Function activity model - Student administration & support
Study of Records Lifecycle
Contents
Student Administration
The function of recruiting and administering students
Student Administration Strategy Development
RRS3.1
The activities involved in developing and establishing the institution’s student administration strategy.
Student Administration Planning
RRS3.2
The activities involved in formulating plans to implement the institution’s student administration strategy.
Student Administration Performance Management
RRS3.3
The activities involved in managing the institution’s performance against the plans for the implementation of its student administration strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Student Administration Policy Development
RRS3.4
The activities involved in developing and establishing the institution’s student administration policies.
Student Administration Procedures Development
RRS3.5
The activities involved in developing the institution’s student administration procedures.
Student Recruitment
RRS3.6
The activities involved in recruiting students to study at the institution.
Activities include: designing and conducting student recruitment campaigns (e.g. advertising); designing and organising student recruitment events (e.g. open days and recruitment fairs); designing and operating student recruitment schemes (e.g. school liaison); issuing recruitment materials (e.g. to schools); handling enquiries from prospective students; organising communications with students and potential students; analysing recruitment and retention data.
Student Admission
RRS3.7
The activities involved in admitting students to the institution.
Activities include: determining and applying admissions criteria; handling applications for admission; administering the clearing process; managing overall student numbers.
Student Registration
RRS3.8
The activities involved in registering students on taught or research programmes.
Activities include: advising students on selection of programmes and courses; confirming payment of fees, including validating evidence of awards which include payment of fees; providing information and advice on funding opportunities for students; issuing student (identification) cards and replacements.
For collecting fees, use 28.7 Finance Management – Financial Accounting.
For handling payments for replacement student cards, use 28.7 Finance Management – Financial Accounting.
Student Induction
RRS3.9
The activities involved in designing and organising induction programmes for new students.
Induction programmes include: general orientation programmes for new undergraduate students (e.g. Freshers Week); general introduction programmes for new postgraduate students; customised programmes for specific groups of students (e.g. international students); academic briefings on specialist departments.
Student Records Administration
RRS3.10
The activities involved in:
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Compiling and maintaining complete and accurate records of the progress and conduct of students throughout their relationship with the institution
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Making students’ records, and aggregated student data and analyses available to departments to support other institutional activities
Activities include: setting up student records for new students; collecting data and updating student records in accordance with institutional rules and regulations (e.g. data on criminal convictions); conducting standard analyses of data on students; conducting ad hoc analyses of data to meet specific requirements; distributing student records, and aggregated data and analyses, to departments in accordance with institutional rules and regulations and in compliance with legal restrictions on the collection, handling and use of personal data; producing transcripts for current and former students; confirming awards and providing general references for students; conducting First Destination Surveys.
For making students’ records available to them, use 30.6 Information Resources Management – Data Protection Act Compliance Management.
For handling payments for transcripts, use 28.7 Finance Management – Financial Accounting.
Student Progress Administration
RRS3.11
The activities involved in tracking the academic progress of students, administering changes to programmes of study and ensuring that correct procedures are followed.
Activities include: identifying and monitoring unsatisfactory academic performance and progress; administering transfers to new programmes and changes of courses within programmes; verifying that students have satisfied institutional regulations for awards; administering withdrawals from the institution; administering terminations of programmes.
Student Disciplinary Case Handling
RRS3.12
The activities involved in conducting disciplinary proceedings against students for breaches of the institution’s academic regulations (e.g. cheating in examinations) or for misconduct (e.g. improper use of institutions’ computer systems).
Activities include: investigating allegations; informing students of disciplinary decisions and imposing penalties; considering appeals by students against disciplinary decisions or penalties imposed.
For providing welfare services to give information, advice and support to students during disciplinary proceedings, set up a customised section using the framework in 4 Student Support Services Management below.
For monitoring students’ progress and informal management (ie prior to initiation of formal disciplinary proceedings) of unsatisfactory progress, use 1.16 Teaching – Taught Student Academic Support.
Student Academic Appeal Handling
RRS3.13
The activities involved in handling appeals by students against the results of assessments.
Assessments include examinations, tests and assessed work (e.g. dissertations, theses, work placement reports) for both taught and research programmes.
Activities include: reviewing original marks; considering mitigating circumstances; informing students of decisions on appeals.
For providing support services to give information, advice and support to students making appeals, set up a customised section using the framework in 4 Student Support Services Management.
Student Complaint Handling
RRS3.14
The activities involved in handling formal complaints by students against the institution.
Activities include: reviewing complaints; informing students of decisions on complaints.
Course Administration
RRS3.15
The activities involved in administering the delivery of courses.
Activities include: managing the use of teaching space; timetabling teaching; compiling class and tutorial lists; drawing up schedules for submission, marking and return of assessed work, and monitoring compliance with these schedules; monitoring students’ attendance; monitoring students’ submission of coursework; organising required work placements; issuing attendance certificates for postgraduate research students.
Assessment Administration
RRS3.16
The activities involved in administering the conduct of assessments.
Assessments include examinations, tests and assessed work (e.g. dissertations, theses, work placement reports) for both taught and research programmes.
Activities include: determining assessment and examination rules and procedures; appointing examiners; liaising with examiners on administrative matters; appointing and training examination invigilators; controlling examination materials; timetabling examinations; organising examination facilities; organising facilities and measures to accommodate students with special needs; monitoring attendance at examinations and reporting mitigating circumstances and absences to academic departments; administering the marking of examination scripts; servicing examiners’ meetings; collating examination results; issuing pass lists and individual notifications of examination results; monitoring submission of assessed work and reporting problems to academic departments; administering the submission and examination of postgraduate research theses; issuing lists and individual notifications of awards.
Award Ceremony Administration
RRS3.17
The activities involved in organising awards ceremonies.
Activities include: timetabling ceremonies; organising facilities and ticketing for ceremonies; organising the design and production of programmes for ceremonies; organising the production of awards certificates; sending awards certificates to students who do not attend awards ceremonies.
For organising honorary awards ceremonies, use 8.11 Public Relations Management – Honorary Award Management.
Student Relations Management
RRS3.18
The activities involved in managing the institution’s relationship with its student body.
Activities include: developing and implementing communication mechanisms to ensure that students are properly informed about the nature of their relationship with the institution, their rights and responsibilities and the support available to them; establishing and operating staff–student liaison committees at department, school or faculty level; organising the election and/or appointment of student representatives to the institution’s governing body and executive committees; training elected student representatives to fulfil their roles effectively; conducting student satisfaction surveys to assess students’ overall experiences of institutions; operating student suggestions schemes.
For consulting students in connection with reviews of taught programmes, use 1.11 Teaching – Taught Programme Review.
For consulting students in connection with reviews of taught courses, use 1.14 Teaching – Taught Course Review.
For consulting students in connection with internal or external reviews of overall teaching performance or teaching quality and standards, use 1.3 Teaching – Teaching Performance Management or 1.6 Teaching Quality & Standards Management as appropriate.
For consulting students in connection with research programme reviews, use 2.14 Research – Research Programme Review.
For consulting students in connection with internal or external reviews of overall research performance or research quality and standards, use 2.3 Research – Research Performance Management or 2.6 Research Quality & Standards Management.
Student Support Services Management
The function of providing services to support students throughout their relationship with the institution.
Note: Activities 4.1–4.5 set out the framework for the overall management of all student support services within the institution. Activities 4.6–4.14 set out a framework for the management of any individual student support service.
Student support services include: welfare services; accommodation services; counselling services; careers services; health services; religious services; disability services; catering services; childcare services; sports and leisure services; language centres; study centres for international students; social facilities for postgraduate students.
Student support services may be: managed and provided directly by the institution; specified by the institution but managed and provided by a third party organisation under contract; managed and provided as a joint venture between the institution and other institutions; managed and provided by the institution’s students’ union.
Use this section for services which are provided free of charge or on a cost recovery basis. For services and facilities operated on a commercial basis, use 6 Commercial Services Management.
For academic support, use 1.16 Teaching – Taught Student Academic Support or 2.16 Research – Research Student Academic Supervision & Support.
For managing internal services provided to support students with their academic work (e.g. ICT support services), set up a customised section in 36 Internal Services Management.
For managing land, buildings and facilities associated with providing student support services, use the appropriate section(s) of 27 Estate Management.
For managing finance associated with providing student support services, use the appropriate section of 28 Finance Management.
Student Support Services Strategy Development
RRS4.1
The activities involved in developing and establishing the institution’s strategy for the provision, management and development of student support services.
Student Support Services Management Planning
RRS4.2
The activities involved in developing plans to implement the institution’s student support services strategy.
Student Support Services Management Performance Management
RRS4.3
The activities involved in managing the institution’s performance against the plans for implementing its student support services strategy.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Student Support Services Management Policy Development
RRS4.4
The activities involved in developing and establishing the institution’s policies on the overall management and development of student support services.
Student Support Services Management Procedures Development
RRS4.5
The activities involved in developing the institution’s procedures for the overall management and development of student support services.
Student Support Service Proposal Development
RRS4.6
The activities involved in developing and evaluating proposals to set up a student support service.
Activities include: drawing up a preliminary business plan for the proposed service.
Student Support Service Planning
RRS4.7
The activities involved in planning the operation, management and development of a student support service.
Student Support Service Performance Management
RRS4.8
The activities involved in managing the performance of a student support service.
Activities include: developing performance indicators and measurement mechanisms; measuring, monitoring and analysing performance; conducting formal reviews of performance and responding to the results, including preparing and implementing action plans to address under-performance or other issues raised.
Student Support Service Policy Development
RRS4.9
The activities involved in developing and establishing policies for the operation, management and development of a student support service.
Student Support Service Procedures Development
RRS4.10
The activities involved in developing procedures for the operation, management and development of a student support service.
Student Support Service Quality Management
RRS4.11
The activities involved in ensuring that the quality of a student support service is appropriate and consistently delivered.
Activities include: setting service standards and monitoring performance against these standards through internal measurement and customer feedback.
Student Support Service Promotion
RRS4.12
The activities involved in promoting a student support service.
Activities include: designing promotional materials; liaising with specialist internal services for production of promotional materials; distributing promotional materials.
Student Support Service Delivery
RRS4.13
The activities involved in delivering a student support service.
The activities will vary according to the service being provided.
Student Support Service Customer Relations Management
RRS4.14
The activities involved in managing the institution’s relationships with students as the customers of a student support service.
Activities include: handling customer complaints; conducting customer surveys.