TMS further information

Overview

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TMS provides a number of improvements for the recording and management of teaching provided by colleges and departments.  Some of these are outlined below: 

  • Combined role access: no need to switch beween roles 
  • New group structure simplifies administration of teaching and organisational and pastoral duties
  • Tutors can have multiple profiles with different units, making it easier to manage stints and reduce errors in the reporting process
  • Additional information to aid Right to Work processes
  • Notifications (system generated)  
  • Integration with database of teaching units 
  • Multi-purpose payment files 
  • Tutor Authorisation history 
  • Better visibility of undergraduate teaching 

TMS will serve both colleges and departments and replaces OxCORT. TMS is the expected platform for the management of college teaching, and for department teaching on behalf of colleges. If you use OxCORT today, you will need to use TMS from Michaelmas term 2021. 

Colleges

From MT21 all undergraduate colleges will start using TMS. OxCORT will no longer be used after August 2021, except to allow access to historic reports and data for 12 months following shutdown.

Departments

Departments can start using TMS from MT21. The decision to stop using local systems and tools, for example Minerva, will be made by individual departments based on their needs and following consultation with the project team.  Departments will need to set up their tutors and org units in TMS if they need to receive payment for college teaching (irrespective of whether that teaching is organised by the department or by the college). In addition, departments can optionally use TMS to organise their own teaching.  

Students

Students will use TMS to view their academic reports and can sign up for department teaching if their departments have chosen to adopt this functionality. 

  • Department and college offices will get access to setup data in TMS in August 2021
  • Your IC (Information custodian) will be able to give you access so if you have not heard that this is set up by MT21, please contact them for more information.  You can find out the name of your local IC from the list on the SSSC webpages 
  • Academics should get access in time for MT21, and should contact their college office or department office if this has not happened
  • OxCORT will no longer be used after August 2021, except to allow access to historic reports and data for 12 months following shutdown
  • So tutors should submit all reports for 2020-21 (and any from previous years) in OxCORT by 31 July 2021

TMS has been built with significant input and feedback from key stakeholders to ensure that the functionality meets the agreed requirements as it is built.  This includes the sprint review group,  users undertaking testing and representatives who attend the academic showcases see TMS stakeholder involvement groups (log in using your SSO).

Access and data

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TMS can be accessed via Edge, Chrome and Safari.

Information Custodians (IC)

Ahead of the TMS initial launch  ICs and deputies requiring access to TMS will be confirmed with colleges and departments by the project team and set up by SSSC (Student Systems Support Centre) in advance of go live.  Once TMS is live you should follow the established procedure within the SSSC to request IC access.

Department and college offices

Department and college offices will be set up by the relevant college or department IC as soon as possible after go live. A list of existing admin users in OxCORT can be provided on request.  In future, access to admin roles will continue to be granted by the relevant college or department IC. You can find the name of your local IC from the list on the SSSC webpages.

Departments

Departments will need to set up their tutors and org units in TMS if they need to receive payment for college teaching (irrespective of whether that teaching is organised by the department or by the college). In addition, departments can optionally use TMS to organise their own teaching.

Academic staff

Academic staff will have access to relevant functions in TMS once authorised by a department or college office to act as a teaching, organising or personal tutor.

Central roles, for example TMS Management Committee, central HR and support teams

These role holders will be agreed with TMS Management Committee and set up by SSSC.  

Students

Students will use TMS to view their academic reports and can sign up for department teaching if their departments have chosen to adopt this functionality. 

TMS will import key data from a number of source systems such as: 

SITS:Vision

Student data, including current course and year information, will be sourced from SITS:Vision.

Teaching Unit Management System

Programmes of study and related departments, subjects and teaching units will be sourced from the Teaching Unit Management System, more information about which can be found on the IT Services project website.                                                                                                                     

Dynamics

Staff details will be retrieved from Dynamics, which holds contact information for most University and college staff, including external tutors.

Some data will be migrated from OxCORT. Teaching and payments data will be prioritised to support statutory and management reporting. Migration is expected to commence in MT21. College offices will have access to TMS from August 2021 to set up other data that will not be migrated automatically for example, tutor profiles.

  • TMS supports multiple roles, so it is possible to have more than one role in the system, and you will not have to sign-out and back in to carry out tasks in a different role. 
  • More than one person  in your college or department can be assigned a specific role 
  • You can be both and organising tutor and teaching tutor within the same college 
  • An IC can have other roles but cannot assign these themselves
  • If your IC needs additional roles, for example Office or Finance, please inform the project team via tmsproject@it.ox.ac.uk and we will set them up for you
  • Postgraduate students can be authorised to teach and will be flagged as a student in their tutor authorisation
  • The only undergraduate students that can be authorised as a tutor are those in year 4 or above or any student studying graduate entry Clinical Medicine 

Yes they can. Virtual access card holders are available to authorise as tutors.

Org unit profiles represent the different roles a tutor holds for an org unit (college or department). One for each role.

Using TMS

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TMS is not a Right to Work monitoring system so these processes will not be fundamentally different to current practices related to OxCORT. However, TMS will improve the visibility of some key information about a tutor at the time they were authorised:

  • Who authorised them, when and on behalf of which organisation
  • Whether tutor is a student
  • Whether tutor classified as List A or List B 
  • You should check who authorised the RTW and when, which can be seen within TMS
  • Use your judgement to assess whether this needs updating or re-checking

Stint adjustments (Remission, Full remission or Addition) can be added up to 2 years in advance.

This could be when they are over-stint and ask for payment, or under-stint and assign external teaching to stint at a particular college.

  • Payment method is defaulted onto the payment claim to make report creation more efficient for the tutor, but the tutor can override that default on an individual report

 

  • Local rates need to added annually as it is expected that these will rise with inflation
  • They can be added in advance if you know what they should be
  • Tutors will be able to create teaching arrangements for students up to a term after the student has left the college
  • They can submit end of term reports up to a year after the student has completed their studies
  • As TMS will be used for the first time from MT21, any teaching that's taken place before that time should be created and managed in OxCORT (or whatever process or system is currently used)  and cannot be entered onto TMS

Tutors can complete reports up to a year after a student has completed their studies so might need to include recent leavers if creating a group retrospectively.

No, once an organising or pastoral student group is refreshed, access will be driven by the current list of students in the group.

  • No, it will not default to all on the tutor org profile
  • So if you set a filter on years taught within the Tutor Directory or when adding tutors to a Teaching Arrangement, you will only return tutors who have specific values set on at least one of their profiles

Support, guidance and training

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Each college and department has identified, or will identify, a TMS change partner or key contact who will help manage preparation within their college or department, supported by the project team.   These contacts will be briefed to enable them to prepare for TMS and to understand the steps required for OxCORT close down.  The project is also communicating through college and departmental committees and other groups to ensure both colleges and departments are aware of the TMS launch.

All TMS users

You will be able to access in-built Self Help guidance as you are using TMS (this is searchable and accessible). This means you won't have to stop what you are doing to access training separately but instead you can click a button in the same screen to get tips on the features you are using and continue with your task without having to switch systems. TMS manuals will be made available on the Student Systems website. We will inform all TMS change partners when these have been published online so they can inform their colleagues. ​

Departmental and college office staff

You will be able to access short videos explaining more about the system.

Information custodians

We will provide a guide so information custodians can set up TMS access for their administration colleagues. 

Contact

Project mailbox: tmsproject@it.ox.ac.uk

Education IT Programme
Location: Gibson Building
Email: edu-it@it.ox.ac.uk
Tel: 01865 (6)13437