Category Archives: Student First

Student and staff feedback helping streamline enrolment communications

The Student First Programme is transforming student administration to make life easier for staff and students with better systems, processes and tools. This year, our work includes improving the application and enrolment process to increase conversion and student preparedness.

The Student Communications workstream is a collaborative effort between the Student First Programme, Student Services, and Communications and Engagement teams. The aim is to simplify and streamline the way UC communicates with students during application and enrolment.

You can find out more on our intranet page here>

Over the past couple of months we’ve been gathering feedback from students and staff through a number of forums.

What did students tell us?

Students want more clarity about the enrolment process, reassurance that their application is being processed, and to receive the information they need at the right time about course requirements, accommodation, student loans and scholarships. They wanted things in writing and preferred online rather than phone contact.

What did staff tell us?

Staff wanted more consistent terminology and styles across UC, automated digital processes, better tracking and more clarity for students on what they need to do when, to reduce the need for chasing up missing requirements or documents.

 

At a collaborative workshop, staff across the University worked together to determine what content was needed at four key points in the process: application acknowledgement, conditional offer, offer of place and full enrolment confirmation. We also discussed the need to make these documents more student-friendly by looking at language, reducing wordy emails and making better use of the website and myUC to provide information. This work is now underway, led by Student Services with input from the Communications and Engagement, Marketing, Design and Digital teams.

Click here to see a register of all the feedback we’ve received so far>

What’s next?

We’re currently working on a new Offer of Place communication process for domestic undergraduate students, in time for 2020 enrolments. This is being directly informed by the staff and student feedback we gathered, so thank you to everyone who gave us their time and ideas.

If you want to know more, contact studentcommsproject@canterbury.ac.nz

Student First Programme Creates One-Stop-Shop of Resources For Stakeholders

Student First Programme Communications Advisor, Nicki Tipa was excited to launch the programme’s new intranet site at the July Community Update. The Student First Programme team creates a wealth of resources for its stakeholders, including user guides, news articles and videos, but without a place to house them, they go underutilised. The main driver for the new site was to give the programme’s stakeholders increased access to resources and the ability to easily share these with their teams.

Student First Intranet - link

The Student First Programme Intranet is visible only to UC staff, so when you first visit you’ll need to set up your login details. Here’s some quick instructions to get you up and running:

  1. Go to Student First Programme Intranet. (We recommend using Chrome.)
  2. You will be sent to a WordPress login page – Enter your UC credentials and check the ‘remember me’ box so the details are saved. Click LOG IN.
  3. You should now see the SFP home page, bookmark this for future reference.

The site is still a work in progress and the team welcomes your feedback. Simply email studentfirstprogramme@canterbury.ac.nz.

Student First Programme’s Process Manager, Tim Hatherley-Green, updated the Community Group on upcoming releases for the remainder of 2019 where the Programme will continue to focus on building more functionality into ourUC (the replacement for Jade), where staff will do their work in the future.

Rachel Montejo, Student First Programme Project Manager – Academic, announced the Programme’s trial of a new Skype Hotline to provide additional support for UC staff helping students during the busy mid-year enrolment period.

See the highlights of the July community update here (14 mins):

July Community Update Video

What’s the latest?

Release 14.0 is the latest from the Student First Programme and will provide foundation benefits for 2020 enrolment enhancements.

This release affected a small number of staff in the College of Arts and featured improvements to workflows such as qualifications with automatic approval being ‘turned on’ to enable them to be processed through ourUC. This release also included an exciting update for better application administration with the creation of the first version of the Task Manager where staff will access their tasks in the future.

The greatest benefit of this release is that the successful deployment of the Qualification entry and Task Manager for the College of Arts provides proof these enhancements can be rolled out for other Colleges in the future.

Watch out for more news about our upcoming releases and new features. If you have questions about the Student First Programme ask your manager or contact the team at studentfirstprogramme@canterbury.ac.nz

Student First Programme – CELEBRATING CHANGE IS PART OF A GROWTH MINDSET

The Student First Programme | Ākonga ki Mua has created a suite of posters to help promote a positive mindset around changes the programme has introduced within UC.

As a business change programme, we work with organisational change every day and want to help the UC community to see the positive benefits of change we are creating here through transforming the student administration and enrolment experience.

The posters seek to recognise the difficulty and challenges change can bring, but also speak to the benefit of individuals taking ownership and involving themselves in change processes.

The quotes on the posters have been sourced from well known personalities including software engineers, environmental activists and poets. We hope they will provide a little inspiration in our day-to-day life at UC.

Keep an eye out for them around campus!

Improving student communications – how you can help

Communication with students is a vital part of the job for many staff members. To improve the process – and free up time for staff – the Student First Programme is undertaking a new project to simplify and improve the communications students receive during the enrolment process.

This complements the work the programme is already doing to simplify and streamline student administration>

The team has already met with several groups of student-facing staff to map current communications and over the next few weeks will continue to seek feedback on how and when we communicate with future students during the application to enrol process.

If you haven’t yet spoken to the team, but you communicate with students during enrolment or you have feedback you’d like to share, please let us know by emailing studentcommsproject@canterbury.ac.nz

Staff are integral to this project and the feedback received will be used to shape the future direction of student communications. The improved communications process will also allow staff to spend less time following up incomplete applications to enrol and more time focusing on other activities.

Upcoming workshops

The information gathering sessions will be followed later this month by workshops with staff and students to co-design a new process for student communications during the enrolment period, based on the feedback provided.

Look out for more information and a summary of feedback coming soon.

New digital tools make collaboration easier

The Student First Programme is helping prepare UC for the future, and putting students at the heart of our business. As we approach the second half of the year, the Student First Programme continues to help transform student administration and make life easier for staff and students with better systems, processes and tools.

On 16 May we launched the latest of these digital tools, which was designed by staff (including lecturers and academic managers) in order to collaborate and give feedback on new course proposals.  Click here to access the new Course Creation form >

Manual data entry, paper forms and long email trails are replaced with an interactive workflow and a central repository to track feedback. This will make course creation faster, easier and more accurate for everyone involved. Watch a short video on why we’re doing this:

We are excited to launch this new digital tool for academic staff as part of our journey to become a more efficient and agile University. Thanks to Academic Managers, Senior Student Advisors and Deans who have been instrumental to this project – they are your key contacts within Colleges for any questions or training requirements.

Introducing ourUC – a new system for student administration

The new Course Creation form is the latest feature in our new staff portal, ourUC.

ourUC will become the main system staff will use to complete student administration work. It’s built on the same platform as our student and agent portals, myUC and connectUC, as part of our new technology environment for student administration. We’ll be sharing more detail about our technology approach at our next Community Update on 5 June, so look out for the highlights video.

ourUC is still early in development and we’ll be releasing new features throughout the year, and making it available to more teams. Like any software product, it will continue to evolve and so it may look slightly different each time there’s an update. If you’re required to use ourUC in your role, you’ll receive appropriate training and support.

More information

For more information about the work we’re doing for UC staff this year, watch our recent Community Update.

Look out for more details about new features in ourUC coming soon. If you have questions about the Student First Programme ask your manager in the first instance, or contact studentfirstprogramme@canterbury.ac.nz