Registry and Student, Admissions

1
Registry andStudent, Admissions Curricula
Systems (SACS)
University Matriculation Processes and Student
Systems
2
RegistryLinda Kerr Operations
SupportAilsa Macaskill Deputy Head of Student
Administration ServicesCraig Shearer Head of
Student Administration ServicesStudent,
Admissions Curricula Systems (SACS)

• Paul Gorman Systems Support Officer
• Please ask questions throughout, but a full QA
  at the end.

3
What does the Registry do?

• Located in Old College, Registry manages central
  student
• administration
• Registration and matriculation
• Student support and fees
• Examinations
• Graduations
• Other student administration
• Data management
• For further details, see http//www.registry.ed.
  ac.uk

4
Registry structure
Registry Senior Management Group Veena
OHalloran Director of Registry Rio Watt Head of
Operations
Operations Support Linda Kerr Sheena Jenkins
5
What is matriculation?

• Matriculation the act of formally becoming a
  student of UoE
• To matriculate, UG students are required to
• Register with the Registry
• Arrange fee payment with Student Finance and Fees
• Have their attendance confirmed by their DoS
• New students must fulfil additional admissions
  criteria managed by the College office, e.g.
  Disclosure Scotland
• Students will also
• Have courses enrolled
• Join the students union, societies etc.

6
Registration information for students

• Registry posts forms to students for early postal
  registration
• New Students
• Registration form
• Tuition fee form
• Previous institution and qualifications form
• Continuing (existing) Students
• Registration form

7
Registration information for students 2

• Continuing students can return their forms by
  post, and therefore do NOT need to attend
  registration in person. Fee payment is made with
  Finance directly.
• New students can only make a postal return if ALL
  of their fees paid by the SAAS, their LA or ELB
  and they have their acknowledgement of award
  letter from SAAS, LA or ELB
• otherwise NEW students need to attend in person.

8
In-person registration

• To register in-person, students must either
  attend Pollock Halls or Adam House
• Pollock Halls registration, for new students who
  are resident in Pollock HallsSaturday 8th
  September 2007, South Hall, Pollock Halls
• Adam House, Chambers StreetMonday 10th -
  Friday 14th September
• Monday 17th is a University Holiday and
  University closed

9
Other information sent to students

• Information from EUCS, the Edinburgh University
  Computing Service, via Card Services
• Lab access and email account login and password
• MyEd student portal login and password
• www.myed.ac.uk
• Information from Card services
• University of Edinburgh Student card
• www.card.ed.ac.uk

10
Matriculation information from Registry

• http//www.registry.ed.ac.uk

11
Student, Admissions Curricula Systems

• Part of the EUCLID team Edinburgh
  University Complete Lifecycle Integrated
  Development
• The EUCLID Project will transform student
  administration at the University of Edinburgh.
  http//www.euclid.ed.ac.uk/
• What does SACS do?
• User support
• User consultation
• Business analysis
• Training
• Local applications
• Website development
• Departmental desktop support

Head of SACS, Bruce Johnson Test Support
Manager, Alex Hyde-Parker Systems
Support Colin Hunter Paul Gorman Gareth
Phillips Business Support Julie Robertson Jon
Taylor
12
Matriculation related tasks for a DoS

• A DoS needs to
• Confirm students attendance
• Enrol courses and check any pre-enrolments
• Notify programme, method or year of study changes
• These tasks are undertaken using WISARD
• Web Interface to Student And Related Data
• http//www.sasg.ed.ac.uk/SACS/WISARD
• Accessible ONLY through MyEd http//www.myed.ac.u
  k

13
An introduction to WISARD

• Student
• Search for students and view their details
• Assign yourself as a students DoS
• Confirm a students attendance
• Search for and enrol courses outline of key
  data
• Edit enrolled courses cancellations/withdrawals
• Programme, method and year of study changes
• CCAM (part of WISARD)
• Course Creation And Maintenance

14
An introduction to WISARD

• DRPS
• DPTs and Regulations
• Full course schedules and information
• TimeTab
• Check timetable compatibility

TimeTab
CCAM
DRPS
15
Course pre-enrolments

• Courses can be pre-enrolled for students
  Seeding
• There are 2 types of seeding
• Mandatory or programme level managed in DACS
• Courses are linked to the programmes and years of
  study for which they are seeded.
• A program is run once a year to populate the
  seeded courses.
• Optional or elective
• Data files are provided by Schools to the
  Registry (up to end August), which are uploaded
  directly into the database.

16
Cancellation of courses

• Courses that are enrolled for students who are
  not recorded as being in attendance, will be
  cancelled at the end of week 2
• SACS will send a reminder to all DoSs prior to
  this happening

17
Other key processes

• In 05/06 the University was fined for
  over-recruiting students
• A student who withdraws within 5 weeks of
  starting a programme does not count as having
  been on the programme, therefore should not incur
  a fine
• The 'census' date for counting students is 1
  December
• There are other obligations the University must
  consider SAAS, SLC funding and Council Tax
  exemption
• Therefore it is very important that withdrawals
  and repeat years need to be notified to Registry
  as quickly as possible.

18
WISARD Demo

• http//www.sasg.ed.ac.uk/SACS/WISARD

19
MyEd Student and Staff Portal
20
WISARD Training

• We recommend you attend one of our regular
  sessions held in the Registry training room
• Student Data, Queries Updates
• CCAM
• These can be booked in the MyEd Training and
  Development channel
• http//www.sasg.ed.ac.uk/SACS/Wisard/wisard_traini
  ng.htm

21
SACS Support Desk

• WISARD and SACS Support Desk
• Email SACS_at_ed.ac.uk
• Tel. 50 2224
• Registry
• Student Administration Support, in Registry
• studentrecords.mvm_at_ed.ac.uk
• studentrecords.sce_at_ed.ac.uk
• studentrecords.hss_at_ed.ac.uk
• Fees
• fees_at_ed.ac.uk

22
Any questions?