SU Academic Administration – How to survive! STUDENT ADMINISTRATION Class Lists ─ 13 February – last day for later registration/add/cancellation: FINAL LISTS ─ All kinds of detail of students available, e.g. gender, language, nationality, DOB ─ Approved Extra Writing Times and minutes per hours extra, special arrangements (large letter type) ─ Mark for student; not on class list – check registration ─ PHOTO list Study Record: view registration – can print ─ CONFIDENTIAL !!! Shred throw away documents with student details! SUN-e-HR ─ Self service • Leave • Documents of Record • Exemption for tuition fees • Reports (leave days available) SUNLearn − − − − − Uploading of module information, marks, course outlines, video clips, etc E-mails / sms to students for urgent information New lecturers should be registered at CTL / SOL before role allocated ROLE of facilitator / manager / student Training in teaching enhancement – Centre for Learning and Technology (CLT) POLICIES, PROCEDURES Research policy, etc HR -> leave; employee relations, etc. Occupational Safety IT -> electronic communications; password, etc Corporate Identity -> Business cards; Logos EXAM/TEST INFO ─ ─ Senate approved module information re test/exam duration, nr of papers, etc. : no deviation Exam/test information: • Exam date per module’s • Exam venues • • Set date for Exam papers to be in  If handed in on 1st given date: examination office duplicates papers 30 April  If handing in on 2nd later date: department duplicates all papers and hand it over to examination office on this set date 13 May Official cover page with instructions to accompany both exam papers EXAM/TEST INFO TESTS ‒ Venues: booked – verify capacity & registered students ‒ Arrange copying of test papers in time ‒ Test invigilators ‒ Arrange for access to test venues, and procedures for opening venues ‒ Arrange to pick up of keys on day of test, and return afterwards ‒ Have to visit different venues; be available during test ‒ Count number of student in test venue ‒ Verify total number of students with books handed in ‒ Marks available in time for second test ‒ Two+ evaluation sessions for admission to exam; not more than 4 (semester modules) ‒ Medical certificates – may query / follow up ‒ Exam admission with class mark of 40 % and above ‒ Round up from 37.5 % for examination admission ‒ Early Assessment marks (Vroeë Assessering) (1sem; 1st yr modules) 13 March last day for submission on SUN022 system ‒ Flexible Assessment (Buigbare Assessering) – several assessments - Final mark awarded without formal university examination – no class mark; only final mark. See 8.5 of General Yearbook for rules ‒ Students ‘fishing for marks’ • May receive / view script - correct added; all answers marked • Doubt own discretion ? ─ Publication of marks on SUNLearn: only mark + student number (No names!) = EXAM/TEST INFO EXAMINATION ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ ‒ Venues: booked – BOOK if department ‘s responsibility for certain modules Visit venues Extra writing time / special needs in separate venue Be available during exam session First session vs second examination session • May choose which session to write • Motivate for 1st session in case of re-write opportunity • If 2nd opportunity was taken as only opportunity and obtained between 40 – 45 %; NO rewrite opportunity • Pass with 50 % • 75 % Pass with distinction • Round final mark up from 47.5 % for a 50 % pass • If 2nd opportunity was used as re-write; disregard 1st exam mark; calculate final mark with class mark en new obtained exam mark • Look at border cases before publishing marks (with attendance maybe in mind) • Final marks only 35 %; 40 %; 45 %; before, or thereafter the real score • Weighting's: class mark / examination mark:  40 : 60 % for semester modules  50 : 50 % for year modules  Only final mark for continuous or flexible assessments • No medical certificates necessary • 1st Exam results 1 week available before 2nd Exam date Collection of scripts after exam before a given time Marks on the US system – for student on MySUN No marks to students via e-mail, phone, etc: outstanding fees! Students with outstanding fees will SEE if qualify for re-write (on MySUN) Students may view exam scripts – not handed out – to learn from mistakes If mistake in adding up; missing answers; formal correction to Admin A Scripts stored for a period of time before discarded Re-mark of examination scripts – official procedure; fee TIME TABLES ‒ ─ ─ ─ ─ Lecture hall time tables Reservations of venues Class time table per module Term dates Almanac – all important due dates RESEARCH ─ Ethics TRAINING ‒ ‒ ‒ ‒ ‒ ‒ IT HR Training for researchers Orientation: Academic staff (PRONTAK / PREDAC) CTL (Centre for Training and Learning) Library Training MY PROFILE ‒ ‒ Different updates Yearbook information MEDIA ‒ Yearbooks • Nr 1 contains the Calendar e.g.  Last day for marks to be in  Last day for Exam papers to be in MODULES Module examination paper information ‒ Course frameworks: • Stipulate all possible important information e.g. weighting's; how class mark will be compiled for exam admission; sick notes; prescribed book; etc ‒ Good record keeping of correspondence; class attendance for border cases ‒ External moderating of final year modules (exit modules) ‒ Capturing of marks: Excel / PSP / then SUN022 / request to IT ‒ Marks remain responsibility of lecturer ‒ Lecturer and module evaluation by students at CTL end of semester/year GENERAL ‒ ‒ ‒ ‒ ‒ Undergraduate students are contacted on [email protected] Library representatives • Hanlie Strydom; Carine Tymbios at [email protected] Sharepoint on Faculty website (For Staff): EMS meetings, etc. A – Z search of possible websites on Stellenbosch website Prescribed books for next year; affordable for students; use most to all chapters; if no good textbook available – maybe compile ‘reader’ Questions? Helene Viljoen 021 808 3008 [email protected] Videos Tweedens, vir een van die aanbiedinge word versoek dat jy een van die twee videos opgelaai by https://drive.google.com/file/d/0B2Rb0wRNpiu0cVhlWlJKc 2V3NHc/view?usp=sharing (Afrikaans) of https://drive.google.com/open?id=0B2Rb0wRNpiu0T21CRl R4TjZZSms&authuser=0 (Engels) sal kyk. Jy kan self kies watter een.