Registration 200910

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Registration 2009/10

• Supports for Students at Registration 2009
• Colm Small Caroline Mc Teigue
• Administrative Services, UCD Registry

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Supports for students at Registration
2009 OVERVIEW

• Todays agenda Outline of Supports Colm Small
  (including Fees Grants key messages)
• Online Registration demo Caroline Mc Teigue
• Were there!
• All the work and planning has occurred in putting
  the supports in place
• Remember! The main areas of focus this year are
• Communications with students
• Web sites / online advice
• Incoming CAO Student Information Pack
• UCD Student Guide Diary 2009/10
• Undergraduate Orientation
• Graduate Orientation
• Student Services at Registration
• BA Flattened Stage B. Soc Sc Pathways
• Student Services at Programme Offices
• Student Services at School Offices
• Communications with Staff around Student Supports
• Contingency Planning

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Supports for students at Registration
2009Undergraduate Orientation 31 August to 4
September

• Undergraduate Orientation Viv Rath, Project
  Manager
• Orientation Timetables live
• Timetables are on the orientation homepage off
  Incoming Students
• Students can now print their own specific
  timetable
• Students have been using the site which is very
  positive
• Orientation Guide Training
• Sun, 30 August 2 5 pm
• In Theatre P, Newman Building
• If anybody is interested in presenting or has any
  particular message they would like delivered
  please contact Viv
• Orientation Week
• Orientation Guides (OG) will be based in the
  Student Centre
• Contact Viv via mobile or email during this week
• If anybody needs an OG to help students just give
  him a call or book the day before

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Supports for students at Registration
2009Undergraduate Orientation 31 August to 4
September

• Presidents Welcome
• Wednesday and Thursday of that week
• 12 and 2.30 pm in the OReilly Hall
• Social Calendar
• Outline available now on orientation webpage
• Currently being designed and will be distributed
  before orientation week in hardcopy to the P.
  Offices
• Contact info.
• Vivian Rath (Viv)
• Undergraduate Orientation Project Manager
• orientation_at_ucd.ie
• tel. ext 1203
• Mobile [phone]

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Supports for students at Registration 2009

• Graduate Orientation Communications
• Communication with the graduate students at
  three levels
• Graduate Studies and Registrar (welcome /welcome
  back info letters)
• Graduate School (area / discipline specific)
• School (where appropriate)
• Local based orientation for Taught and Research
  students
• Student Services at Registration Student Desk
• Triage Area Courtesy Desk
• Student Desk
• Call Centre
• Assisted Registration Labs

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Supports for students at Registration
2009Student ID Cards

• New this year The Programme Card
• What is it?
• Card issued to a student for the duration of
  their programme
• Name and programme only
• Why?
• Reduces start of year queuing for students,
  reduces costs for UCD
• Main impact from 2010
• Communications campaign for students during the
  year
• Key Messages your card is valuable mind it
  and no real change in 09
• Location
• Rooms 1,2 3, First Floor, Student Centre
• Change on last year not using the Astra hall
• Services
• Student Card collection
• Incoming CAO Students Mon, 31 August Fri, 4
  September
• All other students Mon, 7 - Fri, 25 September
• Opening Hours 9.30 to 5 pm, Monday - Friday

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Supports for students at Registration 2009

• BA Flattened Stage B. Soc Sc Pathways
• Final plans being put in place P. Office and
  Registry
• Student Services at Programme Offices
• High Level support services with Student Desk
  agreed who does what?
• Student Services at School Offices
• Focus will be how Schools support the BA
  programme
• Schools supporting the P. Office in that context
• Communications with Staff around Student Supports
• All staff email end of August with P. Point Slide
  and new mini 1 page guide geared for academic
  staff so theyre informed on key messages
• Further student supports session including online
  registration screens demo on 12 August at 12 pm
  in Quinn School

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Supports for students at Registration
2009Assisted Registration Labs

• Locations
• Opening Hours 9.30 to 5 pm
• Newman Building
• LG 3 31 August - 11 September
• Open instead in Room 321 Third Floor,
  Engineering on 7 and 8 September
• Health Sciences Building
• D114 in the CAL Lab 31 August 4 September
• B006 on the Ground Floor 7 11 September
• Services
• First level Assisted Registration for all
  Students
• Unlock Student SIS Web account
• Send us your students in need, especially new
  ones
• 75 register from home but 25 3500 students

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Supports for students at Registration 2009

• Communications
• Communications plans all on track. Staff can see
  _at_ www.ucd.ie/registry/adminservices/regrecords/reg
  _plan.html
• Student emails
• Resit/Repeats email
• The other hooks into students in place Connect,
  BlackBoard, Facebook (over 900 fans), SUAS
  Screensavers
• All cohorts of students getting key
  communications
• Refer students to these as theyre clear and
  comprehensive
• Web sites / online advice
• Key ones revamped. So what?
• Refer students to them the info. is easier to
  find, navigate and is comprehensive - all in one
  place
• What are the webpages?
• www.ucd.ie/students (current students)
• www.ucd.ie/incomingstudents (incoming/new
  students)
• www.ucd.ie/students/registration (Registration
  homepage)

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Supports for students at Registration 2009

• Incoming CAO Student Information Pack
• Completed. Being posted out on 17 August from
  Admissions
• Why is this so important? For the first time
• information is now all integrated
• easier to read, simpler language, comprehensive
  yet concise
• checklist format in order of what students
  actually have to do when
• includes a Guide to Online Registration
• Refer students and parents to it
• UCD Student Guide Diary 2009/10
• Completed. All students get one when they get
  their student card
• A5 size so compact, new first chapter The
  Basics e.g. Reg. Checklist
• Why is this important? It is all there in one
  place for all students
• Refer students to it

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Supports for students at Registration 2009Triage
Area Courtesy Desk

• Location
• Foyer in the Tierney Building
• 9.30 5 pm from Mon, 31 August for two weeks
• Services
• Queue Management
• Certificates of Attendance
• Form Stamping
• Unlock SIS accounts
• Submission of Fees/Grant Forms
• Drop Boxes Transcript requests etc.

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Supports for students at Registration
2009Student Desk

• Location
• Ground Floor, Open Plan, Tierney Building
• 9.30 to 5 pm from 17 August
• 9.30 to 6.30 pm whole week of 31 August
• In term time open till 6.30 pm on Tues
  Wed otherwise closes at 5 pm
• Services
• Registration and related support at a higher
  level
• Resits Repeats queries
• Assisted registration and issue resolution
• Fees and grants queries
• Unlock SIS accounts
• Telephone and email support in addition to
  face-to-face
• Tel. [phone]
• studentdesk_at_ucd.ie
• www.ucd.ie/registry/adminservices/studentdesk

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Supports for students at Registration
2009Student Desk Call Centre

• Location
• Training Room, Ground Floor, Tierney Building
• From Mon, 17 August till mid - September
• Services
• Assistance with Registration
• Admissions / CAO queries
• Unlocking SIS Web Accounts
• Fees and Grants Queries
• NEW!!!! Symposium a Call Mgt. system being used
  this year.
• Call waiting system and enhanced menu system.

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Contingency Planning The unknown and planning
for it

• Influenza A(H1N1) Swine Flu
• The big unknown this year is
• UCD Flu Response Committee set up and chaired by
  Prof. Michael Monaghan
• Resourcing in general
• We are all aware of increased staff and financial
  resourcing challenges this year
• We expect this to have an impact (it has on
  Registry)
• Contingency planning
• Identify potential issues
• Work with specialist areas
• IT Services, Buildings and Services
• Activation process
• Responsibilities
• Decision-making
• Communications

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Fees and Grants Fee Setting

• Undergraduate Free Fee Students
• Tuition fees on free fees programmes unchanged
• Student Services Fee 1,500.00
• Student Centre Levy 157.50
• Repeat and Re-sit Fee
• per module 230.00
• Graduate fees
• Will be published when set
• Fee setting process not complete details will be
  published by 14th at the latest.
• Most taught graduate programmes same as last
  year.
• Increases in PhD fees with drops for some non-EU
  students.
• All approved fees are published on Fees and
  Grants website

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Fees and Grants Key Points

• Fees
• Fees must be paid to complete the registration
  process
• Students with fees outstanding from a previous
  year cannot begin registration to 2009
• They will not have a 2009 record
• but they can pay in SISWeb (outside online
  registration) to clear their debt
• Online payment are faster and more efficient
• Online receipts available
• Advise students to pay as soon as possible
• No facility to defer payment or to pay by
  instalments
• Student can still request giros
• Grants
• Students qualifying for grants must hand in
  confirmation of their grant at the Student Desk
• Dublin local authorities paying by EFT to
  students bank accounts this year

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Fees and Grants Students who withdraw

• Free fees - students who withdraw
• Up to 25th September No fees due
• 25th September to Student Services Fee 31st
  January Student Centre Levy 50 Free fees
  claimed
• After 31 January Student Services Fee
  Student Centre Levy 100 Free fees
  claimed
• Please check our website for refund / withdrawal
  policy for Non-EU and Graduate students see
  http//www.ucd.ie/registry/adminservices/fees/refu
  nds.htm
• EU same date of 25 September as U.Grads but
  forfeit their deposit
• Non EU more complex see url above for detailed
  info.
• If students do not withdraw formally, but just
  drop out, things get complicated!

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Fees and Grants Fees and Grants Forms

• Internal Transfer Form
• fees to be paid on behalf of a student from a
  Research Account or School Cost Centre
• Scholarships Forms
• student to receive payment of a scholarship from
  a Research Account
• Tutor/Demonstrator Form
• student is entitled to a fee concession for
  demonstrating or tutoring for an average of 6
  hours per week over the academic year
• These forms are in place of a student payment and
  so without them the student cannot be fully
  registered.