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<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Dear Colleagues<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway">The new Thesis Management on SUNStudent Academia will go live on 5<sup>th</sup> August. This is another milestone in the university’s journey to move all the critical student administration
functionality on one software solution.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway">The SUNStudent project team worked with the university representative, Paulette Talliard (Product Owner) to prepare this functionality for the relevant users.
<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The Thesis Management functionality has replaced the Staff portal, Thesis/Dissertation Nomination, Thesis Submission, as well as the SUNeTD system. As with any system, there
is always room for improvement, however, these two separate systems now work as one, and with simplified functionalities. As with the previous system, Thesis Management is a functional platform for Masters and Doctoral students eligible for graduation<o:p></o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">What to expect?<o:p></o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Role</span></b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">:
<b>Supervisors/Promotors, postgraduate staff</b><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The Thesis Management function allows users to see ALL nominations s/he, they have completed within their default faculty, and need be, other faculties. As with the previous
systems, the <b>Three Step Process</b> of: 1) the <b>Nomination</b> of a student; 2) the
<b>Submission</b> of a document(s); and 3) the <b>Approve/Reject</b> processes, will remain the same.
<o:p></o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Accessibility</span></b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Due to the sensitive nature of security around the upload of documents, it is pertinent that the University formally track access and authorities of staff members involved in
this process. Only SU Staff will be able to use this functionality and only within their default faculty. Should a user need to perform this function in another faculty, they can request access for the other faculty. External users and students will therefore
not be given access to the system. <o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Requesting Access to SUNStudent</span></b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Access will only be granted to SU staff and with the approval of their line manager.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Your access can be provisioned by following these steps:<o:p></o:p></span></p>
<ol style="margin-top:0cm" start="1" type="1">
<li class="MsoNormal" style="mso-list:l4 level1 lfo3"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Please access the SUNStudent Service Desk
</span><span style="font-size:9.0pt;font-family:Raleway"><a href="https://servicedesk.sun.ac.za/jira/plugins/servlet/theme/portal/29"><span lang="EN-US">here</span></a><u><o:p></o:p></u></span></li><li class="MsoNormal" style="mso-list:l4 level1 lfo3"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The tile marked “user access management” is the section that allows users to complete their user role access request</span><span style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></li></ol>
<p class="MsoNormal" style="margin-left:36.0pt"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Any user requesting access must get their line manager’s approval for the request to be processed.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">It is advisable to discuss the role with Paulette Talliard to make the role request clear for the service team.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Changes in the process<o:p></o:p></span></b></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The Thesis Management function will remain open through the year.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">It is
<b>compulsory</b> that all master’s and doctoral students complete this process to graduation.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span style="font-size:9.0pt;font-family:Raleway">Students will not be uploading any documents; this will be the responsibility of the nominator.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The process of nomination, submission and approval/rejection will take place on the same screen/programme.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The manual input of the student number will give a dropdown box of ALL postgraduate students within the faculty, ensure you ‘pick’ the correct
student from the dropdown box.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The manual input of the supervisor/promotor staff number will give a dropdown box of ALL supervisors/promotors within the faculty, ensure you
‘pick’ the correct supervisor/promotor from the dropdown box.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Incorrect uploading of document(s) cannot be replaced after the submission process, so the process of nomination needs to be cancelled.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span style="font-size:9.0pt;font-family:Raleway">Only a cumulative maximum of 250 MB can be uploaded per student. Exceeding this threshold requires the user to send an email to
</span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><a href="mailto:scholar@sun.ac.za"><span lang="EN-ZA">scholar@sun.ac.za</span></a>
</span><span style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Uploaded documents will remail visible to the staff member who did the nomination.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The discretion and security of uploaded documents remain with the department.
<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Thesis management will be ‘wiped’ clean after each graduation period.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The
<b>embargo</b> period only goes up to three years. For extensions or moving from embargo to open access and vise verse, an email must be sent to
</span><span style="font-size:9.0pt;font-family:Raleway"><a href="mailto:scholar@sun.ac.za"><span lang="EN-US">scholar@sun.ac.za</span></a></span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"> for manual changes. These changes will not reflect
on Thesis Management.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">What remains<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The recommendations and look-and-feel of the thesis document remain the same. Such as the new SU title page, declaration page(s), abstract(s) and type setting. See the library
help page, </span><span style="font-size:9.0pt;font-family:Raleway"><a href="https://eur03.safelinks.protection.outlook.com/?url=http%3A%2F%2Flibrary.sun.ac.za%2Fen-za%2FHelp%2FPages%2Fonline-thesis-submission.aspx&data=05%7C02%7C%7C020229a63a134a56766408dcb470347f%7Ca6fa3b030a3c42588433a120dffcd348%7C0%7C0%7C638583641208423811%7CUnknown%7CTWFpbGZsb3d8eyJWIjoiMC4wLjAwMDAiLCJQIjoiV2luMzIiLCJBTiI6Ik1haWwiLCJXVCI6Mn0%3D%7C0%7C%7C%7C&sdata=Vy8Pd3D8jg7vnDZVUeFKmGh%2FroX13ek8nV2oC8k7izc%3D&reserved=0" originalsrc="http://library.sun.ac.za/en-za/Help/Pages/online-thesis-submission.aspx" shash="BdRJ46Sa2LwgRP4zi5g2jN4nWET7LmBEy2m/Te+2KG7eDizTyW3mdCb/Ld7Rgco68I9/Npq+0CmIdPozeSredWJoIf9stL8FKJcyjdUu+mLSFzzkr3ZU1t0grKOwaqRMx4U9WFEfqN5Oouc20HL2kphjD/AnNF/z9RmRWoYX010="><b><span lang="EN-US">Thesis/Dissertation
submission</span></b></a></span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"> for templates.<o:p></o:p></span></p>
<span lang="EN-US" style="font-size:9.0pt;font-family:Raleway;mso-fareast-language:EN-US"><br clear="all" style="page-break-before:always">
</span>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Training manuals<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The training manuals are available in the
</span><span style="font-size:9.0pt;font-family:Raleway;mso-ligatures:none"><img border="0" width="213" height="28" style="width:2.2222in;height:.2916in" id="Picture_x0020_7" src="cid:image002.png@01DAE500.FD0EB090"></span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"> in
production.<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">When you access SUNStudent main page after login you will see the ‘SUNStudent Learning Library’ on the bottom bar.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway;mso-ligatures:none"><img border="0" width="602" height="293" style="width:6.2708in;height:3.0486in" id="Picture_x0020_6" src="cid:image003.png@01DAE500.FD0EB090" alt="A screen shot of a computer
Description automatically generated"></span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway">Click on the ‘SUNStudent Learning Library’ then expand the user guides per capabilities and select the ‘Thesis Management – Admin user guide’.<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway;mso-ligatures:none"><img border="0" width="459" height="381" style="width:4.7847in;height:3.9722in" id="Picture_x0020_5" src="cid:image004.png@01DAE500.FD0EB090"></span><span style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Post-go-live support<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Thesis management enters a
<b><i>Post Go live (PGL)</i></b> Phase for 30 days after the scheduled Go Live or deployment to production
<o:p></o:p></span></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"> <o:p></o:p></span></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">What happens during the 30-day
<i>Post Go live (PGL)</i></span></b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">
<b>Period?<o:p></o:p></b></span></p>
<ul style="margin-top:0cm" type="disc">
<li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Two stand up PGL meetings is held every week for Product Owners (PO’s) and involved project team members for capabilities which have just gone
live<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">A specialised dashboard summarises the key issues experienced and the progress to resolve these<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">The project works with the product owners to resolve defects that were carried over from the project-phase.<o:p></o:p></span></li><li class="MsoNormal" style="mso-list:l0 level1 lfo6"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">We assist with escalation of urgent issues to Serosoft.<o:p></o:p></span></li></ul>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></b></p>
<p class="MsoNormal"><b><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">Contact<o:p></o:p></span></b></p>
<p class="MsoNormal"><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway">For any assistance or queries please contact
</span><span style="font-size:9.0pt;font-family:Raleway"><a href="mailto:scholar@sun.ac.za"><span lang="EN-US">scholar@sun.ac.za</span></a><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway">Kind regards<o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway">The SUNStudent Project Team</span><span lang="EN-US" style="font-size:9.0pt;font-family:Raleway"><o:p></o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
<p class="MsoNormal"><span style="font-size:9.0pt;font-family:Raleway"><o:p> </o:p></span></p>
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