Use Cases

Students who have placements working with children and vulnerable adults require government approval. The request for approval is submitted by the University and requires personal information that is not routinely held. Previously applicants to relevant courses and current students approaching a placement were manually emailed a request to provide the relevant information, responses were received and processed in a shared mailbox. This resulted in a high level of missing and incomplete responses, and without effective reporting, these were time-consuming to identify and correct. Now emails are automatically generated directly from corporate data for both applicants and continuing students, with automated reminders. The online form guides the data collection process ensuring complete responses before submission. Admins review responses and can return them if additional information is required. The Admin dashboard provides end-to-end visibility and custom report generator. Previously the process of securing approval for the >1000 students took up to 3 months and had to begin while candidates were still applying for their course. The new process is so efficient that it can be completed in the weeks between candidates becoming students and their course starting.

External Examiners are appointed to review courses for two years which can be extended once and exceptional twice. Nominations and extensions pass a 3-stage approval process, from the department through the faculty to the University's Quality Assurance Committee, before being offered to the nominee. Once accepted the external examiner must submit a report for each course in their nomination once a year. The department submits a response to the report and the Quality Assurance Committee considers all reports and responses. The system manages the complete nomination lifecycle from draft, through approvals to expiration. The nominations dashboard, security trimmed to the user’s department and role, shows the progress of each nomination highlighting those requiring action. On approval, examiners are invited to create an account. Once logged in they are guided to draft and submit reports for the relevant courses. Departmental contacts are notified of submitted reports and prompted for responses. The reports dashboard provides, security trimmed, access to reports and aggregate reporting.