Newsletter Bringing You the Latest News from Enrolment Management Services at the University of Kent Spring 2018

Admissions Systems Outreach & Staff Spotlight Development Community Page 6 Page 3 Page 5 Newsletter Bringing you the latest news from Enrolment Management Services at the University of Kent Spring 2018

Enrolment Management Services 2 University of Kent Enrolment Management Services

1 Saying farewell to Shirley after over 30 years! News 2 The Student Success (EDI) Project team with the THE award for Outstanding Student Support

Director’s update Goodness me! It hardly seems possible we’re into March and the 2019 recruitment cycle is upon us. However, before we finish the 2018 conversions and look ahead to 2019, I’d just like to take a moment to look back at a couple of key events that took place as we bought 2017 to a close. December: Farewell Shirley!

Colleagues from across the University came together to wish Shirley Prosser, the Admissions 1 2 Operations Manager and one of the longest serving members of staff at the University, all the best for her retirement. Shirley has given over 30 Looking ahead to 2018 Curriculum Framework which schools years of service to the University, many of them can use to determine which activities in admissions, and we wish her a long and It will be a busy year, which will no doubt will be most effective for specific groups happy retirement. present its own challenges. The Admissions of students. We have also enrolled 20 students Systems Development team are working on the new University Entrance Diploma (UED), November: Award-winners incredibly hard on a number of long-running which launched in September, and have projects, while providing technical support recruited 120 student ambassadors! In case you’ve not heard the good news already, and making changes to the structure of the Read the full round-up on p5. I’m delighted to announce that the University offer letters in order to ensure compliance received the Times Higher Education (THE) with the CMA and the General Data Protection Looking ahead to 2019 award for Outstanding Support for Students. Regulations (GDPR). The team are also working The award has been given to the Student closely with the KentVision Project team so The first sign that we are in the next Success (EDI) Project which, over two years, that, when KentVision replaces the Student recruitment cycle is the arrival of the next has taken a combined approach of using Data System later this year, the two systems academic year’s prospectus! The 2019 very high-quality data analysis and research will work together seamlessly (p3). undergraduate prospectus has just launched to underpin development based within nine and I have a shiny (yes, shiny!) copy on my desk. pilot academic schools. Admissions, Recruitment and Well done to the Publications team and Lesley in Marketing the Design and Print Unit for creating a fresher look that works more cohesively with the new The judges said that Kent ‘stood out from the Undergraduate applications for 2018 website design. pack with its impressive and innovative across the sector have started off tentatively. approach to improving academic outcomes Kent’s applications mirror the national picture, The Kent Web Project continues to go from for the least advantaged students. meaning our conversion activities will be vital strength to strength with Architecture and Sports By creating a comprehensive network of to demonstrate to prospective students why Sciences already using the new theme as part tailored support and dedicated institutional they should make Kent their firm choice. of the pilot schools project, and the launch of research opportunities for such students in The marketing team are working closely with KBS’s site imminent. The schedule for migration nine pilot schools, the University has made academic schools, providing detailed market of School sites has been announced, and we outstanding progress in narrowing the insight reports, and the recruitment team have are aiming for completion of these by the end attainment gap, and has created a model already hit the ground running, attending of the calendar year. This is a huge challenge that can be rolled out across the institution’. multiple undergraduate and postgraduate but the cross-service team (EMS and IS) are fully events across the UK and in Europe. Shannon committed to the delivery of this exciting project. and Dominika joined the recruitment team last The Digital Communications team are also hard Phase two of the project is now underway summer – you can find out how they’ve found at work producing ‘talking-head’ videos for within seven academic schools, and will their first few months in the Staff Spotlight academic schools and the Publications team continue until 2020. This work is complemented feature on p6. have held a series of proof-reading workshops, by ongoing data analysis and research in which are due to restart later in the year. If you addition to central initiatives such as the vibrant Outreach and Community are looking to brush up on your skills, I urge inspirational speakers programme for students We’ve been celebrating a number of significant you to sign up for the next sessions as the team and outreach participants, which last term achievements in the Partnership Development have considerable experience working across featured speakers such as Akala, and this Office: the creation of the Universities of Kent different industries in both the public and private term will include the Vice Chancellor, Karen Cox Academies Trust (UAKT), meaning the University sectors (p7). and Canterbury’s poet laureate Lemn Sissay. can now sponsor more than one school, our inclusion in a new case study published by the I’m sure you will join me in offering congratulations Office for Fair Access (OFFA) as part of its good Mary Hughes to Jan Moriarty and the whole team on a fantastic practice series, and the development of a new Academic Registrar achievement. www.kent.ac.uk/ems 3

3 Keeping systems going for the 40 Clearing News operators

Admissions Systems Development

Many of you within academic schools KentVision project and professional service departments While the team is not part of the project, have already been working with we do need to make sure that the live Admissions Systems Development system currently used for admissions is across a range of projects. Here, ‘ready’, as applicant and student data will Antony Brenton, the team manager, be held in one system for the first time. This gives an overview of the ongoing now includes an IS-led project to rebuild the development work, and the servers and connections on which KentVision plans for the coming year. sits to ensure the new combined system is able to cope with the additional demand. Who we are 3 This is a major change which will be tested We are a multi-disciplinary team spanning intensively to ensure everything works as EMS and Information Services. Our purpose • Upgrading the systems to the latest version. it should. The anticipated go-live of the is to ensure the admissions systems, mainly The enquiries system upgrade in spring 2017 student element of KentVision is August/ KentVision and GeckoForm (another enquiry took over 18 months to plan, test and get September 2018. Significant planning is management solution used by the University), a working version live! underway to ensure there is minimal impact are maintained and developed to support all • Provide users with technical support on the A-level results download and Clearing aspects of admissions processing, Clearing, to resolve issues and fix bugs. processes. There is also other work to ensure enquiry management, recruitment and • Provide advice on business process best that the two systems work together and marketing activity (including communications, practice and manage reference data within provide a seamless user experience. events and scholarship applications the system. processing). Enhancement and new feature We also look after aspects of reporting Plans for 2018 requests and integrations with other systems such Our plans for this year are being steered by as Accommodation and the Student Data We always welcome requests for many internal drivers and compliance changes. something new; however priority is given System, as well as external bodies such as However, with minimal development time, we UCAS and UK Visas and Immigration (UKVI). to compliance changes and enhancements have to the applicant/enquirer experience rather The team: • improved the enquiries process: enquirers than staff-facing processes. • Antony Brenton – Manager now have simple forms for making an enquiry from the online prospectus or requesting a Making a request • Guy Banister – Analyst/Developer printed prospectus, and do not have to engage Please email us via [email protected] • Neil Cole – Analyst/Developer with some of our more complex systems. including ‘admissions change’ in the subject • Natalie Hailwood – Analyst/Developer • amended the rules for email routing within line. We’ll ask you to complete a form making • Kieron Newman – Support Analyst. the enquiries system: this will hopefully cut your case with anticipated benefits and down the number of times staff have to pass possible impact. We are line-managed through EMS, but based enquiries on before they are with the correct in Cornwallis with other IT Development teams, team for resolution. Once full information is available, and working collaboratively with them. • planned changes to the applicant portal: subject to cost/benefit analysis, your to provide a more streamlined and user friendly request is passed to the governance What we do view of the information about their application. group for consideration and we will inform • Developing new system features from This will also be fully-responsive and mobile you of the outcome once a decision has an initial request, through to requirements device enabled. been made. We also take feedback from gathering, specification, solution design, Compliance work requires us to the Faculty Recruitment and Outreach Committees and Recruitment and Marketing development and testing. Projects can take • look at the offer letter content (including the Forum. anything from an hour to several months correct tuition fee) for CMA, ensuring GDPR to complete. We currently have about fifteen compliance substantial (long-running, taking weeks • work on data retention and privacy policies, or months) projects in progress. looking at the consent process for marketing Contact us • Ensuring the systems meet compliance communications For issues/requests: email us via and statutory requirements such as • redevelop the CAS-checking and issuing [email protected], including CMA, GDPR, UKVI, UCAS and HESA. process for UKVI. ‘admissions’ in the subject line. • Collaboration with other IS teams The internal drivers we are working on are the Consider who is best placed to help; we to ensure the underlying infrastructure are a technical team and often someone (servers, connections, security etc) is KentVision project and system upgrades. We configured correctly and fit for purpose. completed two upgrades in November, and we in EMS will be able to advise, such as the We annually put the system under extreme are working on two more. We also need to make relevant Faculty Admissions Team (or load to ensure it will cope with the anticipated further changes to the Clearing process and Manager) or Marketing Officers. demand in Clearing. application. 4 University of Kent Enrolment Management Services News

Open events

We held two successful open events at Admissions Recruitment our European centres in Brussels and Paris at the end of February, and our Postgraduate Open Event at the Canterbury campus at the It’s all change in Admissions and we & Marketing beginning of March. Each event was well are pleased to welcome Emma Bates attended, with lots of interest in the University as the new Admissions Operations During the 2017/18 autumn term, from prospective and current applicants. Manager, taking over from Shirley the Recruitment team were busy Prosser who retired at Christmas promoting the University to a wide after many years dedicated service range of prospective students and Thank you! stakeholders. Now, as 2018 begins, in Admissions. We would like to extend our thanks the team are busy planning for the to all staff from academic schools and Undergraduate forthcoming 2019 recruitment round. professional service departments for your Taking stock of the undergraduate cycle, continued support at these important now that the main scheme January deadline Recruitment round-up recruitment events. has passed, points to a very similar position to last year. The cycle got off to a slow start • 69 school and college events (presentations, with Home applications nationally dipping HE fairs, parents’ evenings) Marketing • 55 European events (UG and/or PG) by around 2%. The Marketing Team have been working • 6 postgraduate-only events (UK and EU) on new and innovative initiatives, and we • 2 UCAS Applicant Days (across all faculties, The University, as expected, is mirroring continue to support schools and centres Canterbury/Medway) the national picture but, on a positive note, with their marketing activities. We have also • 4 School visits to campus, UK and EU, our current conversion rate of offers to coordinated the marketing packages, which Canterbury/Medway acceptances is running at a much have seen some great results in terms of • 535 one-off visitors to the University on higher level than at this time last year. lead generation and raising brand awareness. campus tour days (Canterbury), consisting Undergraduate overseas applications are Content marketing continues to be a key trend of 249 prospective students and 286 guests also 3% higher than last year, however EU in 2018 and we are continuing to produce more • 64 one-off visitors to the University on applications are marginally down at Kent, video and other digital content in response. with numbers of European applications campus tour days (Medway), consisting stabilising nationally. of 33 prospective students and 31 guests Market insight

As ever, the Applicant Days will be critical Market insight has become increasingly in showcasing what we have to offer, both The 2019 undergraduate prospectus has vital in informing key decisions, and the team academically and with regard to the student been launched, and the UCAS higher have been incredibly busy working with our experience. The recruitment and marketing education fairs have begun. These events colleagues in the Planning and Business team are working closely with academic run until July and attract large volumes of Information Office (PBIO) to provide Schools schools to support their conversion activity, prospective undergraduate students who and departments with the market insight they and the recruitment officers are attending are just starting their journey to find out what need in order to have a better understanding numerous recruitment events in the UK and university life has to offer and for them to of their current markets. This understanding can Europe and giving presentations to schools consider which universities to apply to. inform small changes to existing programmes, or and colleges. their marketing strategies or the implementation In addition to the UCAS fairs, the recruitment of new programmes. For more information Postgraduate officers are promoting Kent at a number of please email [email protected]. postgraduate recruitment fairs across the The postgraduate recruitment cycle is still UK, and will promote undergraduate and Team update in the early stages, but it is likely to prove a postgraduate study across mainland Europe challenging year with completion in both through attendance at education fairs and We have welcomed two new Applicant Day the home and overseas markets remaining visits to international schools. assistants to the Recruitment and Marketing fierce. The latest up-to-date application team; Lindsey Banks and Ieva Bruzgaite. data is available via Qlikview with weekly Find out which events we are attending: Lindsay joins us from Leeds Castle and comparisons and trend data also accessible • Undergraduate events has experience of event organisation, as well via this route. www.kent.ac.uk/courses/visit/arounduk.html as having taught in a range of schools and • Postgraduate events colleges both in the UK and across the world. www.kent.ac.uk/courses/visit/arounduk-pg.html Ieva previously worked as a Graduate The Applicant Days team are also busy Recruitment Officer at Canterbury Christ Church coordinating our key conversion events across University. Ieva has experience of promoting the Canterbury and Medway campuses. During higher education having attended recruitment the day, applicants and their families are able events and presented a range of topics to to view student accommodation, meet current prospective students in schools and colleges students and spend time with their academic in the UK. schools. See www.kent.ac.uk/courses/visit/ applicant-days 1 www.kent.ac.uk/ems 5

1 Emma Bates, the new Admissions Operations News Manager 2 Student Ambassdor at World Languages Day

Outreach & Community The University’s sponsorship of schools • Confidence in the Classroom : designed for further evolved in September with the students whose low self-confidence may be preventing them from reaching their full potential. creation of the Universities of Kent • University Support Course : designed to Academies Trust (UAKT), a multi- support students throughout the UCAS academy trust which is able to application process, and with the transition sponsor more than one school. into higher education.

Building upon our longstanding and Bespoke campus visits are also available to the successful sponsorship of Brompton KaMCOP-only schools who would not otherwise Academy in Gillingham, Chatham Grammar have the opportunity to visit the University. School for Girls (CGSG) has now been incorporated into UKAT. 273 staff are 2 employed by the Trust and we now have The University Entrance Diploma close to 2,000 secondary age students (UED) update who belong to a Kent sponsored school. Student Ambassadors Launched in September 2017, we have Each autumn we recruit undergraduate and Celebrating best practice enrolled 20 students on the new UED. postgraduate ambassadors from across the It provides a new route into higher University to support and deliver our outreach The University’s sponsorship of schools, education and is designed for young people events and activities. This year, 120 new our dual PhD and teacher training programme who enjoy learning, but want an alternative ambassadors were recruited in addition (Graduate Secondary Teaching Scheme to the traditional educational routes such to those continuing from last year. (GSTS)), the Access to HE diplomas, our as A-level or BTEC. role in the Kent and Medway Progression Federation (KMPF) and the Higher Education All new ambassadors undergo training Access Tracker (HEAT) database all featured and complete a Disclosure and Barring in a new case study that has just been published Check (DBS) so they can work in partner Membership of the Templeman by the Office for Fair Access as part of its good secondary schools and colleges across Library for 16-18 year olds practice series. the county. Postgraduate ambassadors are recruited by academic schools and deliver We have been working closely with the The briefing can be found online: generic aspiration-raising sessions in schools Templeman Library on the launch of their www.offa.org.uk/universities-and-colleges/ and on campus (eg Stepping Up), subject new 16-18 membership, which enables young guidance/topic-briefings/topic-briefing-raising- based sessions and longer projects to people to borrow books and use many of the attainment/case-study-university-kent/ raise attainment. One example is the Quest facilities. Partner schools regularly bring their project, developed by the School of English, students to the library for research and study New curriculum framework which uses storytelling and creative writing skills sessions, and a number of the young to support literacy in schools. people have already joined the scheme. Further We have reviewed the University’s outreach details are available online at www.kent.ac.uk/ provision and, using extensive evaluation National Collaborative Outreach library/visitors/schools.html data collected over a number of years, devised Programme (NCOP) a framework that schools can use to determine Access which activities will be most effective for specific The Kent and Medway strand of NCOP The University’s Access to HE programme groups of students. The framework has been (KaMCOP) is working with up to 50 schools at Brompton Academy has 66 students presented to a number of head teachers at the in Kent and has a number of key activities studying on part-time pathways in English University’s partner schools and has been well and projects underway specifically aimed at literature, creative writing, psychology, fine art received. Elements of the framework are now KaMCOP schools and KaMCOP target students. and sociology. A second Access programme being delivered in schools and further These students have been identified as living was launched at Hartsdown Academy in development work is under way, particularly in specific target wards and having the Margate in September 2017, and this has around the subject-based curriculum. academic potential to progress to university. attracted 20 students. Projects include: More information The Access programme is a part-time course • The SUCCEED Programme : a year-long offered in the evenings and was developed to You can read more about the framework and programme on the Canterbury campus for year provide an alternative route into university study all our activities in the The Outreach 12 students. It is designed to help young people for mature learners. 14 current students have programme/Our work with Schools booklet. in Kent and Medway explore the opportunities so far applied to Kent for undergraduate and challenges offered by higher education. programmes beginning in 2017-18. It is available online at There are currently 33 participants registered www.kent.ac.uk/ on the programme. secondary/outreach/activities • What Happens Next? : an hour-long activity /our-work-with-schools.pdf designed to encourage year 9 and 10 students To find out more about the work of the to think about where their GCSE exams are Partnership Development Office, please leading them, and their post-16 choices. email [email protected] 6 University of Kent Enrolment Management Services

1 Shannon Hardy 2 Dominika Majewska 2

Staff spotlight We welcomed two new members of staff to the Recruitment team during the summer of 2017: Shannon Hardy and Dominika Majewska. They’ve had a hectic few months, but have found time in between different events in the UK and Europe to share how they’ve been getting on...

Q: What was your background prior to joining Kent? 1 2 S: I studied at Bournemouth University and have an undergraduate degree in Archaeological, Anthropological and Forensic research topics and funding with prospective or countries with a different hotel every night. Sciences and an MSc in Forensic Anthropology. postgraduates, to fielding some very intense When it is a quiet time for events it’s usually I spent a year at the University of Surrey questions from parents at parents evenings. still not that quiet as we then spend time as their UK/EU Student Recruitment Officer Something else I discovered was after a week catching up on admin in the office. before relocating back to Kent, where I am in Greece where I was attending events in four originally from. or five different cities. Trying to decipher what D: In a way, no week is the same. You do my receipts said when I got back to the UK, different events, visit different schools and D: I graduated from Royal Holloway, University when the only Greek word I know is ‘thank colleges, speak to different people each of London in 2014 with a BSc in Psychology, you’, was definitely a challenge! day. But there are some similarities between then completed a PGCE at Sussex University. events. For instance, students often ask similar In 2016, I decided to pursue my interest in D: For me it’s probably been the transition questions, and the recruitment fairs are often Psychology and completed the MSc in Research from being a student to a staff member and organised the same way. Some months, such Methods in Psychology at Kent. During my understanding how different aspects of the as October, November, March and June, are Master’s I worked as a Postgraduate university work from the staff perspective. busier than others, so I may be out most of Ambassador for the faculty of Social Sciences As a student, you often don’t think about the week. However, during half term weeks, and as a private tutor. how much work, collaboration and team and certain points throughout the year when effort goes into the running of a university. schools are busy, I have more time to catch up Q: What do you like about working at Kent? It has been a good learning experience. on emails, reports and plan my next events.

S: I love the variety of the role; always being Q: What’s been the most interesting event Q: What’s the oddest or strangest question in different places, and no day being the same. you’ve been to? you’ve been asked? Kent’s structure has similarities and differences to my previous university and it’s been great to S: The British Council Spain events in Madrid S: Sometimes a student will walk up to the stand see alternative ways of doing things. Kent has and Barcelona back in October were really and say ‘What is this?’, which always makes me a lot of great things about it, and they’re often interesting – the students had a lot of questions laugh. There are also the type of students who factors that made me want to attend university surrounding Brexit, but it was also the week of get too nervous to talk, and will just stare for myself – the opportunities available to travel the political uprising in Catalonia and this had a while and panic, or shout out one word like and get involved, as well as meeting a diverse an impact on the student’s mindset and the ‘Biology!’ and want me to guess what they range of people from all over the world. questions being asked. I also spotted turtles in are trying to say. Madrid train station – a very unexpected sight! D: I really appreciate the fact I can represent D: Hmmm…. if Sandwich is an actual place. the university I attended. I enjoyed studying D: I particularly enjoyed the fairs in Athens, here and found my MSc really interesting, so as I spoke to some fantastic students. The fairs Q: What do you like to do outside of work? I’m always enthusiastic when I’m answering were busy, and I spoke to students and parents questions from prospective students! I found throughout the whole event on both days. Also, S: I’m currently organising my wedding in great support in my tutors and lecturers, and being 15 minutes away from the Acropolis and Mauritius this year, so that is taking up my continue to receive support from my colleagues. seeing some beautiful places in warm weather weekends at the moment! Other than that, in November was not a bad experience at all! often when I have a weekend free I spend Q: What’s been your biggest work challenge? time with my family. Q: What’s a typical week like as a recruitment S: Getting home from a long 18-hour work officer? Is there such a thing?! D: I like to attend music concerts and stand-up day to go to another event early the following comedy shows. I also enjoy going to the cinema, morning! It’s also challenging when each event S: There’s definitely no such thing as a typical shopping, reading, catching up with family and is very different from the last. In a matter of days week. Some weeks I can be solely in the UK, friends and going back to Poland, which is (sometimes hours!) I could be talking to year with lots of events around the country to travel where I’m from. 11 students at a school event, then discussing to. Other weeks I can be in a few different cities www.kent.ac.uk/ems 7 News

Publishing Publications Video update New EMS staff We have recently completed the 2019 This term has seen the launch of the EMS undergraduate prospectus which has talking-head video project, where we work We’ve had a number of new staff join us undergone some changes this year. with a School a week to film videos of students since December. We’d like to extend a very It has been increased in size, allowing talking about their course and why they love warm welcome to all of you! for a cleaner, fresher layout with more white Kent. The project has got off to a great start; space and a lightened colour palette while we have worked with nine schools this term • Lindsey Banks still remaining on brand. Copies are now filming over 50 students and are now getting Applicant Day Assistant available and can also be requested from on with the editing. • Emma Bate s Despatch and Postal Services. EMS Admissions Operations Manager We’re also using this as an opportunity to • Ieva Bruzgaite We are currently working on the undergraduate capture content we can use in more general Applicant Day Assistant subject brochures needed for the summer Open videos for social media, including a ‘sum up • Roxanne Conlon Days and, building on changes that were started Kent in one word’ video spanning students Outreach Activities Co-Ordinator (NCOP) last year, the tone and design of these is also from across campus. We’re already booked • Lisa Govans being refreshed. Before Easter, work will start up for 2018, and should have worked with every Pastoral Tutor (NCOP) on the postgraduate prospectus and several School by Easter. These videos will be a great • Daniel Hatfield other publications that are needed later for recruitment asset and will be featured on Outreach Administration Assistant the summer months and the start of the relevant course pages, YouTube and social • Jenny Overy next academic year. media. Central Support Assistant (Reception) • Nayan Shah Proofreading workshops Contacts Business Analyst/Trainer

The series of proofreading workshops run Publishing Office: [email protected] by Karen Donaghay and Alison Grace in the Digital Communications: [email protected] team will restart later this year. If you have any staff who would benefit from understanding the Kent brand and housestyle, how to correctly proofread and fact check, then do get in touch to register your interest. Please contact Alison by email at [email protected] Digital Communications Scholarships & funding Several members of the Publishing Office The Scholarships Office is currently updating the University of Kent’s have been continuing to work with Information Scholarships Finder with information on scholarships for students starting Services on the KentWeb project , migrating their programmes of study in September 2018. The Scholarships Finder key areas of the website into the new design theme. We are just finishing our work on the is online at www.kent.ac.uk/scholarships/search/. ‘Pilot Schools Project’ (moving Architecture, KBS and Sports Sciences into the new theme) Undergraduate scholarships and are currently working on migrating our The Scholarships Unit has confirmed the award of scholarships to undergraduate students who seven location sites at www.kent.ac.uk/locations/ are starting their Bachelor’s degrees at the University of Kent in the 2017/18 academic year:

We are enjoying using the new design, which lets us produce high-impact pages Undergraduate scholarships Awarded to new Total number of that really showcase the University. It’s rewarding awarded 2017/2018 students starting in students in receipt to see the new website take shape and we’re September 2018 of scholarship looking forward to helping more schools and departments migrate into the new theme Kent Scholarship for Academic Excellence 669 1,474 over the coming months. Partner scholarship 61 171

Ambassador Stipend 28 56 Keep updated... For more about KentWeb project and details of what sites are being migrated Please inform us of all awards so we can ensure all potential students and applicants next, see the IS Web Development Team can easily access funding information. Email [email protected] blog. https://blogs.kent.ac.uk/webdev/ www.kent.ac.uk/english 8 8 University of Kent Enrolment Management Services

Head

2018 DATES FOR YOUR DIARY Medway Open Days • Saturday 16 June • Saturday 13 October

Canterbury Open Days • Saturday 7 July • Saturday 6 October • Saturday 13 October

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