Enrolment Services Stand-Up: September Edition

On Thursday September 14th, Enrolment Services (ES) held its monthly Stand-Up Meeting. The meeting provided an opportunity for the SASI Leadership team to update stakeholders from ES about two key developments:

  • The Board of Governors’ decision to move towards an Integrated Program and what it will mean for SASI moving forward.
  • An update on the vendor selection process.

The meeting also featured some updates from Kate on Enrolment Services as a whole.

So, what is the Integrated Program?

The main goal of SASI is to identify and implement a software solution to replace the current and aging Student Information System (SIS). Recently, the UBC Board of Governors made the decision to also include HR Finance in this project, creating an Integrated Program. The goals of the Integrated Program include connecting student, people and financial activities of the university, and implementing new applications to replace UBC’s core enterprise applications (including Student Information Systems, Human Resources Management Systems and Financial Managements Systems). The underlying objective of integrating this program is to identify methods to allow one platform to support all activities in the aforementioned areas. This would mean that in the future, tasks will be simplified through the use of one system, with one login.

The new system will enable users to access a wide range of functions from budget and enrolment to vacation tracking. It will include improvements to reporting, with reports contained in one dashboard. The new system will also act as one source of record for data that is clean, accurate, and reliable. Aside from end-user benefits, there are a number of financial benefits associated with system integration. Having one single platform will reduce overhead costs and ultimately decrease the cost of ownership.

During the Stand-Up Meeting, SASI also announced that it has received endorsement from the Executive and Board to proceed to negotiations with the software vendor in question (Workday) and systems integrator (Deloitte). We expect the UBC Board of Governors to determine whether to enter into agreements with one or both proponents by late 2017 or early 2018. In the meantime, the Integrated Program team will be busy participating in planning for the next phases of work, which will move us towards implementation of the new solution, targeted to begin rolling out in 2019.

General Updates

EdPlanner BC is hoping to begin in August however this has not been confirmed definitively. Kate is working with the president of Douglas College to move governance decisions forward throughout the province. UBC will be a founding partner to create the organization under the Societies act, along with Douglas, SFU and BCIT.

Thanks also goes to those who stepped up to be on the steering committee for the Self Study that Enrolment Services is undertaking. The committee is working to produce the report by the end of November and the review team will be here in the second week of January!

Another great achievement for the Enrolment Services team is that UBC Okanagan admissions is now over 100%! Well done to the Student Recruitment & Advising team along with Admissions for this huge accomplishment.

We’ve also seen increases in Aboriginal students who are new to UBC and direct entry. These are now in double digits and it is thanks to tremendous work by Student Recruitment & Advising, the ESPs and Admissions. We’ve also seen the youth-aging-out-of-care numbers increase and now have the tuition waiver there as well.

As well on the Vancouver campus every program is at target – no empty seats!

 Kudos for the ES Team

The meeting ended on a high note, when an email from a recent alumna was read out; acknowledging and thanking the ES Team for the support and help they provided her during her time as a student at UBC. The full transcript for this email can be found below:

Dear UBC Enrolment Services,

I would like to say thank you for the support that UBC has provided me over my degree. I truly appreciate it, and it has made a great difference.

I am fortunate to have had incredible opportunities throughout my time at UBC. Your support has enabled me to travel internationally and contribute to international research collaborations, provided me motivation in continuing to strive for a high academic standard as a UBC student, and assisted me in reaching my future academic and professional objectives.

Moving forward, I will now be continuing my studies as an MSc student at ETH Zurich (Health Sciences and Technology MSc – Major in Neurosciences), and pursuing the EPFL (École Polytechnique Fédérale de Lausanne) Research Internship Program in Switzerland this coming fall.

I am very grateful for the support and experiences that UBC provided me as a Kinesiology student, and I look forward to hopefully returning to UBC for further graduate work, medicine, or a combined MD PhD program following my Master’s.

Thank you again. 

Sincerely,

Zoe Sarafis

Stand-Up meetings are monthly opportunities for open dialogue with the Integrated Program/SASI. They are held every second Thursday, with the next one occurring at 8:30 AM on Thursday October 12th.

If you have any questions for Kate, please submit your inquiries to: https://survey.ubc.ca/s/es-stand-up/.

We look forward to seeing you at the next one!

Privacy Matters to Enrolment Services

Posted on behalf of Kate Ross

In late 2016, the Privacy Matters campaign was launched to raise awareness and provide training on privacy and information security at UBC. Professor Ono sent out the initial communication requesting that the university community complete the online module to ensure that the institution has the information required to guarantee the security and confidentiality of student data, protection of personal information, and proper use electronic devices.


Several months have passed since the Privacy Matters campaign launched, and many of us in Enrolment Services still have not completed this essential training. As major stakeholders in privacy and information security across UBC, we should all be armed with knowledge and strategies to mitigate potential risks to students, staff, faculty, and the institution as a whole.

Let’s show leadership by committing as a department across both our campuses to achieving 100% compliance completing the Privacy & Information Security Fundamentals training. I ask that each of you take 20-30 minutes between today and the end of the month to complete the online module.

As an added incentive, we will pull a report of all ES staff who have completed the training by August 31, and those people will be entered to win 1 of 3 $20 gift cards. I am also donating a pair of tickets to the Vancouver Whitecaps vs Seattle Sounders match as an early bird prize. The draw for two tickets to the August 23rd game will take place on Friday, August 18, so make sure to complete the training as soon as possible to be eligible for all draws.

UBC-Langara Aboriginal Transfer Partnership Agreement Signed

Signing-event
Langara President Dr. Lane Trotter and UBC Interim President Dr. Martha Piper sign the UBC-Langara Aboriginal Transfer Partnership Agreement. Photo credit: Justin Lee

Interim President and Vice-Chancellor Dr. Martha Piper (UBC) and President and CEO Dr. Lane Trotter (Langara) signed the UBC-Aboriginal Transfer Partnership Agreement on Friday, September 25, 2015 at the First Nations Longhouse. The agreement clarifies roles and responsibilities between the partners in support of an overall package that includes providing clear admission requirements, scholarships and awards, and enhanced advising for Aboriginal students who register for the initiative.

Dr--Trotter-Nicole-Cardinal-Dr--Piper
Langara President Dr. Lane Trotter and UBC Interim President Dr. Martha Piper stand with student speaker Nicole Cardinal. Photo credit: Justin Lee

The Aboriginal Transfer Partnership with Langara began in 2012 as a pilot project with the Faculty of Arts, and grew to include the Faculty of Science, Sauder School of Business in 2014, followed by the Faculties of Applied Science, Forestry, and Land and Food Systems in 2015. Each faculty determines any program-specific admissions requirements.

UBC program advisors join Enrolment Services Recruitment and Admissions advisors in visiting Langara to meet and advise prospective Aboriginal students very early on in their studies at Langara. This allows students to consider a university degree as part of their long-term educational goals, and helps students make informed choices for courses that will help them transition smoothly to degree programs at UBC.

As part of the package, Langara budgets $10,000 per year in scholarships for registered Aboriginal Transfer Partnership (ATP) students, and UBC budgets $20,500 per year for ATP students.  Continue reading “UBC-Langara Aboriginal Transfer Partnership Agreement Signed”

Q & A on Student Mental Health and Wellbeing

Framework for Post-Secondary Student Mental Health borrowed from 2013 CACUSS & Canadian Mental Health Association document titled: Post-Secondary Student Mental Health: Guide to A Systemic Approach. Included in the Framework document to show that Senate primarily working at the broad top level – all students.
Framework for Post-Secondary Student Mental Health borrowed from 2013 CACUSS & Canadian Mental Health Association document titled: Post-Secondary Student Mental Health: Guide to A Systemic Approach. Included in the Framework document to show that Senate primarily working at the broad top level – all students.

Lindsey Kovacevic, Academic Governance Officer, recently presented at the Western Association of Registrars of Universities and Colleges of Canada (WARUCC) on the UBC Vancouver Senate’s integrated approach to enhancing the mental health and wellbeing of students in the academic environment.

Q. What role does Enrolment Services have in examining and enhancing student mental health and wellbeing?

A. In May of 2014, the Senate of UBC Vancouver established the Senate Ad Hoc Committee on Student Mental Health and Wellbeing on the recommendation of the student senate caucus. This committee is an advisory body with the following goals:

  • Identify issues with current academic policies and practices
  • Make recommendations with the aim of creating a more supportive campus; and to set goals and define undertakings for the advancement of student mental health and wellbeing
  • Set goals for the advancement of student mental health and wellbeing
  • Report annually to the Vancouver Senate on the progress made

Q. Who is involved?

A. Committee membership includes:

  • 13 Senators (including 4 student members and 2 convocation members)
  • Ombudsperson for Students
  • Managing Director, Student Development & Services
  • A representative from the Senate Teaching and Learning Committee
  • A representative from the Dean’s Office of the Faculty of Graduate and Postdoctoral Studies (G+PS)
  • Registrar
  • Chancellor
  • President

Registrar and Associate Vice-President, Enrolment Services Kate Ross has been an active member of the committee, and student senator Ms. Mona Maleki served as Chair of the Committee for the first year.

Q. What has happened so far?

A. The committee has developed a framework for Senate consideration of student mental health and wellbeing, listened to stakeholders from across the campus, and developed three guiding principles for standing Senate Committees to consider in their policy and decision-making processes (inclusivity, flexibility, and accessibility).

Q. What will happen next?

A. The committee will continue to hear presentations and support Senate Committees, and will conclude its work with a final report in May of 2017.

Q. Who should I speak with if I want to learn more?

A. Academic Governance Officer Lindsey Kovacevic is working directly with the Senate Ad Hoc Committee on Student Mental Health and Wellbeing, and would be able to answer questions (lindsey.kovacevic@ubc.ca, office 2003B in Brock Hall). The Framework document is also available under “Other Documents on the Vancouver Senate Policy Abstracts page.