Our Systems and Processes
Student Administration
Basically the "start" and "end" point of our processes, the staff in Student Administration manage our student's records from enrolment to graduation. They administer examinations, ensure that student information is accurately entered from their enrolment forms, issue transcripts and testamurs, assist in handling and processing enrolment applications, handle student payments during the enrolment period, and work with teaching sections, customer service and Operations Managers to plan and organise the enrolment period. In addition they provide an over-the-counter service to students such as the issuing of TAFECARDS, transport concession forms, recognition of prior learning forms and handling requests for credit transfer.
Interview with Alan Player, Manager Student Administration, Ultimo College
CLAMS
CLAMS is the name given to the electronic results and rollbook system in use at Sydney Institute. It enables teaching sections to organise their students into classes, enrol them in the units of competency they need to complete their courses of study, monitor student attendances and record their results. At the end of each semester the results entered in CLAMS are locked by the teacher and approved by the Head Teacher. They then go to form part of each student's permanent record on SIS (The Student Information System) which in turn generates their transcripts, certificates and diplomas.
For more detailed information on CLAMS see the Getting Started on CLAMS section in the Induction areas on the navigation sidebar.
For help and assistance with CLAMS, you can access the online help section from the CLAMS main menu, or ring your local CLAMS support person at your College.
Promotions and Communication
The Promotions and Communication Unit is responsible for developing and monitoring all Institute promotion and publicity - from promoting the Institute through its new branding and through Institute Award nights and showcases, to assisting teaching sections to develop their course leaflets and brochures. You can see the evidence of their work in customer service centres, through various Institute publications and course guides, and on the Institute and College websites. For more information click on the link below which takes you to the relevant pages of SydNet:
Quality Management
Sydney Institute is committed to delivering the highest quality of training and education, via a process of continuous improvement. The quality management team also assist and advise the Institute in maintaining its compliance with AQTF standards, in retaining its ISO Certification, and preparing the Institute and its teaching sections for the audits which are an important aspect of the current VET environment.
Planning and Performance
The Planning and Performance Unit provides advice and analysis of data and statistics to help the Institute monitor its performance. The Unit coordinates reporting against the Business Plan and provides advice to Colleges, Clusters and Business Teams to help the Institute set appropriate targets for delivery in the different RAM codes. The Unit utilises a number of data systems and provides monthly breakdowns of performance indicators which are used by Colleges and teaching sections to track their performance against local targets.
Workforce Development
The Workforce Development unit coordinates the Institute's professional development activities through its Learning and Innovation team, which plans and delivers a comprehensive programme of activities covering all aspects of teaching and learning and the wider VET sector. The Workforce Development Unit plays a crucial role in ensuring that Sydney Institute retains and builds a highly skilled and flexible workforce. For more information see the link to SydNet below, and see also the page on My Ongoing Professional Development (follow the link or look under My First Term in the navigation sidebar) .
Teacher Program Diary
The Teacher Program Diary is a web based system replacing the Establishment Control system. Both systems were designed to cater for the fact that the hours and durations of TAFE courses are very different to the pattern existing in schools, requiring in some cases very wide variations in patterns of attendance for staff. TPD records each teacher's contact hours, additional duties, absences and teacher replacements, and the hours entered determine the salaries paid to teaching staff. Every full time and part time teacher submits a teaching program which must be approved by the Head Teacher. For more detailed information see the page on Teacher Program Diary, in the Induction sections of the navigation sidebar.
SydNet
SydNet is Sydney Institute’s Intranet – a one-stop-shop for staff to access systems, information and corporate information. It is also the primary channel for internal communications.
You need to become familiar with SydNet to access:
- PaCK (Policies and Corporate Knowledge) - the repository on SydNet that holds all the current policies, procedures, web links and other Institute-wide documents of importance to staff
- News about the Institute and its current focus
- Tools and systems to do your job
