Welcome to the Enrolments Office
The Enrolments Office is responsible for the coordination of enrolment and related business procedures, the maintenance of student records in the student administration systems and the management of student files. We work closely with staff in Student Administrative Services, the University Contact Centre, the International Student Centre, and the faculties and schools.
Our key responsibilities include:
- Coordination of enrolment for commencing and continuing students
- Coordination of the /enrol website
- Management of Welcome Letters to students
- Management of student records in Peoplesoft
- Student files and TRIM
Coordination of enrolment for commencing and continuing students
We are responsible for developing the online enrolment schedule and coordinating the support activities required for the key enrolment periods. We also maintain the enrolment business procedures and provide accurate and timely information about enrolment to staff and students. Information about enrolment and online open times can be viewed at the /enrol website.
Coordination of the /enrol website
This website is the gateway for all enrolment information for students. It provides comprehensive 'how' and 'when' information for students and links to faculty and school websites that are relevant to the enrolment process. We update the site prior to the main enrolment periods and ask that faculty and school staff ensure their information is updated by 1 December each year.
/enrol website
Management of Welcome Letters for new students
A Welcome Letter is posted to all students commencing at the university. The letter contains information about key university services and informs students of their username and password. The Welcome Letter process commences in mid-January, at the time of the first SATAC offer round, and is then run regularly throughout the year (daily during busy periods) to ensure students receive their username details in a timely manner.
Management of student records in PeopleSoft
The Enrolments Office is responsible for the update and maintenance of student records in PeopleSoft, in particular when errors are identified that are unable to be resolved by faculty or school staff. We process all variations to enrolment after census, changes to student names, and run the Unsatisfactory Academic Progress. We play a key role with data validation and updates in relation to DEEWR reporting.
Enrolments forms
Enrolment business procedures and user guides
Student files and TRIM
The Enrolments Office is the business owner of hard copy and electronic student files.
Hard Copy Files
Hard copy student files are managed at North Terrace and Thebarton campuses. Paper files for students are only created as required, when paper records that cannot be scanned electronically are submitted to the Enrolments Office. We manage requests for access to student files, which are distributed via the internal mail service. Files should be returned to the Enrolments Office within 4 weeks wherever possible.
Hard copy files are retained for 7 years from the date of last action and once identified for disposal, files are destroyed by confidential waste methods and the record annotated accordingly in TRIM.
Electronic Files
A virtual (electronic) student file is created in the University's Electronic Document and Records Management System (EDRMS) in TRIM for currently enrolled students. Correspondence will be scanned to the electronic file in most cases. Please note that access to Student Files is currently restricted so if you require access, please submit a TRIM Security Amendment Form to the Records Management Office: https://www.adelaide.edu.au/records/rmo/forms/security_group_amendment_form_template.doc
TRIM is the software used by the University to record and track the location and current status of student files. Staff with a TRIM licence can request files online. If you require a TRIM licence or training, please contact Corporate Information:
https://www.adelaide.edu.au/records/rmo/forms/
TRIM Managing Student Files Guidelines and Business Rules
Please find instructions on managing student files in the 'TRIM Guidelines for Managing Student Files' available at: https://www.adelaide.edu.au/records/trim/manuals. Login then find document under 'User Manuals'.
Also available at this site, are the business rules based on University standards and procedures. The rules are to ensure that information recorded in TRIM meets record keeping standards and legislative compliance under the State Records Act 1997. Data entry standards underpin the efficiency and authenticity of the University's corporate memory and ensure information is captured in TRIM in a uniform manner.
