June 2005 1
STUDY PLANNING AT ÅBO STUDY PLANNING AT ÅBO AKADEMIAKADEMI
electronic study planselectronic study [email protected]
2
Guidance of new students at ÅAU
• a study advisor– from spring 2005
• study orientation during first weeks of study• skills courses in IT & information literacy• tutorial system
– student tutors– teacher tutors
• study skills courses and website• individual study plans (Min Plan/”MyPlan" Project)
3
MyPlan: Project description
• Goal:– to develop and implement a uniform study planning process for all Åbo
Akademi departments, which comprehends all those involved
– potential, undergraduate, post-graduate and external students
– teachers, teacher tutors, tutors, examinators
– faculties, Centre for Language and Communication and Centre for Continuing Education
– university administration
– support functions (Career Services, study counselors, alumni, etc.)
– by 1 August 2005, develop and implement an IT tool for all of Åbo Akademi in order to support study planning and the arrangement of individual study plans
•
4•1 Oct 2003 •1 Aug 2005
•Subproject 1
•Process
•1 Jan 2004 •1 Jul 2004•1 Sep 2004 •1 Nov 2004
•Subproject 2
•Pilot
•Subproject 4
•Realisation
•Subproject 3
•Bidding round
•S•e
•m•e
•s•t •e
•r • •2•0
•0•4
Timeline:
5
MyPlan Modules
• Course database• Study plan• Course and examination enrolment• Resource booking• Course evaluation tools• Noticeboard
6
Study planning process for lifelong learning
STUDY OFFERINGSTUDY OFFERING&&
YEARLY PLANNINGYEARLY PLANNING
RECRUITINGRECRUITING&&
GUIDANCEGUIDANCE
APPLICATIONAPPLICATION&&
ADMISSIONADMISSION
ENROLMENTENROLMENT&&
REGISTRATIONREGISTRATION
STUDIESSTUDIESDURING THEDURING THE
ACADEMIC YEARACADEMIC YEAR
GRADUATIONGRADUATION&&
DIPLOMADIPLOMA
CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARYSUPPLEMENTARY
STUDIESSTUDIES
• Supports a student’s entire lifecycle– prospective students: evaluating Åbo Akademi University as a potential
place of study
– new students: putting together their first study plan
– older students: study plan a routine part of the annual cycle
– alumni: planning post-graduate studies after receiving their diploma
– external students: planning to take separate courses at Akademi
7
Key concepts
• Programme plan– linked to an educational programme
– contains study structure for all undergraduate studies, major and minor studies (if any), obligatory courses, general timeline
• Study plan– plan and structure of own degree or education
– linked to a person, based on the programme plan or completely individual
– contents: career vision, chosen major, chosen minor(s), courses to be completed (per term, per year), courses or entities outside ÅA, completed courses, date of graduation, assigned teacher tutor
• Teacher tutor– supports and follows up studies of own named students
– student always has a teacher tutor; person can vary
8
Study offering and yearly planning
RE
CR
UIT
ING
AN
D G
UID
AN
CE
Establishmentof
educationalstructure
F
Drafting andupdating of
course description
I
Arrangementof instruction
schemeF
Assignmentof tutors
and teachertutors
F
Approval ofcurriculum
F
Arrangement ofpre-completed
programmeplans
F
Printing ofinstruction
and educationalinformation
A
ROLES: S = student I = instructor F = faculty A = Akademi admin.
9
This is changed for each process and role
STUDY OFFERING&
YEARLY PLANNING
STUDY OFFERING&
YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARY
STUDIES
STUDENT • Earlier access to an updated study offering in electronic form
INSTRUCTOR
/TEACHER
• Course requirements and curriculum for the following academic year specified earlier
• Possibility of advance information on the approximate number of course participants
• Course descriptions stored in Åbo Akademi’s joint course database, where advance registration requirements can also be specified
• Assignments, such as teacher tutor, are delegated per student group per year
FACULTY • A teacher tutor is assigned to each student group• Programme plans can be used as recruiting tools• Earlier planning of following academic year
AKADEMI ADMINISTRATION,
SUPPORT FUNCTIONS
• Printing of Teaching Program & Study Manual based on course database information, although in a smaller editions. Emphasis on electronic publishing.
• Course information always up to date.
10
Recruiting and guidanceS
TU
DY
OF
FE
RIN
G A
ND
YE
AR
LY
PL
AN
NIN
G
AP
PL
ICA
TIO
N A
ND
AD
MIS
SIO
N
Study advice (self-service/personalised)
Program-based
Application forstudy
programmeS
Follow-up of
applicationF
Marketingmaterials
andmeasures
F
Evaluation ofeducationalalternatives
S
Potentialapplicant
Draftingof personalstudy plans
S
Non-program-based
S
- Feasibility- Suitability- Formal requirements- Accreditation- Career aspects- Financing
Assessmentof personalstudy plans
F
OK
Discrepancies
ROLES: S = student I = instructor F = faculty A = Akademi admin.
11
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
POST-GRAD &SUPPLEMENTARY
STUDIES
STUDENT • Selection of degree and career using alumni profiles• Programme plans made (electronically) accessible for personal
study counseling (self-service/personalised)• Application can be made for more specific information (e.g. for certain
programmes)
INSTRUCTOR
/TEACHER
FACULTY
AKADEMI ADMINISTRATION,
SUPPORT FUNCTIONS
12
Application and admission
Application for
study place
RE
CR
UIT
ING
AN
D G
UID
AN
CE
EN
RO
LM
EN
T A
ND
RE
GIS
TR
AT
ION
S
Ranking and
admissionF
Akademiadmissions
A
Confirmation of study placeand start date
S
A
A
Recording ofconfirmed
Study places(Harek)
A
A
Drafting ofacceptance
letterF
New student
Receipt ofacceptance
letterS
A
Creation of computer user
account(CC)
A
- Granting of study rights- Activation of programme plan or personal study plan
Approval andarchiving
of personalstudy plans
F
Non-program-based
Program-based
ROLES: S = student I = instructor F = faculty A = Akademi admin.
13
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC. &SUPPLEMENTARY
STUDIES
STUDENT • Acceptance letter contains passwords for access to the pre-completed programme plan and first study manual
INSTRUCTOR
/TEACHER
FACULTY
(SPT,CCE)
• In programme-based education each person is linked with the relevant programme plan
AKADEMI ADMINISTRATION,
SUPPORT FUNCTIONS
• Datacentralen issues temporary passwords to accepted students.
14
Enrolment and registration
Enrolmentand studyorientation
Drafting offirst study
plan
Drafting ofalternativestudy plans
Updating of study plan before registration
and formal assessment.
Request forexternal
studyrights
Submission ofstudy plan
for approval
Assessmentof plan
content andstructure
Decision onaccreditation
Revisionof study
plan
Registration/altered
registration
Drafting ofpersonal
studymanual
Follow-up of interestfor owncourses
AP
PL
ICA
TIO
N A
ND
AD
MIS
SIO
N
ST
UD
IES
DU
RIN
G T
HE
AC
AD
EM
IC Y
EA
R
Registrationas ÅA
student
Activation of computer user
account(CC)
Existing students
HAS approved study plan
Assessment of study plan
Existing students
S
S
S
S
S
S
S
S
S
I
FF
A
A
* Approved study plan = preliminary course registration
ROLES: S = student I = instructor F = faculty A = Akademi admin.
Request foraccreditation
and compensation
S
DOES NOT HAVE approved study plan
New students
Approvaland archiving
of planF
- Study advice for less productive students- Changing teacher tutors
15
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARY
STUDIES
STUDENT • Registration for existing students requires an approved study plan every year => a study plan for the upcoming academic year must be drafted and approved during the preceding spring
• Approved study plan = preliminary application for courses specified in the plan• Request for accreditation and substitution of studies included as an attachment
for the study plan• Personal study manual created based on the approved study plan
INSTRUCTOR
/TEACHER
• Teacher tutor goes through his/her students’ study plans in the spring (less-productive students can be identified when assessing study plans)
• Approved study plan = preliminary registration for courses specified in the approved study plan => can follow up preliminary interest for his/her own courses
FACULTY • Formal requirements for study plans, accreditation and substitution of studies are assessed
• Less-productive students can be identified when assessing study plans• Assessed study plans are approved
AKADEMI ADMINISTRATION,
SUPPORT FUNCT.
• When enrolling, ensures that the study plan for the academic year in question has been approved.
16
Studies during the academic yearE
NR
OL
ME
NT
AN
D R
EG
IST
RA
TIO
N
GR
AD
UA
TIO
N A
ND
DIP
LO
MA
Registration for course
S
Ranking andacceptance
of participantsI
Changes inthe
curriculumI
Completion ofcourse
IS
- Course participation (S)- Instruction and guidance (I)- Exam enrolment (S)- Exam (S)- Examination (I)- Evaluation (S)
Registration of course results
Follow-upof own
students’progress
F
I
* Minor changes during the academic year
Updatingof existing
study plansS
* Changes with formal consequences during the academic year* End of academic year
Maintenance of CV
S
Careercounseling
(Career Services)
A
ROLES: S = student I = instructor F = faculty A = Akademi admin.
17
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC.CONT.EDUC.&SUPPLEMENTARY
STUDIES
STUDENT • Courses specified in the study plan also serve as a preliminary registration for the courses in question => advantage during rush
• The plan is automatically updated with each completed course• Can follow up own progress in relation to plans made => possibility to identify
problems and seek help• Possibility to change the study plan during the academic year • Alternative study plans can be drafted• Automatic info when changes in the course plan are made (dates, times, place,
curricula)• Can electronically maintain his/her CV in connection with the study plan
INSTRUCTOR
/TEACHER
• Preliminary course registration through study plans; indicates the number of participants per course
• Possibilities to notify participants of any changes in courses • Can follow up the studies of his/her own students => allows for active support
FACULTY • Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting
AKADEMI ADMINISTRATION,
SUPPORT FUNCT.
• Possibility to make estimates for both plans and results concerning study credits, examinations, etc. based on study plans => support for operational planning and reporting
• Possibility for career counseling based on the study plan
18
Graduation and diplomaS
TU
DIE
S D
UR
ING
TH
E A
CA
DE
MIC
YE
AR
CO
NT
.ED
UC
. A
ND
SU
PP
LE
ME
NT
AR
Y S
TU
DIE
S
Final planfor degree
S
Activationof final
assessmentS
Assessment of study
performancebased on
formal requirements
F
Discrepancies = study plan needs updating
Final grade
IF
OK
Consent toissue
transcriptsS
No = study plan needs updating
Issuing of transcripts/
diplomaF
OK
Final careercounseling
(Career Services)A
Discrepancies
ROLES: S = student I = instructor F = faculty A = Akademi admin.
19
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
GRADUATION&
DIPLOMA
CONT.EDUC. &SUPPLEMENTARY
STUDIES
STUDENT • Possibility to describe and check his/her degree content before submitting it for official assessment
• Possibility for final career planning based on the degree plan/study plan• Possibility to electronically activate final assessment• Based on permission granted by the faculty in question, possibility to
electronically request/refuse printing of transcripts/diploma as well as specify the desired submission date and method.
INSTRUCTOR
/TEACHER
FACULTY • Assessed degree plans form the basis for printing of transcripts/diplomas
• Possibility to electronically receive the student’s permission to print transcripts/diplomas
AKADEMI ADMINISTRATION,
SUPPORT FUNCTIONS
• Possibility for final career counseling based on the degree plan/ study plan
20
Continuing Education&supplementary studiesG
RA
DU
AT
ION
AN
D D
IPL
OM
A
Updatingof prospective
registerA
Marketing and special offers
A
Registrationfor alumni
membershipS
Study counselingand evaluationof educational
alternativesS
Program-based
Non-program-based
Cont.educ. studyfor individual
Cont.educ studyfor company
Follow-up
Estimation of future needs
A
See: application and admissions for program-based education
See: application and admissions for implementation of personal study plan
Follow-up ofservice
utilisationA
Recording ofalumni
registrationsA
Drafting andmaintenanceof personal
profilesS
Process for organising cont.educ. coursesIdea – Planning – Marketing – Implementation - Completion
Draftingand updating
study planS
ROLES: S = student I = instructor F = faculty A = Akademi admin.
21
This is changed for each process and roleSTUDY OFFERING
&YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC. &SUPPLEMENTARY
STUDIES
CONT.EDUC. &SUPPLEMENTARY
STUDIES
STUDENT
(Alumni, post-grad customers)
• Possibility to maintain his/her alumni profile and, in turn, the possibility to:– continue receiving information on ÅA, his/her own major, post-grad study
opportunities– maintain contact with other alumni (classmates, etc.)
• Possibility to make long-term plans and ”order” his/her cont.educ. studies through existing or customised cont.educ. study programmes and courses (through a personal study plan or company study plan)
• Possibility to take the initiative in study/describe his/her needs
INSTRUCTOR
/TEACHER
• Possibility to recruit alumni as lecturers or mentorsbased on their profile and abilities
• Support for ideation, planning and marketing of cont.educ. courses and course offering
FACULTY
(CSK, CCE)
• Possibility to make a targeted cont.educ. offering according to alumni preferences• Possibility to link alumni to research• Possibility to follow up and anticipate the alumni advantaging of cont.educ. services• Possibility to recruit alumni as lecturer based on their profile and abilities
AKADEMI ADMINISTRATION,
SUPPORT FUNCTIONS
• Possibility to follow up alumni placement on the job market• Possibility to advantage alumni profiles in the marketing of education
22
Relation between study planning and management
STUDY OFFERING&
YEARLY PLANNING
RECRUITING&
GUIDANCE
APPLICATION&
ADMISSIONS
ENROLMENT&
REGISTRATION
STUDIESDURING THE
ACADEMIC YEAR
GRADUATION&
DIPLOMA
CONT.EDUC.&CONT.EDUC.&SUPPLEMENTARY
STUDIES
Study planning processStudy planning process
Process for operational and result planning,Process for operational and result planning,management, follow-up and reportmanagement, follow-up and report
Process for operational and result planning,Process for operational and result planning,management, follow-up and reportmanagement, follow-up and report
Confirmedstudy places
Accepted
ApplicantsEnrolled students
Plannedcourses
Plannedgraduations
Registered
Plannedcourses
Plannedgraduations
Completedcourses
Completedexamination
Alumni member.
Cont.educ. study offering
Cont.educ.courses
Study offeringPlanned, non-pro-
gramme-based edu.