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Online registration: new e-space for students at the University of Nantes

Published on October 15, 2019 by Clémentine - Updated on December 22, 2020

After having collaborated with Kosmos for setting up the course offering on its website, the University of Nantes continues its partnership with the Kosmos team by entrusting it with creating a new service: online registration.

With Kosmos Solutioning, Kosmos has assisted the University of Nantes at all stages of this ambitious project, from the definition of needs up to installation and its monitoring with a high level of service and security. At the beginning of the school year, more than 20,000 online registrations were validated on 25,000 student folders uploaded.


Capitalising on student registrations for the new school year: a major challenge for the University

The main goal of the University of Nantes was to finalise the maximum number of registrations as of the end of the summer. The service put in place must therefore simplify the registration process for the students, but also the management of validation of registration folders for the school deparments.

 


Together, the teams from the University of Nantes and Kosmos had to design and develop for the online registration service to become a reality. They based their work on user workshops with schooling administrators so as to develop a solution which most closely matched the needs of the student and the school departments. This collaborative approach allowed Kosmos Solutioning and the Digital Information System Department (DSIN) of the University of Nantes, to propose a solution optimising the registration process: automation, reliable data recovery, integration of Parcoursup data, interface with a secure banking service, connection to the CROUS service [Student housing and catering service], etc. The DSIN thus installed the interfaces used by the Kosmos teams for communicating with the University’s IS.
Because of their professional knowledge and their technical and operational expertise, the Kosmos Solutioning teams, co-designing and co-developing with the University of Nantes, were able to offer an efficient, robust e-service, performing with a high level of quality in an extremely tight schedule of 10 months. The University of Nantes now has an innovative service allowing it to establish and continue to promote its brand image.

An e-service simplifying the process of student registration and validation of their folders by the schooling service.

For the student, online registration is done easily and quickly from a computer or their smartphone. Initially, they do their administrative registration which includes uploading supporting documents depending on their curriculum (identity documents, diploma certificates, etc.). They then pay online via a secure platform. The amount of the school fees for a student with a grant integrates directly into the registration fees exemption after interrogation in real-time of the CROUS internet service. Lastly, they perform their educational registration (choice of options). Depending on the student’s situation, the folder is validated directly or sent for examination to the schooling service.




For the schooling service, the follow-up of registration folders is also easier and quicker. From the dedicated space, the personnel have a dashboard presenting the folders to validate, in the course of treatment and those already treated. They have access to all the information in the folder and can check the supporting documents supplied. If the folder is complete, the application automatically sends an e-mail to the student confirming the validation of their registration. If there are missing or non-compliant supporting documents, the application informs the student about the refused documents to allow them to update them (the instructor can also specify why the document was refused). The application also allows manual payments to be made. The student just has to fill-in their folder with the schooling service and to make the payment there.



In less than 10 months, Kosmos was able to propose a solution adapted to the University of Nantes’s process and operational for the opening of 2019 registrations.

Concerned by the quality of service offered to the user, the University of Nantes, with its tailored, innovative e-service has supplemented its offer of dematerialised procedures.