The student status redefinition project was initiated to move from legacy value holding fields to allow for discrete values being held in specific Banner fields to clarify necessary information on the Student Record and enhance the user experience. The project encompasses areas across Student Administration teams to organise the data we hold in Banner. Due to the impact of the proposed changes, it has been broken down into mini-projects for implementation. 

Changes Required:

  • Updating Interim reports to account for the new values/locations.
  • Updating processes across Admissions and Student Records to account for new values/locations.
  • Updating the logic to calculating the Study Path Attempt (SPA) Status.
  • Updating the mappings for the Student Enquiry (SZISTUR) form to pull the data from the new locations.
  • Updating all integration mappings for downstream systems to account for new values/locations.

Benefits

  • Each Banner field on the Student Record will hold discrete meaning indicating a specific attribute on the Student's record.
  • We will be moving close to Banner baseline functionality that should enhance the longevity of the Student Management System. 
  • Providing the clarity of the Banner fields will make reporting on the Student Record easier. 
  • Improvement on being able to see what the student is doing and where for their period of enrolment.

The below section will outline the changes within each project within Student Status Redefinition

Projects

Four Term Structure

Following the College's term structure, the originally implemented three term set up in Banner caused issues with linear distinction for student's activities. With the HESA data Futures coming, it was decided that adopting a four term structure provides more accuracy against the use of parts of term in the Student Management system that allows for a reduction in administration and better service to students. This project was launched successfully for the 2021/2022 academic year.

Four Term Structure
TermsStart DateEnd Date
 xxxx10 (Autumn term)  First day of the academic year (Saturday)  Last day of the Christmas vacation period (Friday)
 xxxx20 (Spring term)  First day of the spring term (Saturday)  Last day of the Easter vacation period (Friday)
 xxxx30 (Summer term)  First day of the summer term (Saturday)  Last day of the summer term (Friday)
 xxxx40 (Late summer term)  First day of the summer vacation period (Saturday)  Last day of the academic year (Friday)
xxxx represents the beginning year of the academic year e.g. 202110, 202120, 202130, 202140

 

Registration and Enrolment

This project focuses on changes to the student record fields at a student level at the time of registration and (re)enrolment. We are moving values to apply distinct definitions to each field on the student record. This will bring clarity to the record and reporting improvement. This project is scheduled to be implemented in early 2022.

Student Status (The student's status at College)
ValuesDescription
 Active  The student is/has registered for a programme at College. 
 Inactive  The student has registered for a programme at College, but is now inactive (deceased students only).
Held in the Student Record (SGASTDN) form
Summary of the table's contents

The following legacy values will be reflected with the Enrolment Reason field (see the Enrolment reason section below);

  • Deferral with revision
  • Deferral in attendance
  • Retaking full year
  • PGR re-exam not in attendance
  • PGR re-exam in attendance
  • Retaking part year
  • Referred with revision
  • Referred not in attendance
  • Thesis submitted

Student Type (The regulations the student is on at College)
ValuesDescription
 Taught - Imperial  The student is engaging in a programme that is included in the taught regulations (includes MRes students) at College.
 Incoming Exchange - other  The student is engaging in a programme at College that is a part of an exchange programme.
 Short Course - Imperial  The student is engaging in a programme that is included in the short course regulations at College.
 Research - Imperial  The student is engaging in a programme that is included in the Research regulations at College.
 Collaborative - Imperial  The student is engaging in a collaborative programme at College, where Imperial is the lead institution.
 Collaborative - other  The student is engaging in a collaborative programme at College, where Imperial is NOT the lead institution.
 Collaborative - joint  The student is engaging in a collaborative programme at College, where Imperial is joint lead institution.
Held in the Student Record (SGASTDN) form, viewable in Student Enquiry (SZISTUR) form.
Summary of the table's contents

The following legacy values will be removed and identified elsewhere;

  • Standard (will be reflected in the Enrolment Reason field)
  • Staff (fee based value for Research Assistance/Clinical Research Fellow students held in Rate field)
  • Placement (will be reflected in the programme/year of programme and enrolment location and updated in Rate field for fees)
  • Erasmus (reflected in Student Type)
  • Non-Erasmus (reflected in Student Type)
  • CDT (will be reflected in the programme)
  • Completing research status (will be reflected in the Enrolment Reason field)
  • Writing up away from College (will be reflected in the Enrolment Reason field)
  • SplitPhD  (will be reflected in the programme attributes)
  • Publish Research Institution  (will be reflected in the programme attributes)
  • Collaborative programme student (reflected in Student Type)

 

Enrolment Status (The student's status of engagement at College)
ValueDescription
 Eligible to enrol  The student has registered for a programme at College and is available to enrol via My Imperial to begin their engagement. 
 Enrolled  The student has enrolled online and is engaging in activities at College as a part of their programme. 
 Not enrolled  The student is not engaging in any activity at College.
Held in the Enrolment and Registration (SFAREGS) form, viewable in the Student Enquiry (SZISTUR) form
Summary of the table's contents

 

Enrolment Reason (The reason for the student's engagement at College)
ValueDescription
 Standard Study  The student is engaging as standard in a programme at College.
 Referred Study  The student is engaging as referred in a programme at College (location of referral is held in  Enrolment Location field).
 Deferred Study  The student is engaging as deferred in a programme at College (location of deferral is held in Enrolment Location field).
 Writing Up  The student is engaging in the writing up portion of their programme at College (location of the writing up is held in Enrolment Location field).
 Thesis submitted  The student is has submitted their thesis and pending the results outcome of their programme at College.
 Sabbatical  The student is engaging in a sabbatical year at College.
 Intercalated  The student is engaging in the intercalated study period of their programme at College.
 UROP activities  The student is engaging in UROP activities at College.
Summary of the table's contents
Held in the More Information button in the Enrolment and Registration (SFAREGS) form, viewable in Student Enquiry (SZISTUR) form.

 

Enrolment Location (The student's location of the engagement at College)
ValuesDescription
 On campus  The student in engaging in activity at College on campus.
 On location  The student in engaging in activity at College at an external location/institution.
 At home  The student in engaging in activity at College at home (online/remote).
 Mixed  The student in engaging in activity at College in hybrid form (on campus, at home, on location).
Held in the More Information button in the Enrolment and Registration (SFAREGS) form, viewable in Student Enquiry (SZISTUR) form.
Summary of the table's contents

 

IOS and Registration End

This project focuses on the interruption of studies and the registration end (withdrawal). There is no upstream impact on the newly launched student led interruption of studies process. The only change to interruptions of studies is the values are being clarified, with a few additions. For registration end, we are holding it in the programme outcome status field and adding more values for the distinction between student led withdrawals and terminations to registrations by Imperial. This project is to be implemented in early 2022.

Interruption of Studies
Old valuesNew values
 Elite sport  Student led - elite sport
 Financial  Student led - financial
 Maternity  Student led - maternity
 Paternity  Student led - paternity
 Shared parental  Student led - shared parental
 Adoption leave  Student led - adoption leave
 Military service  Student led - military service
 Personal  Student led - personal
 Health  Student led - health
 Covid 19  Student led - covid 19
 Work commitments  Student led - work commitments
 Suspended  Suspended - non payment of fees
 Lab closures (covid 19)  Lab closures - covid 19 historic use only
 Intercalation  Intercalation
 Sabbatical  Sabbatical officer
 Research/ internship  Research/ internship
   Suspended - fitness to study
   Research equipment failure
Held in the Interruption (SZASIOS) form, viewable in Student Enquiry (SZISTUR) form.
Summary of the table's contents

 We will be holding the medical evidence to return status in Banner, but that will not impact any up/downstream processes. 

Outcome Status (The student's current status on the programme)
ValuesDescription
 Sought  The student is actively engaging with their programme at College.
 Completed  The student has completed the programme at College.
 Termination by Imperial  The student's registration has ended on their programme at College, by Imperial.
 Student led withdrawal  The student's registration has ended on their programme at College, by the student.
Held in the Degree Outcome (SHADEGR) form, viewable in Student Enquiry (SZISTUR) form.

Registration End Reason
Termination by Imperial reasonsStudent led withdrawal reasons
 Unsatisfactory attendance  Financial
 Did not re-enrol  Health
 No Show  Personal
 Did not provide qualification evidence  Employment
 False documentation  Deferred
 Academic failure - exam board decision  Programme change - pre enrolment
 Cannot complete in the maximum period of registration  Change of start date - pre enrolment
 Fitness to practice  Transfer institution - related study
 Fitness to study  Transfer institution - non related study
 Expulsion - academic misconduct  
 Thesis not submitted  
 Deceased - not awarded  
 Programme data error  
Held in the More Information button in Degree Outcome (SHADEGR) form, viewable in Student Enquiry (SZISTUR) form.

Programme Definition

Section coming soon, pending confirmation of project scope.