Academic Management Service

Head of Division: Carmen Romero-Hombrebueno Plaza

Email: mc.romero@ua.es

Telephone: 965903400 Ext. 2844

Location: 0028PB026

Duties

• Setting general criteria with a view to studies management and compliance with regulations, together with the administrative units concerned (centres, departments, services or others).
• Updating academic and economic management regulations, also with regard to the UA academic management program (Universitas XXI-Académico / UXXI-AC). Monitoring enforcement of regulations.
• Centrally managing all upgrades and new functionality implemented on Universitas XXI-Académico, in coordination with UA centres and the IT Service.
• Coordinating UXXI-AC updates (installation of versions), with the IT Service and all other services and offices in charge of any of the UXXI-AC modules.
• Centrally managing those UXXI-AC modules that fall within the Division’s areas of competence.
• Coordinating procedures in which several units within the Division are involved.
• Ensuring that all units within the Division comply with the relevant objectives.
• Training and helping users in its area of competence. Assessing and solving problems.
• Producing manuals in its area of competence.
• Setting up work procedures and managing their approval by the Technical Office for Quality Assurance in its area of competence.
• Maintaining the division’s website.
• Managing incidents with the Spanish University Cooperation Office in its area of competence.
• Coordinating data exploitation in its area of competence in lists, reports, web pages, etc.

Head of Division: Javier Mut Botella

Email: javier.mut@ua.es

Telephone: 965903400 Ext. 2318

Location: 0028PB026

Location: 0028PB092

Head of administration: Sonia Blasco Ramos

Email: sonia.blasco@ua.es

Telephone: 965903400 Ext. 2932

Duties

• Managing notices posted on UACloud and addressed to all students.
• Managing academic records on Universitas XXI:
  • Supervising and ensuring data consistency.
  • Coordinating massive creations of academic records of pre-registered first-year students, together with the IT Service.
  • Coordinating massive creations of academic records in UA degrees that have their own pre-registration procedures, together with the IT Service and the units in charge of said pre-registration procedures (centres, Doctoral School, departments, Lifelong Learning Programme, Education Science Institute, UA Language Centre, Mobility Office, Languages Service, etc.).
  • Coordinating and managing massive removal procedures (data cleansing).
  • Locking academic records: updating tables containing information on causes and consequences and managing record locking.
• Managing record transfer on Universitas XXI: setting data input criteria.
• Managing mark records on UXXI-AC:
  • Maintaining examination session systems.
  • Maintaining grading systems.
  • Maintaining grade types.
  • Coordinating the processes that take place when examination sessions are opened or closed.
  • Coordinating processes to notify lecturers that there are mark records to be signed.
  • Centrally managing all data changes for lecturers who must fill in mark records, if such changes occur once records are open.
  • Maintaining the module allowing users to complete mark records online.
  • Maintaining the module allowing users to request mark records to be modified.
  • Coordinating the electronic signing of mark records and the relation between this application and Universitas XXI, together with the IT Service.
• Undertaking economic management tasks on UXXI-AC:
  • Managing the account for fee payments by bank transfer. Managing transfers to the UA general fee account and reconciliation of receipts paid in this way.
  • Paying compulsory and optional student insurance.
  • Reporting on fees unpaid by large families to the Ministry of Education and Science and the Valencia Region Government. Checking data and coordinating audits.
• Training and helping users in its relevant area of competence. Assessing and solving problems.
• Producing manuals in its area of competence.
• Setting up work procedures and managing their approval by the Technical Office for Quality Assurance in its area of competence.
• Maintaining the office’s website.
• Managing incidents with the Spanish University Cooperation Office in its area of competence.
• Coordinating data exploitation in its area of competence in lists, reports, web pages, etc.

Location: 0028PB092

Head of administration: Geli López Gómez

Email: ma.lopez@ua.es

Telephone: 965903400 Ext. 2932

Duties

• Managing user registration and deregistration on Universitas XXI-Académico.
• Managing Universitas XXI-AC login profiles.
• Managing annual course offers on Universitas XXI: updating tables of courses offered each academic year.
• Managing Universitas XXI-AC’s Teaching Resources module:
  • Updating tables containing information on departments, areas of knowledge and relationships between departments and areas.
  • Updating tables indicating the number of hours assigned to each course
  • Coordinating the processes for entering data concerning course planning, together with UA departments and the Office of the Vice President for Academic and Faculty Affairs.
  • Updating tables containing information on activity type, activities by course and joint activities.
  • Managing registration of non-UA lecturers on UXXI-AC.
• Managing data concerning financial years on Universitas XXI:
  • Copying data from the previous financial year: setting data copy criteria with UA centres. Managing processes to copy data concerning a financial year and academic year opening.
• Managing data synchronisation processes between staff management software (UXXI-RRHH) and academic management software (UXXI-AC). Coordinating data copy processes between both applications.
• Coordinating UA centres during holiday periods: appointment slots, examination sessions, coordination of tasks to be performed by these units and activation on Universitas XXI.
• Managing documentation on Universitas XXI-AC:
  • Coordinating document input processes on UXXI. Updating document types and registration procedures that can be performed by units.
  • Coordinating interoperability processes.
• Coordinating centralised processes to apply the regulations on continuation of official studies, with the IT Service and UA centres.
• Managing Universitas XXI’s Timetables module:
  • Updating academic and work calendars.
  • Coordinating data input processes.
• Managing the UAProject application:
  • Being in charge of centralised administration.
  • Coordinating the application’s functionality, together with the IT Service and the application’s developers.
  • Coordinating data transfer processes between UAProject and Universitas XXI.
  • Managing login profiles.
• Managing the RAPI application:
  • Being in charge of centralised administration.
  • Coordinating the application’s functionality, together with the Doctoral School.
  • Setting up the application’s layout and content. Updating tag, property and error files.
  • Managing login profiles. Setting up procedures and actions to be completed by each profile.
• Training and helping users in its area of competence. Assessing and solving problems.
• Producing manuals in its area of competence.
• Setting up work procedures and managing their approval by the Technical Office for Quality Assurance in its area of competence.
• Maintaining the office’s website.
• Managing incidents with the Spanish University Cooperation Office in its area of competence.
• Coordinating data exploitation in its area of competence in lists, reports, web pages, etc.

Location:

Head of administration: Elena Arroyo Esteva

Email: elena.arroyo@ua.es

Telephone: 965909839

Location: 0028PB092

Head of administration: Amparo Penalva Verdú

Email: amparo.penalva@ua.es

Telephone: 965903400 Ext. 2719

Duties

• Managing student registration in official and UA-only degrees:
  • Producing a set of draft regulations (registration procedure) and setting a registration schedule (dates and appointment slots), together with the Regulations and Planning Office.
  • Managing registration appointments: setting appointment slots and uploading all data to Universitas XXI, in coordination with the IT Service. Designing and drafting notices addressed to students. Coordinating, together with the IT Service, the process to notify students of their appointments.  
  • Producing a draft press release, to be submitted to the Student Service, containing the instructions for students participating in the Valencia Region Government’s pre-registration process.
  • Coordinating with all units responsible for pre-registration processes the UA is in charge of (Master’s and doctoral degrees, Lifelong Learning Programme, Mobility Programme and others).
  • Managing registration groups on Universitas XXI: setting and monitoring content criteria.
  • Keeping up-to-date information on Universitas XXI concerning the reasons for registration cancellations and consequences.
  • Managing the Universitas XXI online registration application (together with the IT Service and according to the criteria agreed with UA centres):
    • Setting up the application’s layout and content: updating tag, property and error files for each degree subtype (undergraduate, Master’s or PhD degree, first- and second-cycle undergraduate degrees, UA-only studies). Maintaining versions in different languages of these files.
    • Setting up procedures and actions to be completed by students.
    • Updating help information.
    • Training online registration assistants so they can use the application.
•  Managing academic and administration fees (Universitas XXI):
  • Keeping up-to-date information on economic activities, registration types, chargeable items, payment periods, methods of payment and deadlines. 
  • Updating fees according to all applicable regulations (fees, rebates and waivers).
  • Coordinating receipt generation and recalculation processes with the IT Service, the Scholarships and Grants Office and the Centre Coordination Office.
  • Coordinating issuance of bank remittances for receipts paid by direct debit and managing remittance collection.
  • Coordinating registration payment defaults, together with UA centres and the IT Service.
  • Managing payment problems in cooperation with the IT Service.
  • Issuing receipts of negative amounts for fee refunds.
  • Designing and updating receipt models and contents.
  • Managing tuition fee transfers on Universitas XXI.
• Managing fee rebates and waivers:
  • Coordinating denials of scholarships and grants (from the Ministry of Education and Science and the Valencia Region Government) on Universitas XXI, with the Student Service and UA centres.
  • Managing procedures regarding the payment of cooperation fees and others.
• Training and helping users in its area of competence. Assessing and solving problems.
• Producing manuals in its area of competence.
• Setting up work procedures and managing their approval by the Technical Office for Quality Assurance in its area of competence.
• Maintaining the office’s website.
• Managing incidents with the Spanish University Cooperation Office in its area of competence.
• Coordinating data exploitation in its area of competence in lists, reports, web pages, etc.

Location: 0028PB092

Contact email: normaplanificacio@ua.es

Head of administration: Salvador Parada Contreras

Email: salvador.parada@ua.es

Telephone: 965903400 Ext. 2394

Administrative assistant: María José Alonso

Email: mj.alonso@ua.es

Telephone: 965903400 Ext. 2394

Assistant:  Sergio María Rivas

Email: sergio.maria@ua.es

Telephone: 965903400 Ext. 2329

Assistant: Ana Elisa González Cáceres

Email: elisa.gonzalez@ua.es

Telephone: 965903400 Ext. 2329

Email: clara.sanchez@ua.es

Telephone: 965903400 Ext. 2344

Assistant: Jesús Martínez Castillo

Email: jesus.castillo@ua.es

Telephone: 965903400 Ext. 2344

Assistant: Carolina Gómez-Pastrana Martín

Email: carolina.gomezpastrana@ua.es

Telephone: 965903400 Ext. 2874

Assistant: Adelaida Egido Flores

Email: adelaida.egido@ua.es

Telephone: 965903400 Ext. 2874

Duties

• Managing all processes to create, reform and change study programmes for University of Alicante official degrees and UA-only foundation degrees, in coordination with the office of the vice president concerned.
• Designing the implementation strategy of new degrees, in conjunction with the Study Programmes Office.
• Drafting the University of Alicante’s academic calendar.
• University of Alicante Regulations and Academic Procedures:
  • Drafting and reviewing internal academic management regulations, in coordination with the units tasked with implementing such regulations.
  • Designing and reviewing administrative academic management procedures, together with the units tasked with implementing such procedures.
  • Updating academic management regulations.
  • Maintaining the University of Alicante Regulations and Academic Procedures website.
• Managing the Academic Management Service’s electronic and post mail records.
• Notifying students of registration appointments: designing and drafting notices in cooperation with the Academic Centre Coordination Office.
• Managing registration documentation. Coordinating all preparation, issuance and distribution processes.
• Managing the online registration campaign:
  • Helping the Information Office and the office of the vice president concerned in preparing the relevant call for applications.
  • Indicating the tasks to be performed by assistants. Organising schedules and shifts.
• Monitoring compliance.
• Coordinating the tasks to be performed by assistants in open-access IT rooms.
• Undertaking the economic management of the Academic Management Service.
• Maintaining the office’s website.
• Advising the UA units concerned on the enforcement and interpretation of the academic management regulations in force.
• Coordinating the implementation of improvement actions contained in the strategic plan and the service assessment plan in the areas of competence of the units within the Academic Management Service’s Academic and Studies Coordination Division.
• Managing compulsory and optional accident insurance: updating and publishing online information on insurance, assistance centres, fees, etc.

Location: 0028PB092

Head of administration:

Administrative assistant: Fernando Soler Cremades

Email: fernando.soler@ua.es

Telephone: 965903890

Duties

• Managing official and UA-only study programmes: (*)
  • Drafting study programmes, in cooperation with the office of the vice president concerned.
  • Making graphs together with the centres in charge of each degree. Maintaining data on Universitas XXI-AC.
  • Designing and maintaining personalised learning pathways.
  • Keeping up-to-date information on Universitas XXI concerning prerequisites.

(*) Except for unofficial postgraduate degrees and specialisation courses.

• Managing validations, adaptations and credit recognition:
  • Uploading and updating equivalence tables on Universitas XXI.
  • Coordinating massive adaptations of academic records.
  • Coordinating academic record duplication processes (dual degrees).
• Recognising cultural, sports, student representation, solidarity and cooperation activities:
  
  • Setting criteria and supervising data input by the UA Centre for Lifelong Postgraduate Education in connection with cultural activities.
  • Updating the table of activities unrelated to the UA Centre for Lifelong Postgraduate Education.
  • Coordinating academic record recognition procedures undertaken by UA centres.
• Updating information on Universitas XXI: admissions types, subtypes and associated values.
• Managing personal data on Universitas XXI:
  • Setting data input criteria.
  • Managing national ID changes.
• Managing certifications, degree certificates and European diploma supplements (EDS) on Universitas XXI: designing and updating models.
• Managing credit equivalence (internships, courses abroad, assignments under academic supervision, etc.): setting up management procedures on Universitas XXI.
• Managing tables containing information on study programmes, available on Universitas XXI:
  • Table of universities.
  • Table of studies.
  • Table of study programmes.
  • Table of centres.
  • Table of secretary's offices of centres.
  • Table of geographic data (municipalities, provinces, states, etc.), in coordination with the IT Service.
  • Table of courses (code, name, descriptors, credits, department in charge).
  • Table of lab-based weighting factors of study programmes.
  • Multilingual study programme databases: coordinating translation into Valencian and English.
• Training and helping users in its area of competence. Assessing and solving problems.
• Producing manuals in its area of competence.
• Setting up work procedures and managing their approval by the Technical Office for Quality Assurance in its area of competence.
• Maintaining the office’s website.
• Managing incidents with the Spanish University Cooperation Office in its area of competence.
• Coordinating data exploitation in its area of competence in lists, reports, web pages, etc.

Location: 0030P1034

Head of administration: Javier Mut Botella

suportdocencia@ua.es

965903400 x 2318

ruben.blasco@ua.es

965903400 x 2036 and mobile telephone number: 8826

Expert technician: Antonio Ballestero Vilchez

965909345 and mobile telephone number: 8951

antonio.ballestero@ua.es

Duties

• Acquiring and managing audiovisual equipment:
  
  • Detecting teaching needs.
  • Launching and managing supply tenders.
  • Managing direct acquisitions.
  • Proposing, supervising and checking equipment installation in UA facilities.
  • Organising events with audiovisual equipment demonstrations.
• Managing audiovisual equipment failures and repairs:
  • Diagnosing failures.
  • Repairing equipment on-site, if possible, or contacting the supplier company.
  • Being in contact with the supplier companies for equipment maintenance, installation and repair.
• Providing training on how to use audiovisual equipment:
  • Coordinating, organising and managing training campaigns aimed at academic and research staff.
  • Delivering training in the basic functioning of equipment to staff working in reception offices (how to switch it on and off, connections, wiring, etc.).
  • Providing face-to-face and phone assistance.
  • Producing user guides for all equipment and publishing them online.
  • Reporting on equipment use.
• Coordinating reception offices:
  • Coordinating reception offices in matters relating to audiovisual equipment.

 Location: 0028PB093

Contact email: gestespais@ua.es

Head of administration: Maribel Valero Sánchez

Email: maribel.valero@ua.es

Telephone: 965903400 x 2656

Administrative assistant: Mari Minguez Cases

Email: mari.minguez@ua.es

Telephone: 965903400 x 2656

Administrative assistant: Mercedes Ortega Sancho

Email: mercedes.ortega@ua.es

Telephone: 965903461

Duties

Carrying out initial classroom allocations to UA centres for official degrees:

• Proposing the initial classroom allocation calendar, together with the Teaching Facilities Division.
• Drafting the office’s schedule of actions.
• Creating timetable templates on UXXI.
• Allocating classrooms to centres and departments on UXXI.

Managing the allocation and booking of teaching facilities on UXXI for official degrees and notifying users:

• Managing extra allocations: reallocating classrooms to UA centres due to registration changes or more or fewer registered students than initially expected.
• Allocating classrooms for the official examinations scheduled in each year’s academic calendar.
• Allocating classrooms for continuous assessment tests throughout the academic year.
• Allocating classrooms for PhD degrees and undergraduate and Master’s theses.
• Allocating classrooms for tutoring and practical sessions.

Managing the allocation and booking of facilities on UXXI for all other activities at the UA and notifying users. Such activities include:

• UA-only studies (expert courses, specialisation courses and Master’s degrees).
• Courses run by the UA Centre for Lifelong Postgraduate Education.
• Courses run by the UA Language Centre.
• Activities run by the Office of the Vice President for Students.
• Activities requested by the Student Council.
• UA Lifelong Learning Programme.
• Conferences, lectures and talks.
• Olympiads and events run by UA centres.
• Visits run by the Protocol Office.
• UA Summer School.
• Meetings.
• All teaching, academic or cultural activities run by UA units (Recruitment and Training Service, Languages, Culture and Sports services, trade unions, Education Science Institute, UA Business Foundation, UA General Foundation).
• Making internal payments arising from extraordinary expenses, when applicable.

Reporting on:

• Facilities usage.
• Quality-related data and issues covered in the UA Annual Report.
• Facilities which could be needed in the future.

Coordinating with other units:

• Secretary’s offices of UA centres and departments.
• Staff of UA reception offices.
• Administrative staff of other UA units.
• UA Security Service, in the event that a building should remain open or closed outside the usual hours.
• Teaching Support Office, to manage audiovisual equipment in classrooms.
• Facilities and Rentals Management Office.
• Academic Management Division: academic calendars, groups, new degrees, etc.

Creating and maintaining the office’s website.

Location: 0028PB093

Contact email: verifica.espais@ua.es

Contact telephone number: 965 90 99 06

Head of administration: Juana María Molina

Telephone: molina.mora@ua.es

Administrative assistant: María José Nieto Palacios

Telephone: mj.nieto@ua.es

Duties

Managing rentals and allocations of facilities to non-UA users, involving the following:

• User file opening.
• Fees.
• Deposit management.
• Terms and conditions.
• Notices.
• Facilities management and allocation on UXXI.
• Invoicing.
• Extra expenses management and payment.

Managing assembly halls for UA activities, such as:

• Congresses, conferences, seminars.
• Activities by the Culture Service.
• Activities by the Languages Service.
• Activities by the Sports Service.
• Activities by the Office of the Vice President for Students.
• Activities by the Education Science Institute.
• Activities by the Protocol Office.
• Activities by the UA Language Centre.
• Activities by the UA Lifelong Learning Programme.
• Activities by the Student Council.
• Activities by the UA general and business foundations.
• Activities included in specialisation courses, Master’s degrees and UA-only studies.
• Activities by UA centres, departments and institutes.
• Activities by trade unions.
• Activities by the UA Science Park.

Detecting failures and upgrades of IT applications:

• Detecting failures in software developed by the IT Service for timetable management and reporting them to the unit concerned.
• Requesting new software upgrades to the office or service concerned.

Reporting on:

• Rentals and their economic profitability for the UA, at the request of the Office of the Vice President for Campus Facilities and Technology.
• Quality-related data and issues covered in the UA Annual Report.

Monitoring the physical features of centrally managed rooms, in cooperation with UA reception offices:

• Maintaining and updating such data on the website.

Other duties:

• Making internal payments arising from extraordinary expenses.
• Creating and maintaining the office’s website.

Coordinating with other units:

• UA reception offices.
• UA Technical Office.
• UA Teaching Support Office.
• UA Facilities Management Office.
• Alicante City University Venue.
• UA Security Service.
• UA Maintenance Service.
• UA Economic Management Service.
• UA Budget Management Office.