Online Registration

1
Online Registration

• Thursday 10th August 2006

2
Content

• Whos eligible to register online?
• General concepts
• Detailed look at each stage of the process
• Resource Cards
• Notification of Changes
• Student Support

3
Eligibility

• Student must have a 2006/7 session SGASTDN
  (General Student) record generated at point
  student is progressed.
• Student must have a 2006/7 EL status SFAREGS
  (Registration) record generated by the
  automatic core attachment process.

4
Eligibility

• Student must have a student type in 2006/7 on
  Banner of C (Continuing), I (Intermediate
  Standing) or R (Repeating).
• Alternatively the student may have a student type
  of N (New) but have been registered to a year
  zero (foundation year) programme in the 2005/6
  session.

5
Eligibility

• Student must be studying at a site that is
  permitted to re-register online.
• Call centre manual details those sites where
  students are to be excluded from registering
  online.
• The majority of these sites are overseas
  collaborative sites. Further details regarding
  the arrangements by which these students will be
  registered will be communicated by Henry Hill in
  the coming weeks.

6
Eligibility

• Students attached on Banner in the 2006/7 session
  to more than one programme of study will be
  excluded from registering online.

7
Eligibility

• Students must not have a D prefixed financial
  hold on their record. Any student with a
  financial hold will be directed to make payment
  before they can register.
• Students must not have an RM (Refer to Manager)
  hold on their record.

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Online Re-registration Process
9
General Concepts

• A student must satisfy all of the eligibility
  rules in order to access any of the stages. The
  student will see error messages if they do not
  satisfy any of the rules.
• The Call Centre manual contains details of the
  text displayed to the student when they do not
  satisfy a certain rule.
• A student can complete the entire process across
  multiple sittings.

10
General Concepts

• A student must complete an entire stage before
  the data they have entered updates the main
  Banner Database.
• Only exception is addresses, which update Banner
  immediately.
• A student must complete an entire stage in order
  to progress to the next stage.

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General Concepts

• Once a stage has been completed that stage is
  locked and the student cannot go back and change
  data entered in that stage.
• Only exception to this rule is stage 7 (student
  confirmation page). The student can access this
  as often as they like but the data changes, it
  is not a snapshot.

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General Concepts

• Mandatory data items are flagged with and
  asterisk () at the side of the field.

13
Stage 1 Personal Data

• Designed primarily to replace the Demographic
  Information Form (DIF)
• Some data items can be changed by the student
  themselves and update Banner directly, including
• Title, ethnicity, disability data, term-time
  accommodation indicator, address data, telephone
  data, emergency contact, email address and mobile
  telephone number.

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Stage 1 Personal Data

• Other data item changes require the student to
  notify OSA of the change before the system can be
  updated. This is because some of the requested
  changes may require documentary evidence.
• Items in this category have a link next to the
  item that the student clicks. The student can
  then type in the relevant details and submit the
  change.

15
Stage 1 Personal Data

• Further details regarding the notification of
  changes will be covered later in the training
  session.
• None of the changes submitted by the student in
  stage 1 will prevent the student from continuing
  to stage 2 and beyond in the registration
  process.

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Stage 1 Personal Data

• A student will be forced to enter a PR
  Permanent address if they do not have a valid one
  attached to their record.
• TT Term-time and MA Mailing addresses are not
  mandatory however the student will be informed as
  to what the addresses are used for on screen and
  asked to provide one if appropriate.

17
Stage 1 Personal Data

• A student will be forced to enter at least one
  set of emergency contact details (a maximum of 2
  only are now permitted).
• Please note that emergency contact details are
  stored in the Banner form SPAEMRG and are not a
  type of address in Banner form SPAIDEN.

18
Stage 1 Personal Data

• All address entry is now subject to tighter
  validation control, including
• Postcode software implemented that on entry of a
  postcode provides the student with a list of
  valid addresses for that postcode.
• Entry of addresses where the address From date
  is more than 90 days ahead of today is now
  prevented.

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Stage 1 Personal Data

• A student will also be shown the mobile telephone
  number and personal email address currently held
  on Banner for them.
• A student will have the opportunity to enter a
  new value against either of these items providing
  us with ability to use personal email and text
  messaging.

20
Stage 1 Personal Data

• Once a student finishes adding or amending their
  data in stage 1 they can click the Proceed
  button on the final screen.
• Clicking this button will commit their changes to
  Banner, automatically remove their Check-in hold
  and will lock stage 1 and make stage 2 available.

21
Stage 1 New for 2006/7

• Students can no longer request a change to DOB,
  Gender, Nationality or Country of Domicile.

22
Stage 2 Programme Data

• This stage is arguably the most important part of
  the entire process.
• A student is asked to confirm the programme, mode
  and year to which they are re-registering.
• Core courses or dummy credit, if the actual cores
  are not known, will have been automatically added
  to the student record in Banner form SFAREGS
  before the student gets to this stage.

23
Stage 2 Programme Data

• If the student agrees with the programme, mode,
  year then they can proceed without taking any
  action.
• If the student does not agree with the programme,
  mode, year combination then they are required to
  submit a notification of change using the online
  link.

24
Stage 2 Programme Data

• Any request for change made by a student will
  result in that student being locked in stage 2
  and unable to progress to stage 3 until the
  request for change has been addressed.

25
Stage 2 Programme Data

• The way in which the record is amended at this
  point is quite important as courses will also
  need changing. A separate set of guidance notes
  on how to amend a record where programme (and/or)
  mode (and/or) year has changed has been provided
  as part of the call centre user manual.

26
Stage 2 Programme Data

• It will be vital that staff only change
  programme, mode and year data following the
  issued instructions as online registration will
  not work if the rules are not followed.

27
Stage 3 Course Data

• The student will only get to this stage if they
  have first confirmed their programme, mode and
  year of study.
• Within one hour of either a standard continuing
  student having been progressed into the 2006/7
  session, or of a new student having been made
  UFAA into 2006/7 Banner will try to add their
  core courses.

28
Stage 3 Course Data

• For programme, mode, year combinations where
  cores have been provided by the school those core
  courses will be automatically added to the
  students SFAREGS record.
• Where schools have not provided core data a dummy
  course for the appropriate year value will be
  added.

29
Stage 3 Course Data

• When the student accesses stage 3 they will then
  be presented with a list of the cores attached to
  their record.
• They are not able to change these courses.

30
Stage 3 Course Data

• Additionally, where schools have provided details
  of options the student will be given the
  opportunity to select the options that they want
  to study.
• The selected options are automatically added into
  Banner with a course registration status of RW
  (web registered).

31
Stage 3 Course Data

• Validation is in place to ensure the student only
  selects valid options up to the valid amount of
  credit for the year.
• No validation is in place to check for co/pre
  requisites or to cap registrations at a certain
  number.

32
Stage 3 Course Data

• No electives are being held in the system this
  session. Dummy credit will be loaded onto any
  student in place of elective courses.
• Specific rules are in place to govern the courses
  being added to repeating, intermediate standing,
  SS and SN students

33
Stage 3 Course Data

• Before proceeding to stage 4 the student will be
  presented with the choices they have made and
  given an opportunity to amend those courses.
• Additional documents detailing how to use the
  Banner CAPP form SZACSET have also been provided.

34
Stage 3 New for 2006/7

• Students are now able to query their course
  choices via an online request link entitled Query
  Courses (Stage 3).
• Introduction of the new MANUAL block code to be
  used when a student is confirmed as studying an
  abnormal credit load.

35
Stage 4 - Fees

• At the time a student attempts to access stage 4
  a number of checks are made on the student record
  to determine the state of their financial record.
• Any student with a potential issue to resolve
  receives an OLR lock which prevents the student
  from accessing the stage.

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Stage 4 - Fees

• The six rules which cause these locks are
  explained in more detail in the Call Centre
  manual.

37
Stage 4 - Fees

• A student accessing stage 4 could potentially
  have two problems
• They do not agree with the courses that were
  either loaded for them or they dont want the
  options they picked and confirmed some students
  will see their courses here for the first time.
• They do not agree with the fee that is being
  presented to them.

38
Stage 4 - Fees

• A student may query their courses one final time
  in stage 4 by notifying a change.
• The student will be locked into this stage of the
  process until those changes have been addressed.
• If a student has changed their mind about the
  option they picked previously a decision should
  be taken as to whether to make that change for
  the student.

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Stage 4 - Fees

• A student who does not agree with the fee they
  are expected to pay can also send a comment using
  the notification links.
• The student will be locked into this stage until
  the issue has been resolved.

40
Stage 4 - Fees

• The fee displayed to the student is based upon
  their programme, mode, year, residency etc, plus
  the courses loaded or picked by the student
  (including dummy courses).
• The fee is calculated and the student has to
  confirm they agree with that fee before
  proceeding to stage 5.

41
Stage 4 - Fees

• The general process works as follows
• The fee process is run to calculate the fee.
• Any Discounts / Exemptions are applied, e.g.
  Part-Time staff.
• The students fee is displayed.

42
Stage 4 New for 2006/7

• SFFS lock explanations have been added to the
  display on SZAOLPP.
• Details of how to determine what each of the
  explanation descriptions mean are also contained
  in the Call Centre manual.

43
Stage 5 - Declaration

• The student is required to accept the terms and
  conditions of the university. This stage is the
  equivalent of the student signing the old
  registration form.
• Links to the Data Protection Policy and the
  Principle Conditions of Registration.
• The student must accept the terms in order to
  proceed to stage 6.

44
Stage 6 Fee Payment

• There are four scenarios available to students
  when they reach this stage.
• SLC / LEA are paying for the student.
• A different sponsor is paying for the student.
• The student is paying their own fee.

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Stage 6 Fee Payment

• Payment by SLC/LEA is only available to Home
  students on a programme, mode, year that attracts
  a mandatory award.
• FE and FL holds lifted and added automatically as
  appropriate
• If confirmation has been received prior to
  student accessing OLR they will be able to
  proceed straight through the stage.

46
Stage 6 Fee Payment

• Payment by other sponsor may require the student
  to provide an appropriate sponsor letter (if not
  already rolled onto a contract).
• On receipt of the letter (where required -
  possibly even before the student has attempted to
  register) the FE hold is manually lifted and the
  student can proceed to stage 7.

47
Stage 6 Fee Payment

• Payment by the student themselves can be made by
  one of four methods
• Credit/Debit card online.
• Paperless Direct Debit (bank mandate).
• In advance by BACS, post or credit from a prior
  year.
• Cheque Payment.

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Stage 7 - Confirmation

• This stage presents the student with a printable
  summary of all the details of their registration.
• The summary contains details of their personal,
  programme, courses and fees data in much the same
  way as the old registration form did.

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Stage 7 - Confirmation

• Details of changes requested by the student
  during the process are displayed on the right
  side of the page.
• Please be aware that this display is not a static
  snapshot of when the student finished the
  registration process, it updates in real time as
  the students record changes.

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Resource Cards

• Resource Cards will be printed in batches for
  those students who complete the re-registration
  process.
• First batch run of resource cards will take place
  around w/b 28 August 2006 to capture any students
  who have registered in the first couple of weeks.
• Subsequent batches can then be produced daily or
  weekly depending on demand.

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Resource Cards

• Resource Cards are produced using the same
  GREPORT SZR0129 (Student Resource Card) as
  previous years but the Batch parameters.

52
Notification of Changes

• Two types of Data Changes.
• Major, i.e. those that prevent the student from
  progressing e.g. incorrect programme.
• Minor, i.e. those that do not stop the student
  from progressing e.g. incorrect name.
• Minor changes can then be broken into two further
  sub-categories.
• Immediate Changes, i.e. Dave to David.
• Documentary changes i.e. Mutti to Wells.

53
Notification of Changes

• Changes submitted by the student via the web
  pop-up windows populate a table in Banner.
• Changes will be stamped with the type of change,
  i.e. FirstName change and the date and time the
  change was submitted.
• The Call Centre manual contains details of each
  comment type category and appropriate action.

54
Notification of Changes

• A student has the option to notify OSA of changes
  at stages 1, 2, 3, 4 and 7 of the process.
• Any changes notified at stage 1 will permit the
  student to continue with the registration process
  even though those changes may not yet have been
  processed.

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Notification of Changes

• Changes notified from stage 7 are simply intended
  as a catchall and do not restrict the student
  in any way.
• Changes notified from stages 2, 3 and 4 of the
  process are significant change requests. Change
  notifications made from these stages will result
  in the student being unable to proceed until the
  changes have been fully processed.

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Notification of Changes

• A Banner GREPORT is available within the Registry
  Registration menu, SZR0179
• This report can be run as often as required
  (probably daily) so that student comments can be
  addressed promptly.
• The report can be run by comment type so that
  different staff can look at comments that relate
  to their area.

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Notification of Changes

• Correspondence can be sent back to the student
  using Banner form SZAOLPP.
• When a comment has been processed the status of
  that comment should be updated to C Complete.
• For changes notified in stages 2, 3 and 4 it is
  the action of updating the comment status to
  complete in SZAOLPP that allows the student to
  proceed.

58
Notification of Changes

• Comments sent to the student using the Banner
  form SZAOLPP can be viewed by the student on a
  form in BannerWeb. The track changes form.
• From the comments you enter in SZAOLPP the
  student will know what is happening with their
  enquiry.

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New for 2006/7

• SZAOLPP has been amended to permit the entry of
  summary details for students communicating via
  telephone or the new web form/email system.
• Guidelines of how to use this form in detail can
  be found in the Call Centre manual.

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Contact Details

• Student Support Call Centre
• Telephone - 020 8331 8272
• Hours - 9am to 5pm Mon/Fri
• Email - form link provided from all email
  text in BannerWeb
• Hours - Anticipated 48 hours response
  time