Points Based System Task and Finish Group
Meeting 3
Friday 16th January, 2-4pm
PETER CHALK CENTRE 2.4
INVITEES:
Sara Doherty
Assistant Director Academic Services Student Experience (Chair)
International Student Adviser (Secretary)
Student Services Coordinator, INTO
Amelia Mansfield
Suzanne Aburagheb
(Apologies)
Emma Baker
Jill Bartholomew
Catriona Bell (Apologies)
Sandy Day
Bernice James
Laura Johns
Andrew Johnson
Sue Lawrie
Sue Milward
Nicola Padget
Roz Pardee
Rachel Wall (Apologies)
Head of Projects
Head of Student Services & Systems INTO
Administrative Officer, Cornwall Campus
Administrative Officer Registry
Application & Operations Manager Admissions
Students Guild Deputy President
Personnel Policies Manager
International Student Support Officer
Head of Integration and Web Services
Head of International Recruitment
Student Services Manager, Business School
Personnel Officer
AGENDA
1
Apologies/introduction
SDo
2
PBS update
AM
3
Tier 2 and 5 updates – operation of sponsor management
system, developments in Tier 5
AJ
4
Tier 4 registration
a. Named officers
b. CAS quota – report from NP
c. Registration date
5
Preparation for inspection
a. Record-keeping systems – report from SDa on
Registry’s plans
b. Monitoring systems – report from SM
6
Attendance monitoring – report from school managers
AM
7
Offer letters/CAS – draft letters for university/INTO, possible
resource implications
NP/BJ
8
INTO preparations – central admissions and IT
JB
9
Internal/external communications
10
Any other business/date of next meeting
Minutes
1
Apologies/introduction
Minutes of last meeting approved, action points covered by agenda.
2
PBS update
AM reported that there had been no official statements since last meeting. Multiple CAS
looked set to go ahead, as did batch uploading of data to SMS although time frame for the
latter not set. From March, visas will be linked to Exeter and all required documents must be
submitted for entry clearance application as appeals will be replaced by administrative
review.
3
Tier 2 and 5 updates
AJ gave details of Tier 2 go-live on 27 November. Reported that SMS was straightforward
but time-consuming to use with very little advance information given. Payment could be
made on credit card but no provision for internal (BACS etc) payment for certificates.
Personnel had not yet been able to add additional users to the system despite making their
request in December. Prospective employees had found the UKBA website difficult to
navigate and understand.
UKBA had agreed that sponsored researchers would come under the ‘governmentsponsored exchange’ branch of Tier 5 and that institutions would be allowed to register
individually for this sub-tier. AJ confirmed that Exeter is currently registered under a different
category of Tier 5 and will have to register again for this new category. Institutions must be
registered under Tier 4 first. AJ stated that the Home Office estimate is 6 weeks for Tier 5
approval.
AJ felt that Personnel was well-covered in case of Tier 2 inspection, but concerned that right
to work checks might not always be carried out for casual staff.
Actions:
AJ to register for Tier 5 – Government-sponsored exchange (after Tier 4 registration)
AJ to ensure that right to work checks are always carried out
4
Tier 4 registration
Named officers: SD reported that there had been internal discussion regarding the original
choice for PBS key personnel under Tier 4. AM polled 94 group and competitor universities
on their selection, and based on that feedback it was agreed that the Registrar would act as
Authorising Officer and SD as Key Contact. Named Level 1 user was not officially agreed,
but it was felt that BJ would be a good choice as she already oversees the department
(Admissions) that would make the most use of the SMS. BJ did query whether she would be
expected to oversee INTO admissions as well. It was thought that two other Level 1 users
might need to be nominated post-registration, one to oversee INTO admissions and one to
oversee reporting/record-keeping.
CAS quota: NP had prepared an estimate of possible CAS numbers for our quota. She
suggested 4000 as a total figure, with nearly 2000 of those INTO students.
We are waiting to hear from PCMD as to whether they will register with Plymouth or Exeter
Actions:
Agree Level 1 user
SD and AM to register for Tier 4 on 30 January 2009
2
5
Preparation for inspection
Record-keeping systems: SDa reported that good progress was being made towards
complying with PBS record-keeping regulations. Although addresses are currently set to
overwite in SITS, it should be possible to adjust so that addresses are archived instead.
Registry could be prompted when an address was changed, but it was not currently possible
to filter only international students.
SM mentioned that SITS is producing a PBS module. Meant to be available and ready to
collect data by March 2009, although the group expressed scepticism as to whether it would
actually be ready by this date as so little information about requirements was currently
certain. EB estimated that purchase of the module would cost about £10000 including
support.
The responsibility and resource for additional administrative duties associated with PBS will
need to be explored.
NP was concerned that a lack of interface between Exeter and INTO IT might be a problem
if inspected. An effective interface between INTO & University SITS is critical to achieve
accurate sharing of applicant (and enrolled student) data on a real time basis. This is
important for monitoring of INTO processes in respect of Admissions & Enrolment and would
be necessary in order to introduce streamlined processes such as integrated offers for presessional., which would in turn increase customer service and reduce the number of visa
renewals. Failure to achieve such an interface by June 09 is noted in the University's risk
register.
Monitoring systems: SM agreed to prepare proposal on current attendance monitoring
technology already available within the University
Actions:
SDa to continue to work on SITS preparation for record-keeping
Investigate PBS module
SM to prepare attendance-monitoring proposal
6
Attendance monitoring
AM talked to her report on PBS attendance monitoring feedback in schools. As only five
schools had responded, it was felt that an urgent outreach programme was required.
Schools that did respond seemed willing to work towards complying with the regulations, but
needed further clarification. A centralised IT system was tentatively supported, but further
information was required in order for schools to make a decision.
Actions:
SD and AM to organise meetings with all school managers to decide contact points and
present IT proposal (see 5)
7
Offer letters/CAS
NP reported that UKBA seemed to be still uncertain about required data for ‘visa letters’.
Information for students recently released on the UKBA website contradicts information
given to the sector and institutions have been told by UUK to ignore this information until
further discussion has taken place.
BJ and NP had drafted new visa letters but with guidelines so unclear this was necessarily at
a standstill while awaiting further clarification. Although this did not currently affect the
majority of Exeter students who will not require a visa letter until a few months after Tier 4
goes live, concern was expressed about INTO’s April intake. NP also highlighted that
3
INTO/Exeter were looking at ways to combine INTO and university courses to reduce need
for renewals.
Questions were also raised about students on study abroad and industrial placements. AM
felt that we would not be required to monitor students on study abroad as they would not be
subject to UK immigration control whilst outside the UK. The Home Office might have to be
notified, however, that a student was on study abroad and so not currently being monitored.
Industrial placements were more of an issue as students would still be in the UK and Exeter
would continue to be responsible. AM thought that we would be expected to either keep
contact with the student ourselves, or have the employer monitor the student’s attendance
and report back to us on a regular basis, but this had not been confirmed.
A bid for funding will need to be submitted. It should include staff resources for Admissions
and Registry, funding for CAS numbers and an estimated cost for the SITS PBS module.
Actions:
NP/BJ to finalise visa letters once guidelines more clear
SD to prepare and submit funding bid
8
INTO
Meeting to be held on 19 January between INTO centres/partner universities and Brighton
central admissions. NP and JB to attend.
INTO/Exeter student records interfacing meeting was held earlier this month. Data to be
transferred was agreed, although SDa has been asked present required data again to a later
meeting on 27 January. Pilot to be held, but funding is not agreed and may not be approved
for some time.
Actions:
NP/JB to report on INTO/partner universities meeting
9
Internal/external communications
All agreed that this was a priority as staff and students needed to be made aware of the
changes. AJ reported that Personnel had updated their documentation and website to reflect
Tier 2/5 changes and felt that they were fairly well-covered from an international staff
perspective.
Actions:
AM to update international students’ pages that all areas of the University can link into
SD and AM to tour schools (see 6)
AM to contribute PBS updates to agents’ newsletter and provide wording for applicants’
website
10
AOB/Next meeting
Suggested date: Week commencing 9 or 16 February
4