enrolment day’ as such. Instead, students will be able to enrol after a particular date and/or when they are eligible to do so (e.g. have met the requirements for progression). The enrolment for 2012-13 will be from 1 August 2012. 

Q: Is it intended that we give up the physical enrolment date? Traditionally students come in and fill in information on this day.

A: It won’t be necessary to do this for enrolment.  Designated specific ‘induction’ day/s for giving out information may still be set up, should this be required.

Q: There has been talk of a three-week period for switching courses each semester: how will this work for some of our short courses, which are only 5 or 6 weeks long?

A: The ‘add/drop’ period can be set to an appropriate length at individual course level, thus accommodating courses of shorter duration and those which may begin mid-semester.  
Q: What will happen if a student enrolls on a course in error?

A: During the enrolment period and for the designated ‘add drop’ period students will simply drop the course on which they enrolled in error and enrol on the correct course. In exceptional cases where this error is only discovered later, then their adviser would be able to manually over-ride the rules and enrol the student in the correct class.

Q: Will there be a message on the system telling students who to contact if they think they’ve been stopped from enrolling on a course in error?

A: Yes, students are advised to log a support request if they encounter difficulties at any stage of the registration and enrolment process. Also there will still be adviser appointments early in each session, which will provide an opportunity for discussion. Also there will still be adviser appointments early in each session, which will provide an opportunity for discussion.

Q: To what extent can students complete enrolment if they have a debt.  Can they just plan what they want to do, but go no further? What are all the factors that hold back 'term activation'?

A: Students with a debt can use the Planner to plan what they want to do even if they aren't term-activated. Students with a debt or who have failed to progress will not be term-activated until these issues are resolved and therefore cannot register or enrol.

Q: Is there the potential for students to change their course selections in order to address identified anomalies and for this to create other anomalies? Will the Adviser’s report need to be run again?

A: Yes, students may change course choices (for any reason) at any time during enrolment period and for the designated period after start of semester (add/drop period). This might create other issues and when Advisers run regular reports during the enrolment period this will be evident.

Q: Is there still a deadline date for completion of registration and enrolment?

A: Yes, as now it will be a requirement for students to register by a particular date and until they have registered they cannot enrol on classes. There will be much greater visibility around this in future so it should be easy to identify and follow-up those who have not completed required tasks.

Q: What is a ‘Program Adviser’ (there is a reference to this on one of the enrolment screens)?

A: This is a term used in MyCampus and doesn’t correspond exactly to a specific role at UoG, but could be used for any one of a number of advisory roles such as: chief adviser, a disability adviser, etc. Any advisers set up and attached to a student will be shown in the student centre.

Q: Will the system ensure that the student enrols on all the components of a course or could they only enrol on the lecture element?

A: MyCampus will require them to select one of each of the required components and will not complete the enrolment process until they have done so.

Q: Will it be possible to identify students who have not enrolled in anything?

A: Yes, through reports.

Q: If a course choice is unavailable will MyCampus offer appropriate alternative options to the student?

A: The system cannot offer alternative courses to the student during enrolment. It will be for the student to select other classes or courses to enrol onto.

Q:  Early enrollers may subsequently go back and change their choices. So what is the optimum time for advisers to monitor course selections in order to identify potential issues or concerns?

A: Advisers will be able to see, through reports, any changes to add/drop courses (and when these were made) so it is possible to start monitoring early then check for changes. It is important that curriculum choices are looked at as early as possible so changes required can be made promptly to avoid creating further complications.

Q: Some students will be able to enrol and build their timetable early, but others have to wait for results in August. How can we ensure they are not disadvantaged in the options available to them? 

A: We are encouraging staff to set enrolment limits for classes at a lower level until August, then increase the limit to allow further enrolments. This would ensure that places are available, even on the most popular courses, for students who are not able to enrol until later.

Erasmus Students

Q: We want to understand how Erasmus and study abroad students will interact with MyCampus (e.g.in terms of getting onto the right plan).

A: Outgoing students will be attached to a placement record which will record information about the placement location, contact details etc. They will also have their Form of Study updated (comparable to the current ‘attendance status'). Students will also be enrolled on a 'Study Abroad' course. Incoming students will be admitted to a specific Plan which will flag them as incoming study abroad students.

Examinations

Q: To what extent will MyCampus support the exam admin process, for example by using mandatory fields, field-based validation, date-triggered alerts for due/over-due tasks, task lists?

A: For the initial deployment the exam admin information is largely limited to what is required for timetabling and invigilation. If there are additional requirements in this area then these can be added to the ‘future functionality’ log being maintained by the SLSD team.

Q: Will Registry retain its current QA role in relation to exam and final results, including reporting to the Clerk of Senate where amends are required?

A: Yes.

Q: How will the re-sit process be managed in future?

A: Students will be offered the opportunity to re-sit, but they will have to specifically enrol for this, so if they don’t want to do so the system will not compel them to.

Q: Will examiners set as ‘external org’ have to be set up individually?

A: Any entity will require an individual record in order to create an Emplid. So the organisation from which the examiner comes would be set up as an External org with an ID, then examiners from that institution recorded in the system and an individual Emplid created. It will not be necessary to repeat any information which is already held in the ‘external org’ record.

Q: Is the Honours classification auto-calculated?

A: No, this will still have to be done outside of the system and uploaded.

External Organisations

Q: Why do we need to record external organisations in MyCampus?

A: Recording this information enables us to build a comprehensive record about our students and to support key processes. This information is used, for example, for:

¨      Billing of sponsors

¨      Recording previous educational institutions

¨      Placements – recording where a student is working/studying and the activity they are undertaking

¨      Credit Transfer.

F

Finances

See ‘Student Finances’ below 

Financial Aid

Q: How will changing processes affect payment for both new and continuing students in receipt of Scholarships?

A: For both new and continuing students the payment for scholarships will be processed via MyCampus Financial Aid module.

Q: Are communications being developed for students to explain the new arrangements for financial aid?

A: Training materials and communications are being developed.

Q: Some funding comes from research training grants for which students have to apply – often they pay and then reclaim. How would this operate?

A: MyCampus would manage the stipend and fee element and it is expected that Colleges/Schools will retain the management/control of the training grants via the ROSS. Disbursement will be managed through MyCampus.

Q: Could the cash limits on any fund be exceeded?

A: No. a Fiscal Limit is applied to each ward to control this, Fund Administrators advise what the limit is.

Q: Will there be any advertising of Financial Aid (e.g. where there may be deadlines for particular scholarships)?

A: The MyGlasgow portal includes a ‘news’ feature and this could be a way of publicising a fund. We would also want to promote the functionality where students can search for awards for which they might be eligible and encourage use of this, rather than just promoting single awards at a point in time.

Q: What is ‘automated eligibility checking’?

A: These are checks based on information already held in MyCampus (e.g. nationality, residency, programme of study) and which will therefore be run automatically within the system. It isn’t an evaluation as such.

Q: How will we handle the potentially high level of demand/application, potentially from people who are not eligible which may be stimulated by the new Financial Aid functionality?

A: It is possible to build in rules/validation where this can easily be defined and derived from information captured, causing ineligible applications to be rejected at an early stage. However, we need to be pragmatic about what is done in system and what is done through evaluation process.

Q: Is disbursement automatic once a student is enrolled?

A: It is initiated via a batch process linked to the rules determined for disbursement of that fund which include disbursement dates.

Q: Can MyCampus support the award of funds from external bodies where the external funder determines who will get it?

A: Yes, if the money is paid out by the University on the funder’s behalf.

Q: Where the total award amount is shown, is the detail of how this will be disbursed also shown?

A: Yes, through the student account in Self Service.

Q: When is bank account information collected to enable payments to be made direct to student?

A: It is collected as part of student financials generally. Students are responsible for ensuring that they have a valid bank account recorded to enable financial aid to be disbursed, where relevant.

Q: Will direct payments (e.g. by cheque) be possible as happens now, especially for international students for whom there may be a delay in setting up bank accounts?

A: The norm will be for disbursement to be to student account and/or via BACS. However, it is recognised that there may be a few exceptions to this and these will be processed by the Finance Office.

Q: How can you make awards to students who are not UoG students (as currently happens)?

A: As long as the person is ‘known’ to CS (i.e. has an EmplID) then an award can be made – they don’t have to be a student here unless that is part of the award criteria. This is done via the Student Financials Module and cannot be accommodated through Financial Aid.

Q: Is there any validation that they are not a debtor prior to an award being made?

A: No, the validation is purely on their academic details.

Q: Will the central Financial Aid team see applications for students or is it purely an admin function? Would fund administrators see students re: Financial Aid queries or applications?

A: The fund administrators will handle applications and deal with students, where required. However, some funds will be managed centrally by the Financial Aid team who will then be responsible for all aspects of the process.

Q: Will funds and applications be assigned to specific administrators?

A: Yes. They will have a ‘task list’ of all the applications to be viewed/processed.

Q: Will administrators be able to use 3Cs to follow up outstanding items etc?

A: Yes

Q: How visible will the application and award of Financial Aid be?

A: This will be managed through a security model which will be determined by users/administrators.

Q: Is this process compliant with audit requirements – many funds are subject to audit?

A: Yes, there will be full transparency and full audit history of any changes/updates. US Loans audit requirements are dealt with outside MyCampus.

Q: Who is responsible for disbursement and for validation of award and fund applications?

A: The fund administrator will be responsible for making the award to the student.  The disbursement and validation process are batch processes that need to be in place before the award reaches the student.  This process is system driven so little or no manual intervention is required.

Q: Is there a full list of awards and basic criteria against this?

A: Yes, this was originally collated as part of the implementation activity and there is a process for adding new awards.

Q: Will all financial aid awards be managed through this system in 2011/12?

A: Yes.

Q: Do all prizes awarded by Senate have to be included as Financial Aid items?

A: Yes – this will be the mechanism used for awarding and recording all prizes and awards, whether financial or not.

Q: Must external funds also be recorded within Financial Aid?

A: Yes, if the University manages these funds then they must be included. If within the University any aspect of application processing, selection, award, disbursement or reporting associated with external funds is managed, then it must be recorded on MyCampus and processed through the standard system.

Q: What about School/Institute prizes paid out of the consumables budget?

A: These will also need to be recorded as the consumables budget is only the source of the funds. They will still need to be disbursed through MyCampus.

G

Grading

See ‘Assessment’ above also.

Q: Will students still be able to see their grades online?

A: Yes. Students will view their grades through MyCampus and this will reflect that grades are subject to ratification by exam boards.

Q: When work has been graded, who will input grades to MyCampus?

A: This task will be undertaken by either administrators or lecturers, as decided by Colleges and Schools. Access to this functionality will be managed through the security model so it is important to ensure users are given the right level of security to enable them to fulfil their role.

Q: Will grade calculations in MyCampus do away with the spreadsheets currently used for this?

A: That is our aim.  We are aware that some calculations are more complicated than others and it may be that spreadsheets will continue to used for these items, with the resulting grades being uploaded to MyCampus.

Q: How complex is the process for recording grades, especially for administrators dealing with many students?

A: The screen is not particularly complex and will display a list of all the students within the course and allow grades to be entered, with the records being updated at the end of the task. Alternatively grades can be recorded in a spreadsheet and then the data uploaded to MyCampus.

Q: Will MyCampus support anonymous marking?

A: This functionality has been built. All data can also be extracted in anonymised form for exam boards etc.

Q: Are there controls over when the grades can be published to the student?

A: Yes. This will be at component level, so coursework grades could be published as they become available. Exam results will not be published until after exam board(s). This will be locally determined, with the focus being on consistency at least within a program.

Graduation

Q: Will there be the ability to specify a student’s last name appearing first on their Parchment – this is a common request with Asian students?

A: All Parchments will reflect the students ‘primary name’ which is the name as submitted at admission. For International students this will be the name as it appears on the student’s passport.

Q: Does 3-year degree validation run through the Assessment or Graduation module? It is currently a physical piece of paper issued by Registry for Colleges/Schools to check.

A: This validation is part of Assessment and Progression and will require a student to be attached to a ‘3 year degree’ Plan - which may require a change their Plan to ensure the appropriate Plan is recorded.

Q: Currently there is mixed practice around how changes to plans (e.g. to assign a lower award) are made. How will this be managed in future and will it be consistent?

A: Program/Plan rules will determine this in future.

Q: For nursing there is both an ordinary and Honours degree, but eligibility for Honours is only determined at the end of year 2 (on entry students can only apply to Honours, then may be transferred to ordinary). How will this be managed?

A: All will be enrolled on Honours at the start, then at the end of Yr2 any who aren’t eligible would be transferred to the Ordinary degree.

H

Honours Progression

Q: In some subjects (e.g. Law) admission to Honours and enrolment on particular classes is done by subject, not by the student.  Is 'quick enrol' the way for this to be done?

A: ‘Block enrol’ should be used for allocating groups of students on fixed curricula to classes. ‘Quick enrol’ is used by administrators for individual student enrolments.

I

ID Cards

Q: What are the arrangements for distribution of ID cards? How will distance learning students get their ID cards, as well as those studying at Dumfries?

A: Responsibility for the production and distribution of cards, essentially, won’t change, with Registry retaining responsibility for this and any associated checks which are required. Students will be advised of the arrangements for issue/collection of cards.

Integration

Q: How will students gain access to/ be linked to courses in Moodle in future? Will the arrangements be the same as now? Will there be any integration between CS and Moodle?

A: Students will access Moodle as they do now. The University may move to tighter integration in the future using functionality that would allow further integration between CS and Moodle (e.g. students logging directly into Moodle from Student self-service).

J

• Joint Honours degree (or Combined Honours degree)

  An Honours degree awarded following successful completion of a 480-credit programme in which two subjects are studied in depth. The subjects are normally equally weighted in the programme's scheme of assessment.

L

Leave of Absence

Q: How is Leave of Absence (LoA) managed?

A: Schools will undertake the initial part of process – discussing and agreeing any requests for LoA with Registry. The agreed LoA will then be recorded in MyCampus. Schools will continue to be responsible for any follow-up and action to ensure re-engagement and required attendance.

Q: How will the new Carers Policy be accommodated?

A: This could be recorded as LoA, so that requirements can be discussed and clearly logged in the system to be monitored and taken into account as and when required. It will be particularly important to capture this information as it is likely to be referred to at later stages of the students program. There will need to be a judgment on what should be recorded and how. It is not for the SLP team to determine this.

Lifelong Learning

Q: What are the planned new arrangements for processing applications for Lifelong Learning (CPD) provision?

A: Credit-bearing CPD in all Colleges and, initially, non credit-bearing CPD in the School of Education will be wholly managed through Campus Solutions, Applicants and students will undertake the same tasks and processes as any other student. The closest parallel in terms of how this will work is with the modular PGT provision.

M

Matriculation

Q: Will this term be used once again with the new system?

A: ‘Matriculation’ is a system term for a particular process linked to a person’s status – moving them from ‘applicant’ to ‘student’ status. It is a back office/automated process triggered by the status of UF and as such it won’t be visible to users. It doesn’t relate to Registration as was previously the case.

O

Offering

Q: The term ‘offering’ has been used in relation to courses. What does it mean?

A: Within MyCampus in order to manage courses and the activity and information associated with that, there must be at least one Offering (or instance) created for every Course, namely the Class. More than one offering can be created if different variations of the same Course are to be offered, for example in different semesters.

P

PGR Students

Q: How are the finances associated with PGR students managed and linked to staff and courses in CS?

A: PGR income will be distributed according to the Supervisor and the supervisor load.  PGT courses that a PGR student enrols in will be distributed according to the number of credits that the course holds.

Photo Uploads

Q: If a student hasn’t uploaded a photo during the registration process can they return to this at a later date?

A: There is a facility within self-service to enable them to do so. Go to:
Student Center > Personal Information > other personal (drop-down menu)> photograph
This will take you to a screen where the photo can be uploaded.

Placements

Q: Is placement functionality used for Erasmus, Study Abroad, Year Abroad?

A: Yes. It will cover all these placement/activity types.

Prizes

Q: Often there are class prizes, special awards, etc. Will this be recorded in MyCampus?

A: Yes – this will be managed through Financial Aid, even if it is not a monetary award. See 'Financial Aid' above.

Progression

See also Honours Progression above

Q: What is the format for the Progression Board reports?

A: The reporting requirements have been captured and as each report is developed the format will be determined. The SLSD team will also make some data sets available through a ‘data view’ from which queries can be easily constructed and formatted by users.

Q

Quick Admit

Q: What is ‘quick admit’ and can it be used for any student?

A: Quick Admit is a function that allows a student record to be created without going through the normal Admission process. It will only be used for specific cohorts of students, particularly those undertaking CPD / Continuing Education. 

R

Registration

Q: Will students still have to register as they do now?

A: Students will still have to register with the University, but this will be an online process which they will do in advance of the start of term. The new registration process will incorporate the current pre-registration activity plus fee payment, provision of additional information and the upload of photos to enable ID cards to be produced. Once registration is completed, students will be able to progress to enrolment. 

Q: How do I find out who has registered on a plan?

A: There is a Query to report on this.

Navigate to:
Main Menu -> Reporting Tools -> Query -> Query Viewer
Enter UOG_REG_001C in the search by field
click Search
In the search results, this query will appear, click HTML (to view on screen) or Excel (to export to excel)
Enter the institution and plan details and click view results

Q: Can I see where a student has reached in their registration or enrolment process?
A: This information is available on the Student Summary page.
Records and Enrollment > Student Summary
or
My Advisees > Student Summary

Reporting

Q: Is it still intended to use BI-Query as our reporting tool? If not, what is proposed?

A: Users can run reports on data in MyCampus by 2 different means:
1) PS Query – which allows users to run pre-defined reports and queries within Mycampus.
2) BI Query – which allows users to analyse and report on data held in ‘models’ and extracted from MyCampus using the BI Query tool
The BIQuery model does not provide canned queries.  The model’s function is to provide a facility to generate ad-hoc queries.
Canned queries are provided directly in Campus through PSQuery.

Research

Q: Will the system hold enrolment as well as attendance data for research students (e.g. for research training and other short courses)?

A: Yes, the same functionality as for any course or class can be used, enabling reports to be produced on this. This functionality will also be used this to generate the student’s research training record.

Q: Where will responsibilities around ethical approval and appointment of external examiners rest?

A: Colleges and Schools/Institutes need to assign responsibility for these tasks in line with their local practice. The administrative tasks required can be delegated as appropriate within the College or School/Institute.

Q: Will MyCampus be able to support reporting requirements for research students’ progress imposed by foreign Embassies? This can be problematic but is critical as it triggers further payments from the sponsor.

A: Further information on requirements is needed so that this can be taken forward. Potentially this could be set up as a milestone with triggers associated.

Q: Will Supervisors be expected to use MyCampus?

A: We are keen that Supervisors use the system, not necessarily to do administrative tasks, but to manage the research programme and access information related to their students and progress.

Resits

Q: Can those taking exams as first sitting at resit diets be identified in waiting lists?

A: This would be a report - it has not yet been identified as a requirement, but can be added if necessary. 

S

Self Service

Q: What is ‘self-service’?

A: In MyCampus pages can be designed to allow users to update or view their own data. Self-service will be available to both students and relevant members of staff. Students will use self-service both to view information (e.g. results) and to complete transactions (e.g. enrolment).

Q: Can terminology on self-service screens be changed to reflect local language and terms (e.g. ‘bursar’)

A: We have some ability to manage the language, terminology and content in self-service pages, so we may be able to change individual items as required.

Service Indicators

Q: Can you assign more than one service indicator to a student?

A: You can assign as many service indicators as you wish.
The number of service indicators will not increase the number of stars or hold signs - but when you go in to have a look - you will see the information for as many as you have security access for.

Q: What happens when a service indicator is released?

A: There is an audit trail (security permitting) which can be found following this navigation path: Campus Community->Service Indicators (Student) -> Audit Service Indicators

Q: Is there a list of service indicators?

A: There is a service indicator table (security permitting) you can find following this navigation path: SACR -> Common Definitions -> Service Indicator Table -> Search

Stipend Payments

Q: Why are my stipend payments not equal amounts each month?

A: The full value of any award, including stipends, is always disbursed to the student and, through MyCampus, they can see the total and all of the future disbursement values.

Financial Aid functionality use a ‘split code’ to determine the values of each instalment based on the total value to be awarded and the number of instalments over which this is to be disbursed.

The split code is set as a percentage and allows for 2 decimal places.

For disbursements over either 10 or 2 instalments, this is easy and an equal value will be generated (10% or 50% of total). However, when the instalments are over another range (12, 11, 9, etc) then we need to round one or more of the instalments to account for the limit of 2 decimal places.

Where disbursement is in 12 instalments, MyCampus will automatically determine the split code percentages – which it does by rounding on the first and final 4 instalments (see example attached). 

Where disbursement is over other numbers of instalments (11,9, 8 etc) the percentages are calculated and populated manually, with the rounding usually being done on the last instalment (see example below for disbursement over 11 instalments).

12457.50 100.00%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1132.39 9.0900000000%
1133.63 9.1000000000%
0.00 0.0000000000%

Student Finances

Q: Is it possible for fee deposits to be built into the system as part of the Acceptance of Offers process?

A: Yes. Enrolment deposit functionality is delivered as part of the Admissions functionality to ensure that the student has paid an enrolment deposit (where required) prior to being permitted to enrol in classes – this can be set up for all students, groups of students, or academic areas as required.

Q: How does the system handle fee status for international students?

A: The Admissions process will update the tuition fee residency status for international students, then the tuition calculation looks for that residency to determine the fee to be charged.

Q: Can Item Types be posted by Class Group as opposed to Student Group?

A: All Charges must be added manually to a students account, you can query the students to be charged via Class Groups or Student Groups but there is not an automated process to apply the charges.

Q: Is there a way of cross checking the payment of Item Types?

A: A query has been developed to track this: UOG_SF_ITEMBALANCE.

Q: What is the relationship between Purchase Items and Item Type? Do the latter have more flexibility?

A: Purchase Items are mapped to an Item Type.  Both will appear as charges on the students account, the main difference being the Purchase Items can be used for ‘optional’ charges that the student can select to purchase online.  Item Types represent mandatory charges which the student has applied to their account via the Misc Charge functionality.  The use of Purchase Items will lead to a significant reduction of cash transaction.

Q: What are the payment collection terms within the system?

A: This has been set at 30 days in line with standard University Regulations.

Q: Are manual charges mandatory or optional?

A: MyCampus has been configured according to the list of mandatory and optional charges identified by you during consultation on Purchase Items.

Q: How do students make payments?

A: MyCampus has a mechanism to handle online payments for debit charges and direct bank transfers, but cheques and bank giro credits will continue to be paid through one of the Cashiering offices.

Q: How will accommodation charges be shown?

A: MyCampus allows bench accommodation fees to be rolled up into direct debits. Residential Accommodation charges will be interfaced from Kinetics to MyCampus for students on a nightly basis and so also appear on the student account.

Q: Will students be able to view Library fines within the financial section of the system?

A: Library charges will appear as any other Charge on a student's account.

Q: Will the system allow for payment prior to due date?

A: Payment is possible from the point at which the charge appears on account. The fact that all deposits will be posted online is a major plus of MyCampus.

Q: In the case of lab manual charges that apply to a whole class, will the charges need to be entered individually?

A: Yes.

Q: What happens when a third party has to be charged?

A: Students will be assigned to a sponsor. They will be able to see the credit on their account which is generated when the student’s charges are removed from their student account and moved to the Sponsor Account. The sponsor will have a separate record and be invoiced directly.

Q: If invoicing a sponsor, will it be possible to only show the overall charge, rather than breaking it down into detail?

A: No, all items will be shown individually to a sponsor on their invoice.  This relates more to the University’s transparency policy and best practice than what the system is capable of doing.

Q: Will students who have a debt be prevented from graduating?

A: There will be a daily credit history run, which will allocate relevant service indicators on any records with outstanding debt. These may stop graduation, depending on the nature of the debt.

Q: Will members of staff in University Services be able to add debt to a record manually?

A: University Services, Schools and Institutes will be able to add charges to an account. Debt is automatically derived according to whether due payments have been made or not.

Q: We often have books available to purchase if required, but these are not compulsory: how will this be shown on the system?

A: This would be classed as a Purchase Item. Such items will be available to buy online through self-service with the charges then being added to the student’s account.

Q: If we have materials (books or course information documents) which are compulsory and which we usually distribute and charge students for can we simply add a charge to their account?

A: Yes, it could either be made a mandatory charge associated with that course or you could use the Purchase Items facility. The system is flexible and can be used to suit your particular requirements.

Q: If a student leaves a course can a mandatory charge be removed?

A: Yes – but this would require a manual update.

Q: If a student has paid for a Purchase Item which they need to collect from us, how do we know that they have paid?

A: A purchasing report will show what students have bought and paid for. This report can be automatically sent to you at regular intervals (to be determined by you) to assist this process.

Q: Would non-payment of a Purchase Item prevent a student from graduating?

A: No, only payments relating to Mandatory Charges would have an impact on eligibility for graduation.

Q: How will the system handle print credits and payments for these?

A:  As part of the system set up the SLSD team asked for information on Purchase Items – these are items that a student can select to purchase.  Print Credits will appear as a purchase item type which the student would then select and pay for online. A report will then be generated identifying students who have paid for these items and the quantity purchased.

Q: What will happen where students aren't in a position to pay online (for example there is a delay in the receipt/confirmation of support from sponsors)? Is there any sort of provisional registration available? 

A: Students have the option of paying on line, signing up for a direct debit or advising us of sponsors. Students will usually upload a document from their sponsor confirming payment of fees during the registration process, which will allow them to complete the process.  There is no concept of 'provisional registration'.

Q: Under whose name will communications re: fees be issued and who will deal with queries relating to this?

A: Invoices and communications re: fees will show the Fraser Building and Student Services Enquiry Team (SSET) as the contact point. The intention is that SSET will be the first point of contact for all enquiries, escalating them to designated specialists as required.

Q: How are fees managed for Erasmus / Study Abroad students as these are different from the norm?

A: Fees will be generated as for any other student and invoiced/waived in line with standard processes.

Student Photos

Q: Can I print student photos for my class/advisees?

A:Student photos are not held in MyCampus (although they can be viewed there). The images are held in the 'Student Base' system managed by Computing Services which can be accessed at http://mir.mis.gla.ac.uk/studentbase2/ This allows staff to view and download images by course code.

Student Summary

Q: Where Can I Find the Student Summary Report?

A: Go to: Records and Enrollment -> Student Summary
This is a 'read only' summary of a student. You can view the following information:
 
 Program and plan
 Academic load
 Term information
 Service Indicators
 Enrollment details
 Instructor /adviser information
 Student contact details

There is a Student Financial Summary tab where you can view the following information:

 Tuition Charges
 Students account balance – grouped by charge type
 Sponsor details
 Bank account details – specifically if the student has a bank account on record
 Financial Aid Awards made 

T

Training

Q: Who do I contact about my training needs? 

A: The Colleges and University Services have each been assigned a key trainer within the SLSD team who will be their first point of contact for training activities relating to that College / Service. If you have questions or concerns or would just like to have a general chat about possible MyCampus training issues for your college, please contact the Training Team directly on slsdtraining@gla.ac.uk or ext 7195

Q: How will I be trained?

A: There will be a variety of training methods and resources: face to face sessions combining tutor presentations and hands-on practice; on-line learning materials; user manuals and quick reference guides.  In addition there will be drop-in sessions when you can try out your skills with an expert on hand to deal with problems and queries, as well as easy access to support via telephone and Email.  Additional methods and events may be developed as the project progresses.  If you have ideas to contribute the Training team is open to suggestions. (slsdtraining@glasgow.ac.uk  ext:7195)

Q: Where will Training take place? 

A: Some of the training will be by means of on-line self-paced learning materials for you to work through when and where you choose.

Some training will be in face to face sessions with our trainers and project experts.  There are 3 Training Rooms available for this:

1. The Bute Training Room, James Watt North Building (campus map A2)

2. St. Andrew’s Building, Room 357 (campus map E14)

3. Library, Room 1022 (campus map D11)

Q: How will I book onto training sessions?

A: The MyCampus courses will be available for booking via the IT Services Training page which can be accessed from the MyCampus Training section of the SLSD website.

Q: How long will the training take? 

A: This will vary depending on your role in using MyCampus.  The nature of the different roles is currently being agreed through consultation with SLPCs and key College / University Services representatives.  MyCampus roles will not necessarily equate to job titles as processes are carried out by different job roles in different parts of the University.

Some training will be via self-paced flexible learning packages and some will be face to face training sessions ranging from 2 hours to a full day.  the number of sessions required will depend on your role and the range of MyCampus skills you will require.

Q: Will students receive training?

A: Whilst we’re not planning to run face-to-face training, there will be a range of online resources and demos for students to use, including simple Quick Reference Guides, UPK demos , step by step guides and FAQ’s. 
We’re also confident that the majority of students will be accustomed to using a variety of websites and will adapt easily to the system.

U

UK Borders Agency (UKBA)

Q: What is the current position re: development of an interface/link from CS to the UKBA sponsor system? This is a significant issue for the graduate schools and they will need to factor in time for this within their admin teams if it needs to be managed manually.

A: MyCampus delivers a Points Based Immigration solution which is currently being tested and will not require manual data entry on the UKBA sponsor system.  Consideration is being given to managing this process centrally rather than in the graduate schools.

Q: What are the processes and responsibilities for issuing student cards and conducting UKBA identify checks?

A: Registry will retain responsibility for conducting these checks. The specific arrangements for this will be confirmed prior to 1^st August 2011.

User Acceptance Testing (UAT)

Q: How many staff need to/can be involved in UAT and what type of staff should they be?

A: A minimum of one member of staff should be testing against their role and processes in the new business model.