Student Journey Project

About the project

What is the project aiming to achieve?

A College-wide approach to supporting academic and student administration. This is with the aim to achieve the collation of high quality real-time information, together with the founding of a frictionless and consistent student experience.

How is this project different to an IT system replacement?

Unlike OSS, our current student record system, the new Banner system is being designed to reflect the College’s infrastructure, its academic model, its regulations and student activity over time. A key aim is to establish Banner as a College single source of truth for student and curriculum data and which will provide a foundation for all information systems involving student data.

Why is a single source of data truth important?

A dynamic system supported by efficient administrative processes is essential for the College to be able to respond to higher education sector change as well as regulatory compliance that requires real-time continuous and detailed modular data submissions that inform teaching and research supervision funding.

What does this mean for 2019?

Banner will replace OSS and provide the means by which a shared source of programme and student information can be trusted to provide the most accurate and up-to-date picture of all students at all stages of their progression.  Banner will provide the means to generate statutory, regulatory and operational data in the most effective way, providing insight to support decision-making.

The College will have a modular level student study view at the start of each academic year to help inform business and financial planning and to monitor student performance, in-year, and in real time. By mid-2020 departments will be able to run results on curriculum and other enriched data requests.

Will processes be more streamlined?

Business processes will change to a more efficient way of working as we transition to Banner to ensure that the new student information system remains the single source of truth for curriculum and student activity. Initially, staff will experience dual manual and web-based operational administration processes as we transition to using Banner fully over the coming academic years to manage students on old and new curricula and across different systems.

Are there other universities who are using this system in the same way that we intend to?

Yes, Banner is a widely used system in higher education.

Academic Calendar

Academic Calendar deadlines

Who has the Calendar been circulated to and when?

The Academic Calendar 2018/19 was circulated in November 2018 to the Head of Department.

How much flexibility is there for the Calendar deadlines?

For 2018/19 the Academic Calendar dates are a guide. The purpose is for departments to assess how challenging it would be to move to the schedule for the 2019/20 academic year and to raise issues either through their Faculty Quality Assurance and Enhancement Committee (QAEC) representative or with the Registry’s Quality Assurance team. QAEC is currently working on a 2019/20 version of the Academic Calendar in light of the feedback provided. 

When is the 2019/20 Academic Calendar going to be circulated?

QAEC is considering draft versions of the 2019/20 Academic Calendar.  The definitive version is expected to be sent out in term three.  Departments may wish to contact their QAEC Faculty representative in the meantime. 

How does the Academic Calendar relate to non-standard programme deadlines?

The Academic Calendar dates and core deadlines will vary for non-standard cycles on a case by case basis.  The 2019/20 Academic Calendar will separate undergraduate and postgraduate deadlines. 

How do we manage Academic Calendar deadlines where module selection is later than November? 

In October 2019/20 departments will facilitate their students’ module selections for the academic year and report these to Registry for upload into Banner.  Departments will manage module changes in Banner thereafter.  A review point is envisaged at the start of the second term in order to capture any changes made.  The information is needed as part of the College’s obligations to the Office for Students’ requirement as part of the HESA Data Futures initiative.  The Academic Calendar for 2019/20 will set out the deadlines for these.  Departments will need to consider how to make any necessary changes in local processes in order to meet this.

Access

Student and staff access

Who will inform students about the change to My Imperial?

Registry will be communicating with students and will share the communications with departments.

Will students register using OSS or Banner?

Banner. New students will use My Imperial for pre-enrolment (registration) activities over the summer and enrol in Banner. Continuing students will use My Imperial to enrol for the new 2019/20 academic year in Banner.

Will students be able to see grades in My Imperial?

The Student eService Academic History view is being provided through My Imperial under the My Student Record tile.

Is it mandatory for students to fill in their information?

Information will be pre-populated and Students will need to verify this information for each year of study.

How will Banner affect students applying for the 2018/19 academic year?

18-19 Applicants will be able to continue their applications via eService and Admissions staff can complete visa processes and admissions processes via OSS.  At the point of UF and visa conditions met, these students will be set up in Banner manually and communicated individually to access My.Imperial for online enrolment and uploading photos.

What gender is displayed on the Student Enquiry form? – legal (official) or preferred?

Preferred gender as denoted in Banner is displayed.

Is there an Auto email to students to confirm changes have been made on their record?

Not at present. This will be assessed for module registration in Phase 2. Students will see any changes made to their record in My Imperial the next day through the overnight data refresh.

Will students continue to use Blackboard for assessments?

We are intending to enable marks-entry at an assessment level from September 2020 and will establish an integration between Blackboard and Banner at this stage.

Will it be mandatory for students to upload their photo for their ID card this year?

Photo upload will not be mandatory due to the concern for holding up enrolment, which has an impact for example on bursary/scholarship payments and insurance. We will improve the communication with students regarding photo upload.

Can students change their ID photo in My Imperial once it has been approved?

No, for now they would need to go the Security Office, as they do currently.

Can we make students pre-register for alumni as part of My Certificate Address? E.g. tick a box to say they want to join and capture an email address?

This will be looked at at the end of Phase 2.

Is there a link to the casual pay process for passport checks for students?

There is a HR project which is looking at this.

How long does it take for data updated in My Imperial to change in Banner?

Data is refreshed from My Imperial to Banner in real-time. Data updated in Banner may take two hours to overnight to refresh in My Imperial.

What programmes are occasional students enrolled on?

All students will be enrolled in Banner however we are currently reviewing the programme list to ensure that suitable programmes are available for students of all types, including incoming exchange students, short course delegates and visiting students.

What will be on transcripts this year?

The agreed Academic Model titles will be printed on student transcripts this year.

When will the Student Enquiry form labels be updated to College language?

These will be looked at as an early part of Phase 2 (September 2019 onwards)

Where do I see the date of a programme transfer?

This is displayed in the General Student record, Curricula Update tab.

In terms of codes, what will finishing students see in e-service?

From June, all students will be using My Imperial and not e-service. Students will see their module title displayed.

How will Banner affect exchange students?

We will continue to have a record of exchange students in Banner.

What will staff be able to access in Banner?

For Phase 1, admin staff will have read-only access to the Student Enquiry form, which brings together student, programme and module information from across different Banner tables, Department Authorised Update access for module changes, and reporting data sets through ICA. We will be assessing other staff role views (e.g. academic) of student data for Phase 2 (Oct-Sept 2020).

Will staff have a view of what the student sees?

This requirement will be looked at for Phase 2. A range of visuals will be available to aid staff in locating information on the system.

How does the Form display students going through the appeal process?

At present it does not. We will assess this for Phase 3.

Can there be student photos on the Admin Student Enquiries view?

This will be delivered in Phase 2 (Oct-Sept 2020).

Can the Student Enquiry form be customised for different department staff?

The Student Enquiry form has been created for Phase 1 (June 2019). We will be assessing other staff role views of student data for Phase 2 (Oct-Sept 2020). Student data reports will be available to all staff through ICA from Phase 1.

Does the form show information about funding?

No it does not. Phase 2 includes an assessment of funding information.

Can you see marks that have changed due to MITIGating circumstances etc?

No, only the latest mark is displayed.

Can we have more than one Department Authorised Update user to make data changes?

Yes. The role definition will be shared with departments which will help determine who the most appropriate person/people are to take on this role.

Will research funding, bursaries and fees information be in the Admin Student Enquiries view?

Not for Phase 1 (June 2019). We will assess student aid information in Phase 3.

What is the direction of travel for departments to be able to update data at source? 

It is the intention for departments to update data directly into Banner over the coming phases. This will start with module elective changes in 2019/20.

Will I be able to update data in Banner?

The read-only Student Enquiry form is the start of the Banner rollout. It is the intention for departments to update data directly into Banner over the coming phases of the Programme. This will start with module elective changes in 2019/20. 

Does everyone have the same Student Enquiry Form view?

Yes initially. The read-only Student Enquiry form has been created for Phase 1 and is designed for an admin use. As part of the workshop we have taken feedback and are assessing other staff role views of student data for Phase 2 (Oct-Sept 2020).

Can I view the student ID photo in the Student Enquiry Form?

This will be delivered in Phase 2 during the 2019/20 academic year.

How do students requests transcripts and other letters?

We are assessing a further My Imperial tile for Phase 2 which would enable students to request transcripts and letters both digitally and printed. For now, Student Records will continue to produce these for students.

Will all student data transfer to Banner?

All students who are active from 1 May will be transferred.

What systems does My Imperial replace?

Applicants apply using the Imperial Gateway or UCAS. My Imperial is the student portal replacement for Student e-Service.  The Banner applications management system is used by staff to manage applications and the Student Enquiry Form to view student data. ICA remains the reporting tool.

Is the Student Enquiry Form being tested for volume access?

Yes it is.

What is the purpose of the Enrolment Letter if it is for internal use only? Staff can see students are enroled using the Student Enquiry Form.

This letter is to be used as internal confirmation of enrolment. Other documents can be requested through My Documents on My.Imperial.

How is ATAS managed in My Imperial?

For applicants, ATAS is managed during the admissions process within the applications management system before an applicant becomes Unconditional Firm and a CAS is processed.  For internal transfers, processes are in place to check with the Visa Compliance team before processing the transfer. If ATAS is required for the new programme, then an ATAS hold is placed on the Banner student record. Documentation and information confirming ATAS clearance will be managed via correspondence between Admissions, Visa Compliance and the student. Enrolment will be blocked to the new programme and it will not be accessible via My.Imperial until this hold has been cleared.

Can one telephone number be made mandatory in My Imperial for pastoral support reasons?

While capture of phone numbers is currently not mandatory at the point of online enrolment, a primary number is captured at admission and passed to Banner. The primary number is displayed in the online enrolment so the student is expected to verify this. We will make this field mandatory, if a number is missing. 

Curriculum

Curriculum structure

What does a modular curriculum structure mean for the College?

Imperial is focusing on a review of its curricula and assessment (Curriculum Review) to ensure learning outcomes and forms of assessment reflect the skills required by graduates for the 21st century. A new modular structure with for-credit modules and variety of assessment is being established from the 2019/20 academic year that enables greater choice and flexibility within programmes that evaluate the full range of student achievement and skill.

The new Banner system will reflect the College’s transition to a modular curriculum structure to provide a greater level of detail at programme, module, assessment and student activity throughout the academic year than has previously been possible. This in turn will provision an accurate overview of College teaching and research activity as well as insight and transparency on our student population.

Can we report modular data before we have completed Curriculum Review?

To report the data required in modular format and to time, the College is introducing modules agreed through the Academic Model for 2019/20 whilst undertaking a Curriculum Review. Continuing students on the existing curricula will be recorded in Banner on the modules agreed through the Academic Model.

Departments have been working with the Programme to undertake the data collation for the Academic Model. The majority of Departments have now reviewed and signed of their programme and module templates ready for this data to be built into Banner. As the College achieves modularisation through Curriculum Review and the writing of its Academic Regulations, these will be embedded in Banner on a year-by-year basis.

What does this mean for 2019/20?

The foundations of the curriculum and student data structures will be built in Banner. Taught activity will be reflected in a modular way with administrative processes to support the management of student registration on modules and module changes for 2019/20 study in defined start and end date teaching periods.

Students will be registered on modules of study in Banner for the correct period of time for which they are being taught at the start of the 2019/20 academic year (October 2019 for the majority). Module delivery will be monitored by the reporting of student module registrations from Banner with modules defined according to teaching periods, with clear start and end dates. Changes to student module registration must be recorded when the change occurs. Module outcome - a calculated definition of module completion which directly affects teaching funding - and Module result and date will also be returned within the defined reporting periods.

Module selection for students continuing from the 2018/19 to the 2019/20 academic year will be allocated via department local systems and processes. Departments will be requested to provide module selections to Registry to be entered into Banner for the start of session. Student module choice self-selection using Banner will follow from year 2 of Curriculum Review. A new business process for maintenance of the student record, to include programme, module and status change management and authorisation, will be put in place for students, departments, faculties and the Registry.

How will changes to the Academic Model curriculum be captured?

The majority of departments have now reviewed and signed of their Academic Model programme and module templates ready for this data to be built into Banner. Changes will be captured in the current way through the Minor and Major modifications process with the same timelines.

If we want to do a major modification, do we propose it now or through Curriculum Review if we want the change to come in 2020?

These should be proposed through Curriculum Review for undergraduate programmes and PGT programmes going through prior to this date. If a programme is not expected to be going through this process until a later date e.g. 2021 or 2022, then this will need to be done via the normal modifications procedure.

What is the timing for departments checking curriculum data in Banner and what is the process? 

A checking window will be available after Easter. The process will be communicated.

Will extra-curricular information be stored in Banner?

From 2019/20 we will be including 'extra-credit' and 'non-assessed' modules in Banner alongside the modules formally included in a student's programme. This will apply to i-explore modules as well a additional modules undertaken within a department (e.g. where students attend additional modules on a non-assessed basis). In 2019/20 we will also capture details of some other extra-curricular activity including UROP, IROP and pre-sessional English.

Longer term we are also intending to include Graduate School Professional Skills Classes in Banner and are happy to discuss including relevant extra-curricular or co-curricular activities identified by departments at this stage.

Are non-credit bearing short courses included in Banner?

In the first year the only short courses which will be included in Banner will be those which are already listed in OSS. We will look to include all short courses in Banner through phases 2 and 3 of the project.

Will UKVI attendance monitoring change in Banner?

Not for Phase 1. Departments will still manage the ten points of contact using department systems. Banner will provide support to the Registry visa compliance team.

How will interruptions be managed?

This will be the same process as now, reporting to Registry who will manage record updates.

How will marks be managed in Banner?

For this year the results return process remains the same, but in the Academic Model format. Analysis for marks upload in Phase 3 will be taking place during 2020.

Can we withhold assessment information?

Our current thinking is that we will provide full details of the current academic year but subsequent years will be published in aggregate (by assessment type, e.g. 70% coursework, 30% practical assessment). This proposal is pending sign-off from the SIMP Board.

What is the appropriate level of granularity of assessment in Banner?

We are currently completing analysis on the assessment descriptions and will develop a proposal regarding the level of granularity required for discussion via QAEC and faculty teaching committees.

Can we void an assessment?

For the current curriculum this will be managed within the department in the same way as presently. For new curriculum, post Curriculum Review, this will be based on the regulations which provide discretionary powers for an exam board in agreed cases of mitigating circumstances.

Can the system calculate total marks from the modules and credits?

For Phase 1, Programme and Year totals will be displayed in Banner via the results return process. Phase 3 will introduce assessment management.

Can I see marks that have changed due to mitigating circumstances etc?

Staff will be able to view grade changes via the modules tab which will display current grades and ones entered from mitigating circumstances

Will Banner allow a module to be passed if the Department agrees progression for a grade below 40?

Yes. Banner does not currently contain progression pass logic.

Will students continue to use Blackboard for assessments?

We are intending to enable marks-entry at an assessment level from September 2020 and will establish an integration between Blackboard and Banner at this stage.

How will it work for a student who takes 10 classes but is only assessed on 8 from a Banner and Celcat point of view?

There will be a number of different registration types within banner including 'for credit', 'extra credit' and 'non-assessed' scenarios. All modules would therefore appear against the student's record in Banner.

An integration with Celcat is planned in advance of the creation of the 2020/21 timetable. This would enable Celcat to identify all students studying a module regardless of their registration type.

What is Teaching Method?

Schedule type defines the ‘type of module’ based on three college definitions: Taught module, project module or placement module. There is also a related field called ‘instructional method’ which defines how the module is delivered: campus based, field work, placement, online

How does Study Path, Programme, Study Year, Academic Term and Module all relate to each other and student?

A student is assigned a study path for their period of registration and their programme is attached to this study path. If a student transfers programme, the new programme will also be attached to the same study path.

For each year of their registration a student will be assigned a study year and will be registered on the relevant modules. A student will have multiple study paths if they complete multiple periods of registration, for example if they study both a UG and PG degree at the college.

Banner Student Information System

About Banner data

What are the benefits to having this data in Banner?

This will enable us to establish a single source of truth for student and curriculum data, which will have the following benefits over the immediate and longer term:

  1. Ensure the structure of the programme within the system reflects the reality of the curriculum structure
  2. Provide the level of detail necessary for departments to undergo Curriculum Review
  3. Meet legislation and CMA guidance relating to the provision of information for students
  4. Enable improved and timely operational and strategic reporting
  5. Ensure consistent and improved timetable, transcript and handbook information
  6. Allow more efficient timetabling and use of resources
  7. Enable improved management information e.g. class lists
  8. Improve the student experience through a consistent and visible module selection process detailing the required core modules and options available; and visible assessment expectations leading to a better understanding of expected workload
  9. Enable electronic programme specification and programme information to be published from within Banner to the College’s website.

Will Banner data be available for other systems?

Banner will auto-interface with the following systems for programme and student data during 2019, and with module data from the start of the 2019/20 academic year: Starfish; Departmental Student System (DSS)/Horizons; Timetabling (Celcat); Blackboard (VLE); InPlace (student work placements); COURSERA (School of Public Health VLE); ICIS; Identity Management (SoV); Security Access Control System (SACS); Disability (Maximiser); Student Accommodation Office (KX); Occupational Health System (OPAS); Target Connect (JobsLive Careers); Student Union database.

A data federation to department systems will be available.

Will there be details on how the Banner system is set-up?

The Data Federation workgroup will discuss the Banner set-up for the purpose of understanding the data fields available, as well as the Banner views workgroup to understand the data returned in the Student Enquiry form.

What is happening with continuing students' data?

A data migration exercise will take place to migrate all current student data (students that have not graduated by 1 May 2019) into Banner. Students will have all their marks entered into Banner including resits.

Will student data be available for students who have had their degree awarded prior to 1 May 2019 and return to study?

Data for students who graduate prior to the 1 May 2019 cut-off for data migration to Banner will be available from ICA. However, Person information will be stored from OSS records. If a student applies to return to study they would be picked up in partial matching in the application process. The details from their new application will come into Banner.

Will the system store admissions related data?

Banner is being used to support applications management so relevant admissions data in support of student record management will be available.

When is the first HESA data return?

The 2018/19 HESA return will be submitted from OSS in October 2019. The first Data Futures report will be prepared in Banner from January 2020.

When will OSS be closed off?

OSS will cease to be the definitive record for student information from 24 May when our data migration freeze is due to start. Staff in Registry will still continue to access information in OSS for central processes including transcript production and the HESA return. We expect to fully decommission OSS at the start of the 2019/20 academic year.

Will Banner manage duplication of records?

Yes, there are partial matching rules which display warnings when trying to create the same person on a duplicate record.  However, it is possible to create duplicate records and we are considering building an exception report for this.

Can the Banner implementation be used as an opportunity to rationalise some distribution lists?

Yes, once students against modules have been loaded into Banner class and distribution lists will be available.

What gender is displayed on the Student Enquiry Form? Legal (official) or preferred?

Preferred gender is displayed.

How does the Form display students going through the appeal process?

At present it does not. We will assess this for Phase 3.

Does the form show information about funding?

No it does not. Phase 2 includes an assessment of funding information.

Will research funding, bursaries and fees information be in the Student Enquiry form?

Not for Phase 1 (June 2019). We will assess student aid information in Phase 3.

How will Banner affect exchange students?

We will continue to have a record of exchange students in Banner.

How long are marks and grades available for after a student has left?

For as long as the College retains student information.

Will I see fee information?

No, this will remain visible in ICA.

Can I view the Personal Tutor in the form?

Not at present however we are looking to add this at a later stage.

How do I manage student change of circumstances?

For now, amendments are notified to Student Records as per current process. 

Will SFS approvals of UROP funding occur in time for departments to return UROP information to Records ahead of the 30 April deadline for change of circumstances?

Records can receive and set up records of any UROP students expected to attend without the SFS confirmation.  This applies to both external and internal students.

Is Nationality visible?

No, at present only Citizenship is visible. We will look at adding Nationality as a Phase 2 enhancement.

Will there be a form to view staff student details?

This is the Student Enquiry Form.

 Can I see prizes information in the Student Enquiry form?

No, prizes are not visible from the Student Enquiry Form.

Graduation

Managing graduation

How will graduation be managed?

It is anticipated that there will be no change to graduation this year. The results timeline remains the same and the graduation data pull will be facilitated.

How will graduating Year 6's be treated?

The process remains the same and processes for end of this year will not change. The way you report, results and timings of these for the GMC will not change.

Integrations

Banner data to other student systems

Can data be pushed and pulled electronically from Banner?

An identified list of systems will receive data electronically pushed from Banner via a data integration. Data will be available to department own systems from Banner electronically via the Data Federation to a department developed API.

What data is being integrated to other systems, including Celcat, Leganto and Ponopto?

A field list is currently being compiled.

Will Banner be picking up grades from Blackboard?

There is the possibility of this happening in the future but this won't be until Phase 3.

A lot of coursework goes through Blackboard. How will this assessment information integrate with Banner?

This will be analysed for Phase 3.

How will the module codes appear in Blackboard?

Subject code, module code and module title.

How will we be able to tell which instance the code refers to in Blackboard?

Within the system it will be based on the CRN - a unique code given to the module instance. We need to look at how to visualise the code depending on each system integration.

How will the timeline work with summer rollover plans?

We are intending to have the Academic Model curriculum for 2019/20 available from 23 April. This will enable the Blackboard integration to pick up module information in time for summer rollover.

Will Banner integrate with Celcat?

Not at a modular level for Phase 1. The extent of the integration and agreement on group structures is being discussed with the Timetabling team. For 2019 structures should be built as-is.

Will we need to build groupings in Celcat or will this be done in Banner, and will bulk changes be possible?

This is currently being analysed and due for delivery in Phase 2.

Will DSS be switched off when Banner goes live?

DSS will continue until all department use of DSS is either replicated in Banner or another agreed system.

DSS is used for module selection choices by students and for course descriptions to Blackboard. Will Banner overwrite DSS?

There is currently no planned integration from Banner to DSS at a modular level.

What is the integration from Starfish for attendance monitoring?

Use of Starfish will remain the same for 2019/20.

Will Banner manage student welfare?

Banner will manage interruptions and holds but not pastoral support in Phase 1. This activity will continue in Starfish and other department systems. Starfish will have an integration with Banner.

The medicine database has significant functionality which we do not want to lose. Will this be considered?

We will work with your department nominee so that you are able to pull data to your department system to ensure Banner is the source of truth where appropriate. The long term intention is for Banner to replace local systems when you are confident that the functionality is in place.

Will there be interfaces with pre-applicant activity for recruitment and outreach?

ICT is in discussion with recruitment and outreach regarding an integration to Data Harvest

How will SOLE be managed?

Discussions are in hand regarding any changes to process for this year.

Module Management

Managing modules and codes

What is the format for providing module selections?

A template will be provided for CSV file return to Registry for upload into Banner in October 2019.

Will there be one fixed deadline for module selections for all departments?

There are students who take modules in other departments which affect when module selections can be confirmed and students who choose electives later in November or in term two.

Yes, we will communicate the deadline which will tie in with the Academic Calendar. We are required to return an indication of a student's study path for planning purposes. Banner can be used to check selections via a report. Module selection changes can then be made by the department in Banner.

How does the system allow for students who want to change their options in-year?

Department Authorised Update users will be able to make changes to the module selections that are returned to Registry and upload into Banner from October 2019.

Will students be able to make changes to their programme directly using My Imperial?

Not at first, but this is something that will be looked at in the longer term (Phase 3).

In terms of codes, what will finishing students see in e-service?

From June, all students will be using My Imperial and not e-service. Students will see their module title and the legacy code. The new AM module code will not be displayed.

Will there be a bulk module upload facility for programmes that don’t start in September?

Yes, we will be able to bulk upload whenever is required.

How will we manage students registered on curriculum modules but also attending other extra credit modules?

Students will be registered on a module as either for "credit", "extra credit" or "not for credit".

How will non-credit bearing modules be managed?

They will be entered into the system with a not-for-credit status.

What flexibility is there for exchange students to select across modules?

This remains as-is this year, managed by departments. We need to assess for the Banner module selection process how selections are made and how early this can take place.

DSS manages enrolment on courses in Blackboard and Panopto. Will this continue?

The Banner to DSS integration will push programme and student data to DSS from June. There is no planned integration from Banner to DSS at a modular level. Department use of DSS for electives remain as-is for this year.

Will Banner manage our streams?

The Academic Model project work included agreement of the structures through the module templates to be built into Banner.

Will caps be introduced for module number management in i-Explore?

We have not yet started to configure the student-led module selection process in Banner however we will develop this system to ensure that it is possible to place a cap on student numbers for each module.

Will Banner have algorithms/logic for module selections so that credit calculation and which modules can be selected can be managed more effectively?

This is the intention for Phase 3.

Do departments have any control over the system generated module code?

No. The chosen format for the code is based on a structure that can be applied consistently across the College and that works within the parameters of the Banner system to enable the College to manage modules. This includes the creation of new modules and the provision of new codes where changes are made to existing modules. There is some logic to the code (subject code, FHEQ level and sequential numbers).

The Legacy code will be available in Banner for reference and reporting out. Where modifications to a module require a new code to be generated in the system, alpha-numerical meaning would eventually be lost as the link with a module title could not be guaranteed indefinitely.

Additional meaning incorporated into the module code would reduce the overall number of codes available. Introducing the FHEQ level into the code has already reduced the total number of module codes available by 30,000 as we will not be using codes which start with the numbers 1, 2 or 3.

Associating a group of modules with a specific series within the sequence would require manual management of the initial numerical digits allocated as well as of the application of new modules to ring-fence digits to preserve groupings. Once the available codes within a given sequence run out, this link would also be lost as new codes would have to be created out of sequence.

Will module codes for current students change in 2019/20?

Yes, the new module codes will follow the Academic Model format for continuing students.

Can Curriculum review keep module codes from Academic model e.g. drop 9 and add 0 to assign three numbers for continuity?

We will assess and do this where possible. However, this is dependent on how similar/different the modules are from Academic Model to Curriculum Review.

Will changing a name of the module result in a new module code?

Yes.

How will we manage students registered on curriculum modules but also attending other extra credit modules?

Students will be registered on a module as either for "credit", "extra credit" or "not for credit".

How do we manage students who change a module which has already been taught, and do their learning via catch up and self study?

The module would be assigned to the student and we would  make the module they're dropping not for credit.

How is progression managed?

For this year departments will calculate locally and return to Registry for upload at a modular level. For Curriculum Review we will bring in functionality to manage progression.

Years 5 and 6 start at end of June and mid July respectively. How will the timing be managed?

Timings for reports and results will remain the same as now. Processes for end of this year will not change.

If a student chooses a module, will there be an opportunity to reject?

Yes. This will be part of the electives approvals process.

What will be shown if a module runs more than once across an academic year?

There will be two specific instances of the module in Banner but students will be registered on the one in the relevant term on which they enrol.

How are module selection timings managed for programmes that have non-standard start dates?

Module selection windows should be based on the Academic Calendar. Timings for programmes with non standard start dates will be adjusted accordingly but will follow the same cycle.

Can you put a cap on numbers for module electives?

As part of Phase 2, we will be undertaking analysis of module selection processes. We are aware that departments will need to be able to put a cap on the number of students who can select a specific module and we will deliver a solution that enables this.

Do the statuses show where a student has done distance learning or a module online as opposed to face to face?

Each module in Banner is assigned an instructional method which is either 'campus based', 'placement learning', 'fieldwork' or 'online'.

Programme Catalogue

Publishing information

Will students see published module information?

For 2019/20 study we will publish the curriculum into the programme and module catalogue from data provided via the Academic Model. We will be undertaking analysis to see how to support the modifications process to move away from paper specifications and to streamline and reduce double keying. 

Where / when is programme data published to students? i.e. the difference between what the student applies to and the programme they start on

From start of the 2019/20 academic year, students will have access  to a public programme and module catalogue which will publish info about the current year's programmes and modules. In Phase 3 we will also have a version that is publishing subsequent years information.

How will we report the curriculum out of Banner?

We will publish the curriculum into the programme and module catalogue and we are intending to provide a print to pdf capability to replace programme specifications and module outlines. We will be undertaking analysis to see how to support the modifications process to move away from paper specifications entirely. We are also looking at reporting reqs for accrediting bodies including curriculum.

When will Curriculum Reviewed programmes go into Banner and what will students see?

Curriculum Reviewed programmes will be entered into Banner as they come through Programmes Committee for the start of the 2019/20 academic year. Students will see a programme and module catalogue which publishes detailed information about the current academic year.

Will the programme be engaging with accrediting bodies?

We are not currently engaging directly with accrediting bodies, however we are looking at whether we can build reports in ICA  to enable departments to produce submissions more easily.

How will non-standard programmes and summer activity be displayed in Banner?

Banner terms are periods of time which broadly correlate to the College’s academic terms but they are not the same. Summer months are covered in term XXXX30.

Where do I see the date of a programme transfer?

This is displayed in the General Student record, Curricula Update tab.

How will Banner terms display summer activity?

Banner terms are periods of time which broadly correlate to the College’s academic terms but they are not the same. Summer months are covered in term XXXX30.

What programmes are occasional students enrolled on?

All students will be enrolled in Banner however we are currently reviewing the programme list to ensure that suitable programmes are available for students of all types, including incoming exchange students, short course delegates and visiting students.