We are taking a College-wide approach to implementing a new student information system that is underpinned by administrative processes to support academic and student administration.
Banner in support of the student lifecycle
Banner is live and being used to manage the definitive record for:
- The management of applications (live in September 2018).
- The College curriculum in the form of Academic Model and Curriculum Reviewed Programmes and Modules (live in May 2019).
- The management of student records and documents (live in January 2020) including the My Imperial Student Portal and new ICA reports.
Student systems training and access
Training, support materials and access information is available from the Registry student systems wepbages for all SIMP related project deliveries.
2020 and 2021 Projects
The Programme is set to deliver more projects throughout 2020 and 2021. An overview can be found on our Projects overview page.
Current Project Engagement
Digital Certificates available from July 2020
The My Imperial student portal provides students with secure online access to a range of official documentation including their registration status or their registration and attainment history at the College. Within a week of publication of a student's results to My Student Record, the student's Pre Award Transcript will be available from My Documents, providing a record of all their final module results.
Hard copies of a student's final degree certificate and official academic transcript is sent to the student's Certificate delivery address. New to My Documents is the provision of e-Award documentation which can be downloaded or shared securely electronically with potential employers if a student needs to provide evidence of their degree award before the hard copy documentation arrives.
e-Award documentation for Alumni will follow later in 2020.
Postgraduate research milestones – online management starts August 2020
The postgraduate research (PGR) milestones process has started to be manged in My Imperial, with the digitisation of Exam Entry and Thesis Submission leading the way. The digitisation of Viva Examination, Early Stage Assessment (ESA) and Late Stage Review (LSR) will follow in later phases, the latter two milestones awaiting the outcome of the regulations review by the PGR Regulations Working Group for the PGR Quality Committee (PRQC).
The digitisation of Exam Entry and Thesis Submission has significantly reduced the administrative burden associated with these two milestones, and go some way to contributing to an improved student experience. Highlights include:
- Students upload and submit their exam entry form, thesis declaration form and thesis online, as well as view up-to-date information about their ESA, LSR and Viva Examination milestone status whilst paper forms continue to be used to support these processes.
- Supervisors and Director of Postgraduate Studies (DPS) view and complete their exam entry form and thesis submission actions online, with auto notifications of when actions are due, as well as view information about their students, including name, milestone progress and department information.
- Postgraduate Administrators (PGA) have an online overview of all their PGR students and their status in the milestones process, decreasing duplicate data store management and email.
- Examiners now receive a digital copy of the thesis.
Support details for PGR Milestones Management are available from the Access and Training page.
Banner Module Catalogue September 2020
Access to the Banner Module Catalogue will soon be available from the staff view of My Imperial, providing a means to look-up module details in an easy-to-read format. This is the first iteration of the Module Catalogue view of the curriculum as currently held in Banner. A more sophisticated and detailed version will be available later on in the SIMP roadmap.
- The Module Catalogue can be searched by Subject, Module Title, Module Code, Faculty, Department or a combination of. The Search results page will display the modules returned and the information about the module held in Banner.
To accompany the Banner Module Catalogue, a set of complementary Imperial College Analytics (ICA) Curriculum-related reports will be available - My Imperial > ICA Reporting & Statistics > Dashboard > Banner Interim > Curriculum Data Management tab - for more extensive analysis where necessary e.g. how many modules in the department are FHEQ level 7; which modules are based at the South Kensington campus; which modules are suspended etc. using the Curriculum-related reports: Module Data Report; Assessments Report; Core-requisites and Pre-requisites; Level Report or Programme Report.
Managing student-led module changes in Banner from September 2020
Department Administrators will be able to directly manage changes to student-led module registrations in Banner from the 2020-2021 academic year using a new My Imperial Module Registrations Management tile.
Students will be automatically registered in Banner for their core modules in September, ahead of the start of the 2020-21 academic year. Student-led elective module choices for 2020-21 in local systems will be collected from departments in September by Student Records for upload into Banner. Any subsequent changes to students’ elective module registrations for 2020-21 should then be made by authorised staff directly into Banner using the Module Registrations Management access.
A Banner to BlackBoard and Panopto auto data integration is being developed to transfer module changes made directly into Banner to these two systems. The Programme is currently liaising with Faculty Learning Technologists for these module data integrations.
Departments needing to manage high volumes of student elective module registrations changes between the September upload and Academic Calendar module changes deadlines for new and continuing students will be able to request bulk change uploads by Student Records. The timing and frequency of this facility will be discussed with departments over the summer.
Student experience enhancements
This project is led by Omar Matar, Vice-Dean (Education), Faculty of Engineering. Representation on the project working group has been sought from across academic and administrative roles. Members of the working group will be consulting with staff on the policy and procedure during August and September, ahead of its implementation for Spring term 2021.
The Change of Status project is working to ensure that the impacts of a change to a student’s study circumstances are understood by the student and communicated to all relevant services for appropriate and timely action. This project is initially focusing on the creation of an automated process for managing a student’s interruption of studies (IoS).
With strategic oversight provided by the Provost’s Board, this project is led by Emma McCoy, Vice-Dean (Education), Faculty of Natural Sciences. Representation on the project working group has been sought from across academic and administrative roles. Members of the working group are currently mapping the as-is and to-be process, highlighting and discussing the pain points from a student, department and central services perspective, to inform process improvements for a student-centred service that is aligned to policy and health assessment procedures.
The Staff Dashboard project will provide an online staff dashboard of relevant student information for a staff member’s role, with an initial focus on academic tutor needs.
The project is led by joint Sponsors Martin Lupton, Vice-Dean (Education), Faculty of Medicine Centre and Leila Guerra, Associate Dean of Programmes, Business School. Representation on the project working group has been sought from across academic and administrative roles.
Marks Entry and Exam Board Reporting
In order to achieve a College single source of truth for student achievement data, and an enhanced experience of mark entry and publication processes, the Marks Entry project will facilitate the College’s end-to end module and assessment results processes for curriculum reviewed programmes, including:
- provisional assessment mark entry (including referred/deferred assessments)
- calculation of module result outcome
- progression and classification calculations (including year and programme totals)
The project will be working with departments to identify and minimise duplication of assessment and module result data entry processes and associated risks and standardise the approach to mark entry processes, moderation and grade scaling practices across the College. Oversight of student achievement data throughout the academic year will be provided via the Banner student information system, supporting timely release of assessment and module results, progression and award outcomes at key points during academic year. The student experience will be enhanced through access to detailed module and assessment component outcomes via the My Imperial portal.
The project will commence with a Business School pilot in Spring term 2021. A schedule of engagment is being discussed with Faculty Education Managers to capture department requirements and map current processes over Autumn term 2020.