academicAdministrationHowtoSurvive

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
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Self service
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Leave
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Documents of Record
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Exemption for tuition fees
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Reports (leave days available)
SUNLearn
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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
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Senate approved module information re test/exam duration, nr of papers, etc. : no
deviation
Exam/test information:
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Exam date per module’s
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Exam venues
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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!)
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EXAM/TEST INFO
EXAMINATION
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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
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May choose which session to write
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Motivate for 1st session in case of re-write opportunity
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If 2nd opportunity was taken as only opportunity and obtained between 40 – 45 %; NO rewrite opportunity
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Pass with 50 %
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75 % Pass with distinction
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Round final mark up from 47.5 % for a 50 % pass
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If 2nd opportunity was used as re-write; disregard 1st exam mark; calculate final mark with
class mark en new obtained exam mark
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Look at border cases before publishing marks (with attendance maybe in mind)
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Final marks only 35 %; 40 %; 45 %; before, or thereafter the real score
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Weighting's: class mark / examination mark:
 40 : 60 % for semester modules
 50 : 50 % for year modules
 Only final mark for continuous or flexible assessments
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No medical certificates necessary
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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
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Lecture hall time tables
Reservations of venues
Class time table per module
Term dates
Almanac – all important due dates
RESEARCH
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Ethics
TRAINING
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IT
HR
Training for researchers
Orientation: Academic staff (PRONTAK / PREDAC)
CTL (Centre for Training and Learning)
Library Training
MY PROFILE
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Different updates
Yearbook information
MEDIA
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Yearbooks
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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
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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.