student systems programme, 9 december 2014€¦ · · 2014-12-09student systems programme, 9...

Supporting document

UAS Roadshow

Student Systems Programme, 9 December 2014

eVision on-course student record

Student Systems Programme: supporting document for the UAS Roadshow 2

Table of contents

1. Introduction ............................................................................................................................................................................ 3

2. Key Dates ................................................................................................................................................................................ 4

2.1. On-course Student Record Delivery Schedule ................................................................................................... 4

2.2. Implications for Students .......................................................................................................................................... 5

2.3. Data Migration............................................................................................................................................................. 6

3. Access to eVision (including dataviews) ......................................................................................................................... 7

3.1. Streamlining the Process of Granting Access to eVision ................................................................................. 7

3.2. Access from 5 January 2015 .................................................................................................................................. 8

3.3. Access Groups ............................................................................................................................................................. 8

4. Business Changes .................................................................................................................................................................. 9

4.1. Award Programme ...................................................................................................................................................... 9

4.2. Status ........................................................................................................................................................................... 12

4.3. Student Number ........................................................................................................................................................ 14

4.4. Programme Instance ................................................................................................................................................ 14

4.5. Registration ................................................................................................................................................................ 15

4.6. Emergency Contacts ................................................................................................................................................ 17

4.7. Visa Management ..................................................................................................................................................... 17

4.8. Fee Schedule .............................................................................................................................................................. 18

4.9. Assessment Review .................................................................................................................................................. 19

4.10. Examination Entry ..................................................................................................................................................... 20

4.11. Alternative Arrangements ...................................................................................................................................... 21

4.12. Progression and End of Year .................................................................................................................................. 21

4.13. Degree Ceremonies .................................................................................................................................................. 22

5. Dataviews and Reports...................................................................................................................................................... 23

5.1. Dataviews in eVision ................................................................................................................................................ 23

5.2. Reports ........................................................................................................................................................................ 26

5.3. Tableau Reports ......................................................................................................................................................... 27

5.4. Microsoft Report Builder ........................................................................................................................................ 27

6. SITS:Vision Student Data Feed ........................................................................................................................................ 28

7. Support .................................................................................................................................................................................. 28

7.1. Contact Details after 5 January 2015 ................................................................................................................ 29

7.2. Support in the First Month after Go-Live .......................................................................................................... 29


1. Introduction

The Student Systems Programme is responsible for delivering the development of Oxford's IT-based systems used by academic and administrative staff, applicants and students in support of many aspects of teaching and learning.

The programme is prioritising the replacement of the functions of the existing core student records system, Oracle Student System (OSS), with SITS:Vision and eVision.

eVision is the web view of the SITS:Vision student records system, which will be used by the majority of academic and administrative colleagues and by students (called ‘Student Self Service’).

SITS:Vision is the underlying application which will mainly be used by central teams in the Academic Administration Division.

Staff and students will be able to access eVision using their University Single Sign On, from any internet

connection. SITS:Vision and eVision are supported on all major browsers:

Web Browser Supported Version

Microsoft Internet Explorer (IE) 8,9 & 10

Mozilla Firefox Latest

Google Chrome Latest

Opera Latest

Apple Safari Latest (excluding Microsoft Windows, as Apple are no

longer developing Safari for Microsoft Windows)

Firefox is the recommended browser for reports and dataviews to render correctly. Supplier Tribal will be

issuing a fix in due course for rendering issues in Internet Explorer.

SITS:Vision and eVision will be supported by the Student Systems Support Centre.

This document includes details on key dates, changes between OSS and eVision, access, and support as

covered in the roadshow for UAS.1 How to use the actual system will be covered in the optional ‘Dataviews

and Read-Only’ training course.

Questions about the Student Systems Programme or this document Student Systems Programme W: www.admin.ox.ac.uk/ac-div/studentsystems E: [email protected] T: 01865 (2)89975 SITS:Vision and eVision support after 5 January 2015 Student Systems Support Centre W: www.admin.ox.ac.uk/studentsystems E: [email protected] T: 01865 (2)84848

1 The details in this document are correct at the time of production - 8 December 2014.

http://help.it.ox.ac.uk/webauth/oxfordusername

http://www.admin.ox.ac.uk/studentsystems

http://www.admin.ox.ac.uk/ac-div/studentsystems/training/courses/#d.en.170203


https://www1.admin.ox.ac.uk/ac-div/studentsystems/training/courses/#d.en.170198

http://www.admin.ox.ac.uk/ac-dic/studentsystems

mailto:[email protected]




2. Key Dates

To ensure staff receive the support they need on 5 January 2015, Student Self Service (through eVision) will

be launched a day later, on Tuesday 6 January 2015. The delivery dates for the on-course student record

functionality through eVision access are as follows:

Staff: Monday 5 January 2015 at 08:30;

Students: Tuesday 6 January 2015 at 09:00.

2.1. On-course Student Record Delivery Schedule

Friday 19 December 2014 • Last working day OSS, Student Self Service, and eVision (degree ceremonies)

• At 18:00: shutdown OSS- access which is not admissions related will be end-dated

• At 18:00: shutdown eVision - no access until 08:30 on Monday 5 January 2015

Friday 19 December at 18:00 to Sunday 21 December 2014

• Implementation of SITS:Vision, eVision and MS Reporting

• Final data migration from OSS to SITS:Vision

FOR STAFF • No access to OSS, including Oracle Discoverer,

dataviews, Student Visa System (SVS), and Graduate Open College Allocation Tool (GOCAT)

FOR STUDENTS • No access to Student Self Service

Monday 22 December 2014 at 08:30*

FOR STAFF • OSS available for admissions only, including

admissions dataviews, Oracle Discoverer, and access to SVS and GOCAT

• NB: no access to on-course student record functionality!

FOR STUDENTS • Student Self Service available in read-only capacity

Saturday 27 December - Wednesday 31 December 2014

• Implementation contingency window

Monday 5 January 2015 at 08:30

FOR STAFF • SITS:Vision, eVision, and MS Reporting live for on-

course student record and degree ceremonies • OSS Admissions, admissions dataviews, GOCAT and

SVS functionality remain active

Tuesday 6 January 2015 at 09:00

FOR STUDENTS • New Student Self Service (through eVision)

*We anticipate that OSS Admissions, including admissions dataviews, Oracle Discoverer, SVS, and GOCAT will be available again for Monday 22 December 2014. If we have to use the implementation contingency window between Saturday 27 and Wednesday 31 December 2014, OSS Admissions will again not be available on Saturday 27 and Sunday 28 December 2014.


2.2. Implications for Students

From 09:00 on Tuesday 6 January 2015 students will be able to use the new (delivered through eVision)

Student Self Service via the Oxford Students website for:

Degree ceremony booking;

Registering and verifying personal details (for new and continuing

students);

Enrolling on course (for continuing students);

Printing enrolment certificate;

Opting out/back in of Oxford University Student Union (OUSU)

membership;

Viewing and updating personal details throughout the year;

Recording study periods undertaken abroad (for graduate students

only)2;

Entering for examinations;

Viewing alternative examination arrangements and candidate number;

Viewing examination results and award information;

Viewing the admissions authorisation code (“waiver code”) (for graduate students);

Booking of degree ceremonies.

Specific impact of the shutdown period and change-over on students:

Any eligible students are unable to book their degree ceremony dates between 18:00 on 19 December

2014 and 09:00 on 6 January 2015;

New and continuing students on a Hilary term programme are unable to register and verify their details

between 1 January 2015 and 6 January (registration traditionally opens on 1 January for Hilary term);

All on-course students are able to view their details and examination results between 08:30 on 22

December 2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);

All on-course students are able to print off their enrolment certificate between 08:30 on 22 December

2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);

Graduate students are able to view the admissions authorisation code (“waiver code”) between 08:30 on

22 December 2014 and 09:00 on 6 January 2015 (in ‘OSS’ Student Self Service);

New look and feel Student Self Service (through eVision) available from 09:00 on 6 January 2015 for all

students;

Able to select exam entry from January 2015 (during their allocated exam entry period). Note, this is new

functionality; exam entry has been a paper process until now;

Notice that all data relating to them has been successfully migrated from OSS to SITS:Vision i.e. no change

in data (that is not expected);

Able to register and verify details and enrol (continuing) from 6 January at correct registration windows

going forward.

Students will be notified of the above changes and implications via the existing student communications

channels.

2 Undergraduate students have this information recorded for them by the Academic Records Office (ARO), and can view the information.

http://www.ox.ac.uk/students


Oxford Student website

2.3. Data Migration

Data migration is the process of transferring student records and supporting data from the legacy OSS

system to SITS:Vision, to allow the ongoing administration of student records.

When we shutdown OSS at 18:00 on Friday 19 December 2014, we will migrate the following records in a

single migration from OSS to SITS:Vision:

Current students who are actively still on-course;

Students from 2007 onwards who have completed or discontinued their course;

Pre-2007 students (from pre-OSS OASIS database) who had skeleton records in OSS;

Applicants and applications for entry in Hilary or Trinity term 2014/15 who have returned their contract

(outcome status of ‘Final C’ in OSS).

Note: rejected applicants will not be migrated to SITS:Vision.

After this ‘single’ migration, there will be a ‘daily feed’ of applicants and application records as they return their

contracts (i.e. when their outcome status is ‘Final C’ in OSS). Once migrated in to SITS:Vision, the applicant

transfer process is run which transfers these applicants in to student records. The daily feed also refreshes the

Confirmation of Acceptance for Studies (CAS) request visa records, so this is kept up-to-date between the

Student Visa System (SVS) and SITS:Vision. This will continue until they reach the status of ‘used’. The daily

feed continues to take across new applicants and CAS information until admissions functionality is being

delivered in SITS:Vision on 1 September 2015.

Link to eVision, rather than OSS

Copy for:

Self Service guide

Registration guide

Exam Entry

Others needed?

Will point

to eVision

from

09:00 on 6

January

2015

New guides will be added:

Self Service guide (overall guide)

Registration guide

Exam entry (new guide)

Contact details remain the same: [email protected]


Mixed Case Name Fields in eVision

Oracle Student Systems (OSS) holds names and addresses in mixed case, e.g. Patrick MacKenzie. SITS:Vision

holds names and addresses in upper case, e.g. PATRICK MACKENZIE.

To ensure names are displayed correctly on eVision screens and on any email or letter communications sent

from the system, we have applied conversion rules to convert names and addresses back to mixed case. Most

names will be displayed correctly; however some will be converted incorrectly. For example: Mackenzie (lower

case ‘k’) will display as MacKenzie (capital ‘K’); Ben van Houten (lower case ‘v’) will display as Ben Van Houten

(capital ‘V’).

In case of discrepancies

In areas such as Visa applications it is very important that the data in the official documentation matches the

application/student data. Any discrepancies that need resolving, need to be sent to the Academic Records

Office at [email protected].

3. Access to eVision (including dataviews)

The role of Information Custodian was originally introduced with

OSS to approve access to the system. With the implementation of

SITS:Vision and eVision we have taken the opportunity to streamline

the process of granting access to eVision and dataviews. Alongside

process improvements, we have also reviewed the role of

Information Custodian to make their responsibilities clearer, and to

reflect the growing emphasis on data protection and information

security.

3.1. Streamlining the Process of Granting Access to eVision

Once a staff member has a University Card and a University email account, they can automatically login to

eVision without having to request access. eVision will store which affiliations the staff member has to

college, department or division, alongside other basic information about them (e.g. email address). At this

point staff will be able to access the eVision landing page and 'access and support' tab / pages only.

Information Custodians will be able to add or remove access to additional eVision functionality and

dataviews. This can be simply achieved in a few steps within eVision itself. There will be no paper forms to

complete and send to the Student Systems Support Centre.

Some access roles may require additional approval from a central team, for example for sensitive or

restricted data (such as examination results) or because access should only be granted to certain

departments (such as non-standard examination entry). Once access has been approved, access will be

immediately granted and the auto-email will be sent.

If mandatory training or additional approval is not required for access to specific functionality, access will

be granted immediately and an auto-email confirmation will be sent to the Information Custodian and to

their staff member. Once attendance at mandatory training or additional approval has been confirmed in

eVision, access will be immediately granted and the auto-email will be sent.

Information Custodians will only be presented with access which is relevant to their unit. For example, a

college will only be presented with college access roles and staff who are affiliated to that college.


https://www1.admin.ox.ac.uk/ac-div/studentsystems/go-live/access/ic/

https://www1.admin.ox.ac.uk/ac-div/studentsystems/go-live/access/ic/


Information Custodians will have the ability to review access within their organisational unit (i.e.

college/department/division), and will be required to regularly review if access is appropriate.

Each unit can nominate a deputy Information Custodian, who can add and remove access in the absence

of the Information Custodian. Note: In the minority of cases where an Information Custodian is not

applicable, the Student Systems Support Centre will act as the Information Custodian.

3.2. Access from 5 January 2015

You will be set up with appropriate access, based on the information provided to us by your new Information

Custodian. Update access will not be activated until mandatory training has been completed.

Changes to access after 5 January 2015 will have to be raised with your new (deputy) Information Custodian.

The names and contact details of the new (deputy) Information Custodians will be made available on the

Student Systems Support Centre website. They will also be available under the ‘Access and Support’ tab in

eVision. The current OSS Information Custodians remain active in their role until 5 January 2015.

3.3. Access Groups

There are various levels of access to eVision and dataviews. You can request specific access from your

Information Custodian, who will be able to grant or revoke access.

OSS responsibilities and eVision access do not map directly, which is why we asked your Information

Custodians to assist us in identifying the appropriate level of access.

Visa Management Access

The delivery of the on-course student record functionality on 5 January 2015 will introduce some changes to

Confirmation of Acceptance for Studies (CAS) processing.

From 5 January 2015

'Student' CAS requests for those extending a visa to continue their studies or returning from a period of suspension

will be processed in eVision. 'Applicant' CAS requests will continue to be processed in the Student Visa System (SVS)

until September 2015.

From September 2015

'Applicant' CAS requests to start a new programme of study at Oxford will be processed in eVision and 'Student'

CAS requests will continue to be processed in eVision.

Visa Management training

Colleges: College Administration staff will be trained in eVision Visa Management as part of the ‘College:

Student Administration’ training course in Michaelmas term 2014.

Departments and Divisions: Only Graduate Studies Assistants (GSAs) and those with an equivalent GSA role in

divisions and departments will be trained in eVision Visa Management in December 2014 so they can process

‘Student’ CAS requests.

Colleagues, who will not need to create 'applicant' CAS numbers until after September 2015, will be trained in

eVision Visa Management in September 2015, when the admissions functionality of eVision will be delivered.


http://www.admin.ox.ac.uk/media/global/wwwadminoxacuk/localsites/studentsystems/documents/List_of_Information_Custodians.pdf




4. Business Changes

This chapter describes the changes between OSS and eVision we wanted to make you aware of.

4.1. Award Programme

The Programme of Study in OSS will be replaced by three

levels of information:

1. Programme Group;

2. Award Programme;

3. Specialism.

This change is partly due to the way SITS:Vision is structured,

but also to give more granular information about Oxford’s Award Programmes. In most cases OSS Programme

of Study maps one-to-one to Award Programme, but there are exceptions.

The reason why we are including an overview of this information is that you will be able to view the three

levels of information in the dataviews.

In the above example:

Julian is studying BA History;

Anne is studying BA Modern Languages French;

Timothy is studying BA Modern Languages in French & Spanish;

Georgina and Richard are both studying a DPhil in Modern Languages.

For the BA in Modern Languages you may want to report on them collectively, so they are grouped together

using the ‘Programme Group’.


For the DPhil in Modern Languages - once you have assessed their applications, you will know which

languages they are specialising in:

Georgina is studying French;

Richard is studying French & Italian.

These languages are denoted in ‘Specialism’. In OSS these were called ‘Admin Units’.

Finally, all three levels of information need to be recorded in SITS:Vision for all students, therefore:

BA History is also the same for ‘Programme Group’ and ‘Specialism’;

BA Modern Languages for French and French & Italian are also recorded at ‘Specialism’ level;

DPhil Modern Languages is also recorded at ‘Programme Group’ level.

Codes

The codes for Programme Group, Award Programme and

Specialism will be different from those in OSS. In OSS there were

sequential numbers, and in the example (see right), BA History

was 005251.

In SITS:Vision the codes contain meaning, where each character

or combination of characters represents something about the

Programme Group, Award Programme or Specialism.

For BA History, the Award Programme is UA_HY2. In this example the ‘UA’ preceding the underscore denotes

this as an Undergraduate BA, ‘HY’ the subject code and ‘2’ denotes this is the second version of this

programme.

These more meaningful codes will be useful for reporting, and enable retrieval of groups of Award

Programme/Specialism which share characteristics.

Where all three levels hold the same information (e.g. for BA History), codes are usually the same for all three

levels.


Codes for DPhil Modern Languages Specialisms are different from DPhil Modern Languages Award

Programme.

The table below shows the Award Programme codes for the student’s programmes (noting UA_ for

Undergraduate BA courses, and RD_ for Postgraduate Research DPhil).

As noted previously, for BA History this is the same code across all three levels;

For BA Modern Languages, the codes for Specialism are the same as for Award Programme;

The code for BA Modern Languages Programme Group is different to the Award Programme;

For DPhil Modern Languages, the Programme Group is the same as the Award Programme. However, the

code for each Specialism is different.

In the example above:

Note that ‘Q’ denoting Modern Languages is the same for the BA and DPhil;

Note that the code for French ‘3F’ and French & Italian ‘3F3T’ is the same for BA and DPhil.

The OSS Programme of Study Codes and mappings to SITS:Vision are available from the SSP web pages.

The screenshot below shows an individual student’s record in dataviews, where all the programme information

and codes are displayed.

http://www.admin.ox.ac.uk/ac-div/studentsystems/go-live/change/


Note: the shortened Award Programme Name is due to limited characters in SITS:Vision fields. There is a field

where the whole Award Programme details are written in full - for use on degree certificates etc.

Full-time / part-time programmes

If applicants can apply at admissions for both modes of attendance (full-time and part-time), each mode is set

up as a separate Award Programme in SITS:Vision. The part-time versions of the Award Programme codes are

similar to full-time versions, but have the code element ‘9P’ representing ‘part-time’.

An example:

DPhil Fine Art (full-time): RD_FR1;

DPhil Fine Art (part-time): RD_FR9P1.

Visiting students

As in OSS, visiting students have separate Award Programmes for:

Matriculated (VM_1);

Non-matriculated (VN_1) programmes.

Specialisms are per subject combination and single/joint/major-minor/triple weighting:

Visiting Matriculated Non-Award Economics and Philosophy Joint: VM1_WZ1;

Visiting Non-Matriculated Theology and Economics Major/Minor: VN2_YVW1.

As a consequence, you will be able to see visiting students’ subjects (Specialism) in the eVision dataviews. This

information is not displayed in OSS dataviews.

4.2. Status

In OSS a student only had one status. In SITS:Vision

there are two statuses:

Student Status;

Enrolment Status.

Student Status indicates the student’s overall status on

a programme (e.g. enrolled, suspended, and

withdrawn). Enrolment Status is more granular and gives a clearer indication of their status on their current

year of programme. They are usually both the same, but in some cases they are different such as if the

student has been progressed and is now eligible to enrol on their next year of study.

The table on the next page includes all student and enrolment statuses, and also how they relate to old OSS statuses. The key changes are as follows:

OSS status of ‘Inactive’ has been replaced by a number of statuses to make a student’s situation clearer;

OSS status of ‘Lapsed’ has been replaced with ‘Withdrawn’. The reason for withdrawal identifies which

students have lapsed;

OSS status of ‘Intermit’ has been replaced with ‘Suspended’ and ‘Suspended Assessment’ only;

OSS status of ‘Completed’ has been split in to ‘Completed - Leave to Supplicate’ and ‘Completed -

Conferred’;

OSS status of ‘Discontinued’ has been split to give more granular indication of why a student has left;

Some OSS ‘Holds’ have been replaced by statuses.


OSS status SITS:Vision

Student status Enrolment status

ENROLLED

Enrolled Enrolled

Provisionally enrolled

(appears for PGCE student who has

registered but has conditions outstanding)

Provisionally enrolled

(appears for PGCE student who has

registered but has conditions outstanding)

Submitted PGR

Enrolled

or

Ready to enrol (Continuer)

Awaiting decision (or referred to admin)

Replaces OSS hold


Replaces OSS hold

INTERMIT

Suspended Suspended

Suspended - Assessment only

Student remains suspended for the term in

which assessment is taken

Suspended - Assessment only

Student remains suspended for the term in

which assessment is taken


Replaces OSS hold


Replaces OSS hold

INACTIVE

Ready to enrol (Fresher) Ready to enrol (Fresher)

Ready to enrol (Provisional)

(appears for PGCE student who is allowed

to register but has conditions outstanding)

Ready to enrol (Provisional)

(appears for PGCE student who is allowed to

register but has conditions outstanding)

Enrolled Ready to enrol (Continuer)

Submitted PGR

Enrolled

or

Ready to enrol (Continuer)

Suspended – return overdue Suspended - return overdue

Dormant

(assessment outstanding) Dormant

End of course

(assessment outstanding) Dormant

Dormant

(required to resit) Dormant

End of course

(required to resit) Dormant


Replaces OSS hold


Replaces OSS hold

DISCONTIN

Never registered Never registered

Transferred programme Transferred programme

Transferred and progressed

(i.e. progression transfer)

Transferred and progressed

(i.e. progression transfer)

Completed – Unsuccessful

(i.e. failure at end of programme)

Completed - Unsuccessful

(i.e. failure at end of programme)

Withdrawn Withdrawn

Withdrawn (migrated) Withdrawn (migrated)

LAPSED

Withdrawn

(Withdrawal reason: Academic (Graduate

Non-Disciplinary)

Withdrawn

(Withdrawal reason: Academic (Graduate

Non-Disciplinary)

COMPLETED Completed - Leave to supplicate Completed - Leave to supplicate

Completed - Conferred Completed - Conferred


How this information will display in dataviews:

4.3. Student Number

The OSS Person Number becomes Student Number in eVision. Students keep the same number when their

record is migrated from OSS to SITS:Vision. Applicants and new students will get a number in the same format.

4.4. Programme Instance

In some eVision screens or dataviews the student’s ‘Programme Instance’ may be displayed. This is a

combination of the Student Number and the number of programmes on which the student has been enrolled

at the University.

Student Number/1 indicates that this is the student’s first programme;

Student Number/2 indicates that the student has previously been enrolled on a different programme;

Student Number /3 indicates that the student has previously been enrolled on a different programme.

The student may not necessarily have completed the previous programme, as some on-course changes such

as programme transfer, will create a new Programme Instance.


How this information will display in dataviews:

4.5. Registration

The terminology for the Registration process will change:

1. Register (was called Student Registration) takes a student through a number of eVision screens;

2. Enrol (was called College Registration), where colleges, departments (for non-standard programmes), and

Student Information (for recognised students) complete the enrolment process for freshers.

The processes remain the same:

Continuing students effectively enrol themselves, and will be able to print off their enrolment certificate;

Freshers are asked to go to their college to pick up their student card. Once they have been enrolled by

their college their registration process is completed and they are able to print off their enrolment

certificate.

The registration windows remain the same:

Students are able to register from opening up to end of Week 1;

Colleges, departments and Student Information are able to enrol students up to end of Week 2;

The Academic Records Office (ARO), Graduate Studies Assistants (GSAs) and the Data Quality team can

enrol students throughout the year (Undergraduates to ARO, Graduates to GSAs).


Register

Within Student Self Service students will be able to enter data on:

Emergency contacts (mandatory to have one, maximum of three);

Their address, making use of the UK address look-up functionality;

Caring responsibilities (optional);

Oxford University Student Union (OUSU) membership opt-out/back in (no longer a separate webpage).

Enrolment

Will be able to identify if a student has completed the ‘register’ process and verified their details;

Will be able to identify if a student requires a visa;

There is no ‘cart’: after selecting the ‘Selected’ button (see below) the students are enrolled;

The ‘Enrolment Overview Report’ shows whether students have been enrolled, or not.


4.6. Emergency Contacts

The ‘Emergency Contacts’, completed by the student within Student Self Service, is a screen which will only be

available to a few people in each college and department.

Colleagues will only be able to see emergency contacts for their own college or department, and they will only

be able to use these in very specific circumstances. The Emergency Contacts screen displays a link to the

Guidance on Confidentiality in Student Health and Welfare document for further guidance.

4.7. Visa Management

From 5 January to 1 September 2015 there will be a parallel running of two systems for Visa Management:

The Student Visa System (SVS) will remain available for Applicant Confirmation of Acceptance for Studies

(CAS) requests;

eVision will be used for Student CAS requests (e.g. extensions) and Student Passport Copies.

As applicants return their contracts, the daily (data) feed will migrate applicant CAS requests to eVision. If any

changes are made to applicant CAS requests within SVS after this point, the changes are picked up in the daily

data feed and fed through to eVision until they reach the

status of ‘used’.

Applicant CAS functionality will be delivered in eVision with

admissions on 1 September 2015, at which point SVS will be

switched off.

Other things to note:

The overall processes for creating a student CAS request and recording passport copies remain the same

and continue in line with Home Office requirements;

http://www.ox.ac.uk/media/global/wwwoxacuk/localsites/studentgateway/documents/health/Guidance_on_Confidentiality_in_Student_Health_and_Welfare.pdf


Additional validation steps have been added throughout the process to notify users of issues with missing

data on the CAS request, passport copy or student record;

There are a few changes to the functionality in comparison to OSS, including the ability to add a new

passport to the student record and the removal of the ‘CAS Request Creation’ auto-email;

There are new operational reports called ‘Student CAS Requests Report’ and ‘Student Passport / Visa

Copies Report’.

For Visa Management access and training, refer to paragraph 3.3.

4.8. Fee Schedule

The current Fee Schedule spreadsheets (which are placed on WebLearn for colleges to access) will be replaced

with eVision screens.

Colleagues with access to the Fees & Funding functionality will be able to view the Fee Schedule online, raise

and track college fee queries via eVision, and review the history.

A live fee schedule for each student will be available once the student has returned their contract and has a

student record, or once progression is completed. Central funding and student information can be seen in

same screen, so you don’t have to look around the system.

Central funding information will be uploaded

once it is been confirmed by the relevant

department. The Fees team will communicate

updates to colleges via email. Student Loans

Company (SLC) funding information is added

to the schedule automatically, once the SLCs

assessment is complete and the data is

imported by the Fees team.


Fee snapshot reports are available within eVision. There will still be four snapshots throughout the year for the

finance processes.

College, department or other funding which is awarded locally will not be available to view in the screens. Other things to note:

Students who started in a Hilary or Trinity term will be charged, and can be viewed alongside Michaelmas

term starting students;

Most on-course changes that affect fees are automatically recalculated overnight;

Where recalculation is not possible, the student record is flagged for the Fees team to review;

Fee schedule and snapshots can be exported to Excel.

For Hilary term 2015 only, the Fee Schedule information will not be available in eVision until Week 5. Moving

forward, this data will be available earlier than week 5.

4.9. Assessment Review

The Assessment Collection Exercise in OSS will be called Assessment Review in eVision. The process remains

unchanged, however the method will change. The reviewing and amending of assessments will be done via

eVision; the Academic Records Office (ARO) will no longer distribute word templates (entry forms) to

departments via WebLearn.

Instead, within the eVision screens colleagues in

divisions and departments will be able to review the

examination assessments and structure to ensure it

meets the Examination Regulations for the coming year

(i.e. the grey book). They will be able to:

Add /remove assessments;

Review / amend assessment details;

Review / amend selection rules.

Delivery time line Assessment Review

The Assessment Review functionality will not be delivered on 5 January 2015. The timetable for delivery is as follows:

Date Activity

February 2015 Pilot training and User Acceptance Testing

February - March 2015 Training course delivery (Department/Division: Assessment Review and Programme Specific Text)

April 2015 Go-live for Assessment Review functionality

Mid-April - Early July (each year) Assessment Review window open




4.10. Examination Entry

The method of examination entry is changing from January

2015. Students will no longer receive a paper examination

entry form via their colleges. Instead, they will be able to

enter their examinations within Student Self Service

(delivered through eVision).

This is possible because in SITS:Vision we are able to build

the assessment structure which contains the validation for

eVision - the list of assessments to select from, plus selection rules (e.g. take two assessments from a choice

of these six, and then three from a choice of five).

This is why it is so important for departments to undertake a detailed Assessment Review (paragraph 4.10.).

The student will see the Assessments which have been approved and amended by departments on their

examination entry screens.

The examination entry windows remain unchanged, and the list of entry window continues to be available on

the Examination Entry website. At the start of each examination entry window students receive an auto-email

asking them to login to Student Self Service to complete their examination entry. Colleges will also receive an

auto-email informing them that some of their students will take part in that examination entry window.

Students will automatically be entered on to compulsory assessments. In Student Self Service they are

presented with a list of optional assessments and selection rules, from which they can make their examination

entry selections. Their choices are validated against the assessment rules, and if they are incorrect they are

not allowed to complete the online process. Students can change their choices within the examination entry

window as many times as they wish.

If students have not selected their choices, they will receive a reminder auto-email three days before the

examination entry closure date, and a final reminder on the day of closure. They will then receive a notification

when the entry window closes. Colleges will also receive a notification if one of their students has not

completed their examination entry.

http://www.ox.ac.uk/students/academic/exams/entry


Although the method of entry for students is changing, the following remains the same:

The dates of the examination entry windows;

The late fee will still apply for those who do not submit their entries on time, or who make late changes;

The processes for these do not change; except that students who enter all examinations late will need to

do it via Student Self Service (through eVision);

Students will automatically be entered onto their compulsory assessments, and if a course does not

provide any optional elements then a student will not need to complete the examination entry process;

The ‘Student Assessment’ dataview will still be available to allow departments to see the selections made

by students.

4.11. Alternative Arrangements

There will be restricted eVision access (via the Information Custodian) to view Alternative Arrangements for

students in colleges and departments. Students are able to view this information within Student Self Service.

The processes for applying for alternative arrangements will remain the same.

4.12. Progression and End of Year

Progression is the rollover of students from one academic year to the next on their student record.

Progression is performed in the system by Student Administration teams and, for most students, takes place

in August.

For programmes that cross the academic year (such as Hilary term / Trinity term starters or Taught Masters

of more than nine months):

The academic year will change on the student record;

The student’s year of programme will remain the same.

The academic year change is displayed in the student’s record and dataviews:

Colleges and departments will continue to receive an End of Year Review from the Academic Records Office.


4.13. Degree Ceremonies

The eVision Degree Ceremonies administration and student ceremony bookings went live in Michaelmas term

2012. Students are now using eVision to book their degree ceremony and colleges are using eVision to

manage information about degree ceremony requirements for graduands and their guests.

With the delivery of the on-course student functionality on 5 January 2015 there will be no changes to the

processes and functionality of Degree Ceremonies.

Photography: Rob Judges

Photography: Rob Judges


5. Dataviews and Reports

The following functionality will be available from 5 January 2015, as part of the delivery of the on-course

student record:

1. Dataviews in eVision;

2. Operational reports via eVision (e.g. enrolment and visa management reports);

3. Management information through Tableau reports;

4. Microsoft Report Builder (in the first instance only available to staff in central teams).

Firefox is the recommended browser for reports and dataviews to render correctly. Supplier Tribal will be

issuing a fix in due course for rendering issues in Internet Explorer.

5.1. Dataviews in eVision

OSS dataviews will be replaced by eVision dataviews. The functionality is replicated and rationalised where

possible, for example:

Dataviews in eVision Incorporating (old) dataviews

All Students

Individual Student Summary

Individual Student: Oxford Academic History

Individual Student: Previous Qualifications

Enrolled Student Information

Student Contact Details

All Current Students

All dataviews will appear under the ‘Dataviews’ tab in eVision, and most dataviews will be accessible to all

users (access via Information Custodians).

Useful to know

The ‘year of student’ function will no longer be available in dataviews: this is a HESA field that has to be

calculated. You are however able to view the ‘year of programme’ information, for example ‘all year 2

students’.

The dataviews include cascading parameters; for example, if you pick a division, under the department

parameter you will only be able to select departments within that division.

In the larger dataviews it is possible to use a ‘pick list’, to show only those columns in which you are

interested.

If your search is slow, or returning too many results, a message will appear suggesting to narrow your

search.

Exporting data:

o Use Excel to export data to; PDF/doc/TIF are not recommended as the formatting of data cannot

be guaranteed.

o Each Excel document that is exported will contain the data protection statement on the opening

page of your report.

In the ‘All Students’ and ‘Research Students’ dataviews you will be able to select ‘Rhodes year’ in the

parameters.


Example of dataviews parameter selector screen - All Students dataview

Overview of dataviews in eVision

Some dataviews were deemed to be no longer required, and therefore will not be delivered in eVision. The

‘Changes to Student Details’ dataview will also not be delivered, as this data is not held in SITS:Vision. Finally,

there will be a new ‘All Students Disability’ dataview, with restricted access. Currently this data is available via

the Student Data Feed. An overview of all ‘old’ and ‘new’ dataviews can be found in the table on the next

page.

Please note that admissions dataviews will still be available on OSS, until admissions is delivered in eVision on

1 September 2015.

Dataviews in eVision

Incorporating (old) dataviews Notes

All Students

Individual Student Summary You will be able to select ‘Rhodes year’ in the parameters.



Enrolled Student Information


All Current Students

Research Students

Individual Research Student Summary

You will be able to select ‘Rhodes year’ in the parameters.

Enrolled Research Student Information

All Current Research Students





Dataviews in eVision

Incorporating (old) dataviews Notes

Freshers Freshers List

Student Assessments

Students Assessments You will no longer be able to drill down to student details.

Exam Board: Student Assessments

Exam Board: Student Assessments You will no longer be able to drill down to student details.

Students and Funding

Graduate Students - Funding

This will not be available until admissions is being delivered in eVision on 1 September 2015. The data however is accessible through the ‘Graduate Applications - Funding’ dataview or from Graduate Admissions and Funding (GAF) on request.

Exam Board: Year Outcome/Final Award

Exam Board: Year Outcome/Final Award

Year Outcome/Final Award

Year Outcome/Final Award

Student Loans Company

Student Loans Company This is currently a restricted dataview in OSS, but will be a report in eVision within the Fees & Funding tab.

Changes to Student Details

This dataview will not be available in eVision, as the data is unavailable in SITS:Vision.

All Students disability

A new dataview (restricted access role) with disability information (This data is currently available through the Student Data Feed).

Programmes

Basic/Core Programme of Study Details

Programme Assessment Structure No longer required, and therefore not available in eVision.

Assessment Unit Data

Graduate Applications

Submitted Graduate Applications Not available from eVision until admissions is being delivered in eVision on 1 September 2015. These dataviews continue to be available on OSS.

Applications and Funding

Graduate Applications - Funding

Individual Student: Charges and Credits History No longer required, and therefore not

available in eVision. Programme Fee Rates

Projected Student Tuition Fees


5.2. Reports

The majority of the operational reports in OSS will be replaced by reports in eVision. They will sit within the

relevant functionality tab - see screenshot below. Access to operational reports is therefore tied in with

access to the operational reports. So if for example you have access to Student Records functionality, you are

likely to have access to the Student Records reports.

Reports no longer available in eVision

Some reports currently available in OSS will not be delivered in eVision; they are either no longer required, or

the required data is not yet available, and these reports will be delivered at a later stage. An overview can be

found below.

Reports no longer available in eVision Notes

Restricted Examination Rankings - Results by Examination (2013/14)

Required by April 2015 Dependent on Average Marks upload

Restricted Examination Rankings - Class List

Examination Results - Results by examination (2013/14)

Examination Results - Class list

Exam Entry Change Report

Exam Results Management Will be delivered at a later stage

Resit Query Report Will be delivered at a later stage

Examination Entry - Submissions No longer required

Alternative Examination Arrangement

Number of students verified/registered by date and week This will be replaced by the Enrolment Overview Report

Submission reminders for Directors of Graduate Studies No longer required

Please note that the ‘Student Loans Company’ dataview in OSS will be delivered as a report in eVision, within

the Fees & Funding tab.


5.3. Tableau Reports

Management Information reports, such as Equality Reporting and the Norrington Table, will continue to be

published through Tableau reports, i.e. not through eVision.

Tableau reports continue to be managed via the Student Data Management & Analysis (SDMA) team. If you

need access to Tableau reports contact [email protected].

5.4. Microsoft Report Builder

Microsoft Report Builder will replace Oracle Discoverer for the on-course student record, and will - in the first

instance - only be available to a limited

number of staff in Student Administrations.

Report Builder will allow users to develop

their own reports from real time data. In the

future this functionality will be made

available to selected users across colleges

and departments.

For those of you who already have access to

Oracle Discoverer: this will still be available

to you for admissions information, until

admissions will be delivered in eVision on 1

September 2015.

[email protected]


6. SITS:Vision Student Data Feed

The arrangements for providing applicant and student data

On 5 January 2015, the arrangements for providing applicant and student data to local IT systems will change.

There are currently three separate services through which local IT systems can access the current OSS

Student Data Feed: the OSS XML Data Feed, the OSS Data Warehouse, and the Core User Directory (CUD).

After 5 January 2015

With SITS:Vision we are consolidating the three separate services into CUD2, which has been extended and

upgraded to handle the additional SITS:Vision student data.

Existing XML Data Feed and Data Warehouse users have been contacted and will be assisted with the

transition to SITS:Vision. Existing CUD users who make use of the OSS Student Data Feed have also been

informed. The SSP team is also coordinating with three user groups (Accurate Solutions, BiG, and Kinetic

Solutions) to ensure a common approach is taken for systems with several different users in the collegiate

University.

We expect to be able to grant new access to the SITS:Vision Student Data Feed (via CUD2) in early 2015,

after the migration of existing users has been completed.

7. Support

The Student Systems Support Centre delivers support and guidance for the various systems that underpin

student administration across Oxford.

With the eventual full replacement of OSS, a new

support model is being implemented to deliver and

manage support for SITS:Vision and eVision whilst

maintaining support for existing systems, such as

GSS and OxCORT; and OSS until admissions goes

live on 1 September 2015.

The team works in close liaison with staff within

the Academic Administration Division (AAD) and IT

Services. In particular, the team is working

alongside the Student Information team to ensure

that support and information for, and relating to,

students is consistent and accurate.

The Student Systems Support Centre website comprises descriptions of the systems supported, as well as

details of access and training, and how to contact the team. Prior to go-live the website will include more

information relating to the new Support Centre as it forms, so that from 5 January 2015 this site is the hub of

all support, access, and training documentation.



7.1. Contact Details after 5 January 2015

Oracle Student System (OSS) for graduate admissions SITS:Vision and eVision CMIS University Card system Oasis/Openroad ADSS Embark Student Self Service Mark-IT Administrative databases

E: [email protected] (to replace oss.admin.ox.ac.uk; redirections will be in place) T: 01865 (2) 84848

OxCORT E: [email protected] W: www.oxcort.ox.ac.uk (no changes)

Graduate Supervision System (GSS) E: [email protected] W: www.gss.ox.ac.uk (no changes)

Students will continue to use the following email address:

[email protected].

Current contact details as advertised on the Student Systems Support

Centre website (www.admin.ox.ac.uk/studentsytems).

7.2. Support in the First Month after Go-Live

In addition to the support delivered through the Student Systems Support Centre, the programme team will

make resource available to supplement the Support Centre in the early months after go-live, to provide

advice, knowledge and expertise in order to address concerns or issues which may arise.

In January 2015 we aim to organise a series of surgery sessions for colleagues in divisions, departments, and

colleges. Specific information will be made available in due course.



http://www.oxcort.ox.ac.uk/


http://www.gss.ox.ac.uk/



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