Student-centred processes

Managing Student-Centred Processes

 

This section is part of the Strategic Plan 2020-2025, which sets out the goals and priorities for the University, its faculties, departments, centres, institutes and schools.

 

  Enabling Strategies

   Commitments          

  • Manage and develop student-centred processes
  • Improve student processes from enrolment to graduation
  • Introduce a One-Stop Office for Student Services
  • Create a dedicated unit for ceremonies, certification and records
  • Increase digitisation and reduce paper-based processes
  • Install automated scheduling for lectures and examinations
  • Enhance the functionality of the Student Information Management System
  • Increase the services available for students and staff via the University app
  • Enable automated functionality for grade uploading and feedback
  • Deploy a management information system for evidence-based processes

 

The University of Malta is committed to serving the needs of all prospective and current students, staff, alumni and external stakeholders. We recognise the need for efficiency in the provision of student-centred processes in the areas of enrolment, scheduling and assessments, as well in ensuring the integrity and confidentiality of students’ academic records.

The University will continue to review programmes to enhance the service it provides to its internal and external stakeholders. The development of processes, decisions and implementation will be student-focused to provide the best educational experience possible. We will invest and focus on delivering the best technological and logistic support to facilitate the following essential student processes by:

  • responding to requests for information about programmes;
  • managing operations of student registration and programme commencement;
  • planning and executing all logistics related to educational programmes;
  • coordinating the use of lecturing halls and campus space shared by multiple units;
  • ensuring the optimum utilisation of all instructional opportunities available to students;
  • organising assessment processes and examination logistics;
  • collecting and recording student assessments and academic programme information;
  • coordinating and producing official certification;
  • providing support for determining eligibility for academic progress;
  • informing students and academics about recognition of qualifications across borders;
  • providing relevant and timely data to assist institutional decision-making.

One-Stop Office for Student Services

We aim to set up an office to deal with queries and services required by students enrolled at the University. A One-Stop Office for Student Services would provide students, from all academic programmes, the convenience of visiting or contacting one office to talk with trained officers regarding enrolment, academic records and financial issues. This common area would also enable staff who are dedicated to the respective areas of service to interact, interrelate and cooperate to resolve problems more effectively and efficiently. 

Ceremonies, Certification and Records

We will create a unit for ceremonies, certification and records within the Admissions and Records Office to deal specifically with the organisation of opening, graduation and other official events, as well as with the issuance of transcripts, diploma supplements and other official documentation for students and alumni.

Document Digitisation

The University will explore ways to reduce paper documents in the interest of sustainability and efficiency and replace them with secured electronic media. This strategy will affect all student processes that are not yet digitised, from enrolment to graduation.

We will leverage opportunities for rapid implementation on all paper-based request forms such as those for study-unit add or drop adjustments and requests for the extension of studies and will make them available online.

A more complex project would be the development of methods to distribute certification using secure digital platforms on demand. Another project that requires multilateral coordination would be to create automatic recognition systems with other educational institutions.

Automated Scheduling of Lectures and Examinations

Through the collaboration of various administrative departments, the University will introduce scheduling software for lectures, teaching and examination sessions. We will evaluate new functionalities that are added via new University management software, thus maximising our use of technology in our management processes. Utilising established applications for the allocation of facilities will allow the University to capitalise on the usage of physical space, which may help save on the energy used to operate buildings that are not utilised fully. 

Student Information Management System

The existing Student Information Management System and the University App MyUM will continue to be enhanced, and new features and services will be provided for students. This improved functionality will assist the University in having all applicable student services available through the web, thus eliminating paper forms and email queries, which take time to process and resolve. The University will evaluate the processes required to enable students to take responsibility for registration, curriculum, and programme adjustments. The University will consider activating the functionality of the existing Virtual Learning Environment to empower academic staff to post grades directly, and to encourage voluntary course feedback.

Mobile Applications

As the use of mobile technology continues to expand, so will the expectations of students. We will promote technology to determine which services can be offered through the University App. The main concern when using mobile technology is maintaining the security of student data, records and privacy. Services and process such as annual enrolment and study-unit results are already available on the app. New services will be introduced, such as timetables and reminders of important student and staff deadlines.

Management Information System

The University has a vast amount of student-level data that can significantly inform policy. Analysing and organising the data will increase evidence-based decision-making and identify opportunities for improvement. The University will move forward on the implementation of a management information system which will provide timely information about students, programmes and resource allocation for deans, heads and administrators of departments, and directors of academic and administrative units. Through the deployment of a tried and tested system, we will be able to:

  • improve interdisciplinary collaboration between academic and administrative units;
  • discuss, analyse, share and make decisions based on organisational information;
  • make statistics and analysis accessible via internal proprietary online platforms;
  • streamline databases that rely on similar information variables, eliminating the duplication of manual entry of programmes of study, study units, scheduling and allocation of learning spaces.

The University will be able to drive better solutions for improving the quality of research, learning, student services, marketing efforts to promote student recruitment, as well as increasing operational efficiencies and optimising financial resources.

 


 

 


The Strategic Development Process for the University of Malta is organised by the team dedicated to Strategic Planning and Enterprise. We constantly seek feedback to improve and evolve our strategic planning process, whilst identifying opportunities to assist students and staff in meeting University's objectives. Contact us here

https://www.um.edu.mt/about/strategy/servicesandadministrativesupport/student-centredprocesses