The business processes in teaching and studies are largely supported by SAPplus applications. The range of SAP-based online services for students, lecturers, and staff is constantly being expanded and enhanced with mobile-capable technologies, e.g. the course catalogue or application to matriculate, which are based on the new SAP UI5 technology.
Student administration is the administration of data relating to students and the handling of the necessary steps, from application to withdrawal from the university. In addition to application and withdrawal from the university, this also includes, among other things:
- Semester enrollment
- Invoicing the fees
- Official certificates
- Leaves of absence
- Incoming and outgoing mobility
These processes in the interplay between students, the department of students, and the faculties are handled with SAP support and, where possible, with the corresponding online services, such as for the application to matriculate, the change of study program, applications for leaves of absence, or changes of contact data.
Prospective students enter their application in the corresponding online service, which has been implemented with the new SAP UI5 technology. This is followed by an automatic transfer to SAP Student Lifecycle Management (SLCM), where the applications are checked and processed by the Student Affairs department. This includes, for example, the creation of the applicant, correspondence if documents are missing, the invoicing of the registration fee, the approval of admission, and the issuing of the letter of admission.
If admission is granted on the basis of the available files, prospective students will receive an invoice for the tuition fees and will be legally matriculated upon payment of these fees. They will receive their student card, their confirmation of matriculation, and their access details for the UZH Internet and network.
Students already enrolled at UZH are automatically re-enrolled for each semester so that they can continue to claim UZH benefits. Students can use an app in the student portal to submit applications that differ from these, for example:
- Change of degree program with grade increase
- Change of course or study program
- Request for leave or internship
Invoicing of fees
After enrolling for the semester, students receive an invoice for the semester fees. Once the payment has been received, they will have access to the online module booking and will receive their student cards and the semester certificates.
In the event of the overpayment of fees by mistake, there is an online service through which the entire repayment process, including correspondence and payment transactions, can be handled with system support.
Course of Studies
For students of all Bachelor's and Master's programs, the entire course of study is managed using SAP Student Lifecycle Management (SLCM). This includes topics such as credit recognition, module booking, summary of credits, bans, changes of program, and graduation, including diplomas and certificates. Students can also use a wide range of online services to view their summary of credits, book modules, and apply for a degree.
The student portal combines all of the relevant information on studying in one place. The web app offers students access to, for example, their registrations, their personal timetable, an overview of their ECTS credits earned so far, the electronic performance record, an overview of their applications, and links to the course catalogue and to OLAT.
All UZH students enrolled in a Bachelor's or Master's program or doctoral program can book their modules via the online module booking system. In a few cases, module bookings are made by the faculty.
Students can use the course catalogue for preparation and the online module booking system for the actual booking. Various search functions are also integrated into the online module booking system, e.g. you can search by study objective or major. It is also possible to cancel booked modules via the online self-service.
When booking modules, rules from around 25 areas are taken into account, e.g. different booking and cancellation deadlines for each faculty, paid semester fees, maximum repeatability of a module, module not already successfully completed, booking only possible together with another module, booking not allowed with another module, admission of non-faculty students, etc. Particular challenges include the inter-faculty rule dependencies as well as level-dependent module booking rules.
The “first come first served” principle means that, when the module booking period begins, a large number of students may want to book the modules that have a limited n number of places as early as possible in order to secure their places.
Summary of Credits and Transcript of Records
The summary of credits can be accessed by all of the students of the University of Zurich who are enrolled in a Bachelor's or Master's program or who are enrolled in at least one program with ECTS credits. The transcript of records allows students to view all modules booked, cancelled or completed at the University of Zurich at any time as well as any other credited services, including those provided externally.
The semesterly transcript of records is made available to students electronically in the student portal. If required, copies printed on security paper and certified (where necessary) can be ordered in the portal also.
Failure Controlling and Locking
Twice a year after the grades have been entered into SAP SLCM by the faculties, it is determined which students have failed in each of the study programs. These unsuccessful attempts are recorded in the electronic student file and the system determines in which cases students are even excluded from a program or study program due to too many unsuccessful attempts.
The SAP solution for unsuccessful attempt controlling covers all of the programs and study programs that are awarded ECTS credits. For these programs, it supports the entire process, from identifying the students to be verified to setting the bans and corresponding with the students.
Before setting academic bans, you must define the rules to be applied for each program in SAP SLCM. Due to the varying framework regulations and study regulations, mapping these rules in SAP SLCM is very complex.
With a few exceptions, UZH students initiate their own graduation process. To do so, they fill out a form, which they can download from the online services, and send it to the Dean's office. This downloading of the form initiates a workflow in SAP that manages the graduation process.
The Dean's office employees then use SAP SLCM to check that the students meet the formal requirements and that there are no locking notes, for example, due to unpaid fee invoices. If the conditions for graduation are not met, the students in question receive a letter to this effect and can apply for graduation again at a later date.
If the students meet all of the requirements, the Dean's office will compare their performance with the professional requirements for the degree. If this credit check is positive, the degree is awarded and the final documents are prepared. If the requirements are not yet fulfilled, this results in a letter of acceptance and the possibility of re-applying for the degree after the missing credits have been earned.
All of these steps are supported by the workflow in SAP SLCM. This workflow guides the employees involved through the entire process step-by-step, from student application to the issuing of the graduation documents. This requires complex technical system mappings and links between requirements, regulations, programs and study programs, academic achievements, etc., all of which are integral parts of the graduation process. The basis for this is, for example, the complete mapping of the course offerings in SAP SLCM or the requirements catalogues that contain the criteria required for graduation and are recorded for each study program. Information about the students and the modules they have attended is also of central importance at this point. For the credit transfer examination itself, you may have to take into account both the grades achieved at UZH as well as grades achieved at other universities, or you may have to take into account any requirements and conditions imposed by the master admissions process.
Course and Semester Planning
The semester-independent elements of all programs offered by UZH, such as the programs offered, are mapped down to a module level in the program catalogue in SAP Student Lifecycle Management (SLCM). The business events offered are created in the recurring semester planning function.
The UZH course catalogue has many applications, for example:
- For issuing certificates to students
- For display in the online module booking system
- For publication in the UZH course catalogue or in the various course databases such as www.swissuniversity.ch.
In the semester planning process, the courses offered in the respective semesters are then created based on the modules. In contrast to the modules, these are assigned a timeslot, a lecturer, and a room.
Since 2016, UZH has had a modern course catalogue, which can also be viewed on smartphones and tablets. It offers various search and filter options so that students can search for specific courses. In addition, it offers a calendar view in which time overlaps can be identified and which can also be printed out as a timetable. Students also have access to a storable watch list.
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