Introduction to the Quercus Lifecycle Modules<>

The modules

Background

This section summarises the various Lifecyclemodules which are currently available in Quercus. It describes the purpose of each module

List of the Lifecyclemodules

Recruitment

Browse Course

Enquiries

Apply Online

Admissions FastTrack

Enrolment

Accept Offer

Book and Pay

Organisation Booking

Engagement

Confirm a Place

Build Curriculum

Plan Curriculum

Recruitment

Browse Course

Browse Course allows a service administrator to make course curriculum details available for review by visitors to the course’s landing page in the college’s web portal. The course details are provided as an XML feed which can be interrogated and transformed as required. The Browse Course option lets you specify which courses will be included in the feed.

Courses included in the Browse Course option can also be included in the Apply Online service (below). So, if a student likes what she sees, application is only a click away.

Enquiries

Allows visitors to the course’s landing page in the college’s web portal to enquire about the course. The visitor can request a prospectus or submit a text request for information.

Apply Online

Apply Online allows potential students to apply directly for courses. The courses available are controlled by the service administrator — new courses can be online in minutes.

After an application has been received it can be automatically passed to the Admissions module where it can be evaluated and an appropriate response can be made. The Admissions module allows you to process applications received from the Apply Online module alongside applications from an external admissions service such as UCAS.

If you do not need all of the options provided by the Admissions module you can use Apply Online to create an offer. If this is the case you set up multiple offer-templates (e.g. English Literature Conditional, Maths Unconditional) and link Apply Online with the Accept Offer module rather than with the Admissions module. Then, after the offer has been emailed to the student, he can accept or decline the offer through the Accept Offer module.

» For more information see the Apply Online Implementation Guide.

Admissions FastTrack

Admissions FastTrack allows you to process applications received from external admissions services, such as UCAS and from direct applicants who have applied through the Apply Online module. The applications in Admissions FastTrack flow in automatically from these sources — you do not have to key in the application details.

The Admissions FastTrack workflow is set up for the fast, easy processing of both UCAS and direct applications. The various processing stages are clearly presented with all of the data associated with a specific application accessible with just one or two mouse clicks.

You can easily review all information connected with a particular application — such as subject choices, education details, interview dates, personal statements etc. If the candidate is suitable you can create an offer and it will be automatically emailed to the applicant. After the applicant has received the offer she can accept or decline through the Accept Offer module.

Enrolment

Accept Offer

The Accept Offer module allows applicants who have received an offer through the Apply Online service (see above) or the Admissions FastTrack service to respond to the offer and, optionally, to pay the course fees.

Book and Pay

The Book and Pay module allows potential students to self-register for courses and to pay for the courses.

Book and Pay differs from Apply Online as there is no evaluation of the application and no associated ‘offer’ of a place. Once the student has booked the course and paid for it, he is then registered.

Book and Pay would typically be used for courses open to anyone on a first-come, first-served basis — such as evening classes or refresher courses. It offers a simpler version of the functionality found in the combination of Apply Online and Accept Offer.

Organisation Booking

The Organisation Booking module makes it easy for your commercial and academic partner organisations to book and pay for courses provided by your college. It combines speed and flexibility with the ability to manage the myriad details associated with every course. Students can self-register and self-pay or they can be registered and their fees paid for by the sponsoring organisation.

It allows you to blend tailored modules, one-off courses and on‑demand training sessions with traditional academic programmes to create custom programmes for partner organisations. It also allows for the typical uncertainties about attendee numbers and attendee details normal for these kind of courses (‘We think we’ll need about twenty places … We won’t know until Friday who’s coming along … ‘). Organisation booking is a must-have module if you are developing tailored learning programmes in collaboration with extrenal partners and these programmes do not fit comfortably with the traditional academic structures of the college.

Engagement

Confirm Place

Place provides an online service which allows students to confirm that they will be taking their place on a course during the forthcoming academic year. It also allows them, where applicable, to update personal information (such as term-time address) and build their curriculum (using the Build Curriculum service described below).

Confirm Place is a service for students who are already registered with your institution. It is not a ‘public-facing’ service.

Note that the student application and registration process is not handled by Confirm Place.

» For more information see the Confirm Place Implementation Guide.

Build Curriculum

The Build Curriculum service allows students to choose which course modules they will take. The service is for students registered on a course with optional modules.

When a student uses the service she will be presented with a list of modules associated with the course. The student can then build a curriculum by choosing modules.

» For more information see the Build Curriculum Implementation Guide.

Planned Curriculum

The Planned Curriculum service allows registered students to plan which courses they will take in the future. It is normally used by students in the spring term to select the options they will take in the next academic year.

The service has two main purposes:

It allows students to pre-book a place on a course with a limited number of places and have a reasonable expectation that the booking will be honoured (this assumes you are using quotas).

It allows you to get an indication of the relative popularity of courses ahead of time so that you can increase capacity on popular courses and revise or drop unpopular ones.

To students, the service appears very similar to the Build Curriculum service. You are presented with a screen showing the available options for the next year of your course, and asked to pick which of the options you want to take. These choices may be binding or you may be able to change them later, depending on the rules for the course.

When you move into the next year of your course you may be asked to confirm the choices you made using Planned Curriculum. You can do this using the Build Curriculum or the Confirm Place service. The choices you made using Planned Curriculum can feed through to either of these services. You can then confirm or modify your earlier choices.

» For more information see the Planned Curriculum Implementation Guide.