Registry Projects

Project Sponsor - Ruth Harrison

Registry Project Contact - Ruth Harrison, (opens in a new window)ruth.harrison@ucd.ie

Project Overview:

A highly transformative system was built by a member of the Registry team in MS Access a decade ago to collate and publish tuition fees so that this can happen in real time. From there, fees are loaded into banner so that only the correctly approved fee is generated on a student's record upon registration.

The project will seek to scope, deliver and implement a new fee setting system. As part of this project, a tuition fees policy will be finalised and published. Furthermore, an analysis and review of tuition fee rates, rate bands and charging models across all programmes within the University will be undertaken.

What the project will deliver?

• Address an internal audit recommendation
• Potentially streamline tuition fee rate bands
• Publish a University fee policy for our staff and students.

Proposed Timelines:

March 2024 - August 2025

Project Sponsor - Kate Griffin

Registry Contact - Lizanne Hutton, (opens in a new window)lizanne.hutton@ucd.ie

Project Overview

The Programme Development, Approval and Review Framework (PDARF) sets out the formal institutional process by which new programmes, programme changes and derogations from the Academic Regulations are developed and approved through the University's academic governance structures prior to implementation by UCD Registry. At present, there are multiple forms depending on the type of proposal and approval required.

The aim of this project is to move the current paper-based process of proposal drafting and approval to an online platform, InfoHub.

What will the Project Deliver?

• Automate existing processes to streamline operations
• Remove duplication of entry across forms and utilise existing information sources
• Increased visibility of the progress of proposals through the approvals process

Proposed Timelines:

Pilot standard new programme proposal -  Autumn 2023.

Subsequent work to move further forms online to follow.

Project Sponsor - Karen McHugh

Registry Contact - Kevin Lohan, (opens in a new window)kevin.lohan@ucd.ie

Project Overview

The enhancements requested are for amendments to various aspects of the Exceptional Grade Change process in tasks that will either enhance user experience or will remove some issues that have been identified through usage of the process.

What will the Project Deliver?

• An enhanced process
• Meet user requirements with a reduction in the frustration expressed by current users
• Less risk of error
• Enhanced reporting - better overview and tracking abilities

Proposed Timelines:

To be completed ahead of the Spring 2024 Grade Approval Process

Project Sponsor - ACCE

Registry Contact - Deirbhle Carroll, (opens in a new window)deibhle.carroll@ucd.ie

Project Overview

The UCD Extenuating Circumstances Policy, established in 2009, has seen only minor adjustments in response to regulatory changes. A Working Group, sponsored by ACCE, was formed to develop a new policy, recognising the inadequacy of the current one in addressing the diverse needs of our student body. The revised policy aims to align with the evolving educational landscape and better support our increasingly diverse student cohort.

What will the Project Deliver?

• A revised and fit for purpose Extenuating Circumstances policy
• Clear guidance on how to apply the policy
• Clarity on the roles and responsibilities of all those involved in applying the policy

Proposed Timelines:

Project Sponsor - Karen McHugh

Registry Contact - Kevin Lohan, (opens in a new window)kevin.lohan@ucd.ie

Project Overview

This is  a Registry led project, in conjunction with the College of Engineering and Architecture College Office, with IT Services delivering the technical element.

The focus of this project is to automate the programme structure for the Engineering Pathway to BE/ME. This is a programme Pathway which see students avail of one of three options. Currently staff are required to manually intervene to prepare, manipulate, collate and move students through the programme structure.

What will the Project Deliver?

• Enhanced and streamlined process
• Significant time savings for staff in the College Office and UCD Registry
• Minimisation of risk relating to manual errors
• GDPR compliance
• Blueprint for other such structured programmes

Proposed Timelines:

Project Sponsor - Karen McHugh

Project Contact - Keith Barrett, (opens in a new window)keith.barrett@ucd.ie

Project Overview

This pilot is part of a larger HEA funded project - SATLE, which is conducting a university-wide consultation process to explore current online assessment practices and areas for development.

In consultation with Educational Technology Services and IT Services, the different technical options  will be examined via a pilot group.

What will the Project Deliver?

On completion of the project we will have a better understanding of the technology, how it can be used in examinations, and what the benefits and challenges of using it are.

Milestones:

• Market research
• Identification of system provider
• Identification of modules to take part in the pilot
• Testing of selected software
• Use of new software in examinations
• Post-usage debrief
• Production of final report with recommendation for the University

Proposed Timelines:

Project Sponsor - Ruth Harrison

Registry Contact - Ruth Harrison - (opens in a new window)ruth.harrison@ucd.ie 

Project Overview

The purpose of this project is to expand  InfoHub functionality so that staff can request a refund for students/applicants in specific circumstances and follow the workflow to see where the refund is in the process and gain an up to date, live refund status. 

Additionally a refund request functionality will allow students to request their refund and obtain live information in relation to the status of a tuition fee refund request.

What will the Project Deliver?

• Increased transparency over the steps in tuition fee refund process
• Clarity on where the refund is/is not in the completion process

Proposed Timelines:

May 2024 - December 2024

Project Sponsor - UCD Registrar & Deputy President

Registry Contact - Kevin Griffin (Chair)

Project Overview

The UCD graduation ceremony is a key moment in a students' time in UCD and celebrates the achievements of each student. 

The purpose of this group is to ensure that this important occasion is well supported and that  planned operations for our graduation ceremonies are seamless and transparent. To achieve this, the group will work together and foster an environment of collegial cooperation to plan the numerous activities that support the University's graduation ceremonies. 

What will the Project Deliver?

• The various contributory elements of the  ceremonies will be managed in a coherent and integrated manner
• A review of recent ceremonies will be carried out and a report presented to the Senior Director of Registry and to the Registrar

Proposed Timelines:

Commenced - July 2023

Project Sponsor - Kate Griffin

Registry Contact - Catherine McDonnell (opens in a new window)catherine.mcdonnell@ucd.ie or Conor Kelly (opens in a new window)conor.kelly1@ucd.ie

Project Overview

This project involves a review of various elements of the processes involved in the conferring timeline. This will include reports, holds, communication with schools/colleges/NUI and student data used.

What will the Project Deliver?

• Relevant units/teams will have access to the same live data when they need it
• Student holds will be lifted in a timely manner well before ceremonies
• Coordinated graduation ceremony planning and conferring data sharing

Proposed Timelines:

Project Scoping: Sept - Nov 2023

Project Commenced: 01 March 2024 

Project Sponsor - Kate Griffin

Registry Contact - Catherine McDonnell, (opens in a new window)catherine.mcdonnell@ucd.ie

Project Overview

Staff queries to the Student Desk are increasing and the Student Desk receives numerous requests to be signposted to a Registry colleague.

In order to address this and to service staff more effectively a Staff Connector is being built which will answer the most commonly asked questions, refer staff to the applicable web page or put them in touch with the relevant staff member/team.

What will the Project Deliver?

• Staff will be able to self-serve using the Staff Connector
• Staff will be presented with the information they seek or they will be put in touch with the correct staff member/team who can answer their query
• The service will be available to staff outside usual business hours

Proposed Timelines:

Completion - Spring 2024

Project Sponsor - Jill O'Mahony

Registry Contact - Emma Caron, (opens in a new window)emma.caron@ucd.ie

Project Overview

The aim of this project is to help provide students and alumni with important information in an understandable format. Central to the goal of this project is making videos which are accessible and compliant with universal design. A number of focus groups were held with students to understand exactly what they wanted clearer instructions on and how they wanted this information presented to them.

Phase 1 of this project focused on providing step-by-step guides to  registration, qualification checking in UCD and ordering official documents. 

What will the Project Deliver?

• Information about some of the key UCD process that students will complete during their time in UCD.
• Information will be presented in an easy to follow format which complies with accessibility/Universal design guidelines
• The videos will allow students & alumni to find information that they need themselves
• Reduction the amount of queries the Student Desk receives about the topics that the videos cover

Proposed Timelines

Phase 1 - February 2023 - August 2023 - Complete

Phase 2 - March 2024 - May 2024

Project Sponsor - Kate Griffin

Registry Contact - Catherine McDonnell, (opens in a new window)catherine.mcdonnell@ucd.ie

Project Overview

This project has addressed replacing the unsupported, end-of-life queue management system at the Student Desk which manages walk-ins.

A new system has been implemented as the one developed in house was no longer fit for purpose.

What will the Project Deliver?

•  A seamless customer service experience for students so they can visit the space and meet with a team member who has all the relevant information to assist within a reasonable time period
• Staff now have an intuitive, easy to use system which links to all the information they need to assist the student
• Possible rollout to other areas in the University that could use a queue management systems for example colleges and schools, UCD Global, Estate Services

Proposed Timelines:

Complete - August 2023

Project Sponsor - ACCE

Registry Contact - Deirbhle Carroll, (opens in a new window)deirbhle.carroll@ucd.ie

Project Overview

This project will ensure the deletion of records in the eThesis system based on approved retention guidelines. Once the eThesis has been approved by ACCE and published in the University's Research Repository (RRU), the copy captured in the eThesis system becomes obsolete.

What will the Project Deliver?

• Ensure that the published eThesis in the RRU is the only university copy of the thesis
• GDPR compliance

Proposed Timelines:

Implementation when new Library RRU in place

Project Sponsor - UPB

Registry Contact - Lizanne Hutton, (opens in a new window)lizanne.hutton@ucd.ie & Bianca Shaw, (opens in a new window)bianca.shaw@ucd.ie

Project Overview

To ensure the assessment strategy sections of CMS reflect current assessment methodologies.

What will the Project Deliver?

• Enhancements in the assessment strategy sections of CMS 
• Ability to select from updated assessment methodology list 
• Reporting - to provide an overview of assessment strategies in use across a School/Programme/Stage/Level

Proposed Timelines:

Development and User Testing - October/November 2023

Information session and training to be provided prior to completion

Project Completion - ahead of the 2024/25 curriculum window

Project Sponsor - Ruth Harrison

Registry Contact - Caroline Barrett, (opens in a new window)caroline.barrett@ucd.ie

Project Overview

Banner (the student information system) is updated on a 2 year cycle to ensure that we are compliant with security and support requirements. With upgrades, new functionality may be available and bugs reported by the Ellucian community world wide are addressed.

What will the Project Deliver?

This project will ensure that the University is up to date with the current version of Banner.

Proposed Timelines:

System Testing - Oct 2023 - March 2024

Upgrade Completion - March 2024

Project Sponsor - Ruth Harrison

Registry Contact - Ruth Harrison

Project Overview

Degree compliance is the process whereby staff can assess whether students have met the correct module requirements for their programme, and provide accurate advice to them in that regard. At present the process relates to undergraduate students only.

There are a number of InfoView reports which staff can use to check and advise. These compliance tools have now been upgraded in conjunction with EAG. The next step is to review and address timing of compliance processes to maximise impact and minimise pressure on users.

What will the Project Deliver?

• A more streamlined and fit-for-purpose compliance process
• Potential for enhancing compliance functionality to act as a student advisory tool

Proposed Timelines

Next phase October 2023 - July 2024