Scope

We are building a system initially focused on ensuring that credit based program needs are met first, that will be inclusive of all UBC learners.

The following business areas and processes are in scope and are discussed in further detail below:

 

Admissions

Enables the application and evaluation processes of applicants to highly competitive and selective programs and other learning opportunities. The application processes for learners integrates into an admissions ecosystem that includes a CRM and external provincial application services (application and transcript exchange) and the submission of test scores and other supporting documents.  In addition, enables internal applications processes. The evaluation process includes the calculation of admission averages/GPAs, as well as the assessment of non-academic criteria (such as essays, interviews, auditions and portfolios) and external test scores. The result of the admissions process is admitting and refusing applicants, and creation and rescinding of admission offers.  Admitted learners must accept or decline their offer of admission. The admissions area also includes the request, evaluation and processing of deferrals and appeals.  Current learners at UBC may apply for a change of program or campus while former learners may also apply for readmission after a period of time away from the University.

Registration

Provides learner and administrator processes related to registration, waitlists, pre-requisites, credit limits, etc.  Embeds automated curriculum requirements and regulations to minimize the handling of exceptions. Learners can use program planning outputs to complete their registration, alternatively, they can search for and view learning instance details and availability, then register in real time. Administrators will be able to perform related registration and waitlist administration tasks, including processing exception requests (e.g. pre-requisite) and approvals, and registration on behalf of learners.  Enable communications with learners and other administrative staff and faculty to resolve issues.

Student Financial Management

Enable processes around setting up tuition and student fee rules, calculation of tuition and fees, sponsorship, payments, refunds, debt management, tax slips, U-Pass, and reconciliation.

Curriculum Management

Enables curriculum proposal/approval process, from submission to Senate secretariat through the necessary approval steps. Enables configuration of organizational units, academic cycles, and learning opportunities, such as programs, pathways, and courses, as well as enabling the publishing the Academic Calendar.  Cross-campus and external relationships are evolving new and different models of curriculum development and delivery.

Student Management

Enables the management of learner data including biographic data such as names (given and preferred), gender, contact details, and citizenship.  Additionally, it encompasses holds, statuses (eligibility, on leave, etc.), third-party authorizations, communications, comments, and learner associations with individuals/groups at UBC such as Enrolment Services Professionals or Academic Advisors.  Learners should be able to self-update all elements of their biographical data and should be able to accommodate inclusive gender identity.

Scheduling

Integrates processes associated with learning instance scheduling and learning activity (e.g., exam) scheduling. Learning instance scheduling includes managing teaching assignments in addition to the maintenance of applicable learning instances (e.g., courses) information, section creation and management, and scheduling (assigning days, times, locations, and primary instructors). Learning activity scheduling, such as exams, includes setting dates for the exam period, exam request creation and maintenance, schedule generation, finalization and publishing of exam timetables, invigilation, and accessibility and disability accommodations.  Also includes the submission and management of deferred standing and the scheduling of deferred, supplemental, and distance education exam requests.

Reporting

Enables operational (process-centric), institutional (analysis & insight) and strategic (trends and KPIs) reporting, and ad hoc queries which users can define, execute, save, and re-use.  Supports goal of providing a single version of truth for data and improving data governance.  Capability to integrate with an enterprise wide business intelligence reporting infrastructure.

Transfer Credit

Enables the transfer credit articulation process for post-secondary courses and advanced secondary level courses (such as International Baccalaureate (IB) and Advanced Placement (AP)). It also covers the set up and maintenance of transfer articulation rules (i.e., UBC course equivalencies for external courses). Transfer credit from an exchange program or attendance at other post-secondary institutions result in learning instances in a learner’s record that can be utilized throughout the learner lifecycle as input to all requirements and regulations associated with admissions, program planning, progression, registration, etc.

Student Financial Support

Enables the end-to-end management of awards and the administration of government and institutional (UBC) loans. Staff processes include creating and maintaining awards, managing award budgets, setting up and assessing award applications, adjudicating and assigning award recipients, managing award offers, and disbursing award funding. Staff also support the processing of Canadian and US government loans (e.g., confirmation of enrolment, financial need assessment, etc.), sponsor funding, and manage the administration of UBC loans/advances. Learners will be able to apply for awards and loans, track their status, and accept their award offers online.

Assessments & Outcomes

Enables the management of established forms of assessment (e.g., exams, quizzes, assignments, competency, practicum), emerging assessments (e.g., performance, badges), and graduate program assessments (thesis/dissertation), as well as recording their outcomes. It includes the integration with external gradebook functionality, as well as direct outcome entry, communication of outcomes with learners, and the management of exceptions and appeals.

Progression

Identifies milestones that a learner must achieve in order to successfully complete their program.  These milestones range from promotion from one academic year to the next, including determination of a learner’s academic standing and eligibility for the next promotion level, to mastering a particular set of competencies/skills, to thesis submission within a graduate program.

Graduation

Focuses on the processes surrounding the lifecycle of graduation, including learner’s confirmation of desire to graduate, conferring the credentials, managing the graduation ceremony and delivering the graduation parchment.  It includes the administrative processes relating to setting the graduation dates, assigning learners to ceremonies and compiling the graduation ceremony program.

Enrolment

Envisions different ways for learners to confirm and clarify their continued engagement with the University. On a periodic basis, learners will be asked to confirm their intention to attend the next period of enrolment, update their personal information with the university, and pay any relevant deposits to allow them to access registration. Learners may choose to take an academic leave. During the enrolment period, learners may declare or apply for their chosen program of study. Staff-administered enrolment processes will include the administration of program declaration applications, academic leave requests, and track enrolment uptake for the following academic cycle.  Flexibility in changing enrolment status and communication to support it within the system is key to success. Enrolment is a separate stage prior to registration.

Access & Identity Management

Access & Identity Management looks at understanding who our people are, what they need to do within the systems, and what information sharing is appropriate. Access & Identity Management (AIM) focuses on how best to provide reliable, secure and centrally managed access to the new SIS

Content Management

Manage documents, web content, and email communication for all SASI process areas (e.g., admissions, registration, learner financial support, etc.) in a single repository. Includes the need to upload, create modify, view, retrieve, retain, version control and publish content integral to supporting and maintaining learner records and related websites, as well as any letters, awards, agreements, applications etc.

Advising

Focuses on the decision-making process by which learners realize their maximum potential through communication and information exchanges with advisors (recruitment, admission, financial assistance, academic advising, exchange, Aboriginal, International student advising).  It would align with iPASS (Integrated Planning and Advising for Student Success) principles, including the capturing of notes, correspondence, and documents related to a learner’s advising history.  It also includes the management of learner queues and developing prioritization processes for appointments in an advising office, identifying and supporting special student populations as well as integrating with the Early Alert system.

Program Planning & Management

Enables learners and advisors to plan and manage learning instances (e.g., programs, courses, etc.) choices within a single view. Prospects, applicants and enrolled learners will be able to select programs to understand the progression and program requirements, with the latter two groups being able to save their program plans for future enrolment and registration activities. Academic performance and progression to-date will be available so that learners and their advisors can determine how well they are progressing towards key milestones and program completion. Learners and advisors will be able to see the impact of both their planned, registered, and transferred learning instances on their program progression. Current and past academic performance and progression can also be applied to alternate programs so that learners and advisors may evaluate other program options.