Academic management Services 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). Monitoring enforcement of regulations.
• Managing general and official notices on the Virtual Campus to all students.
• Centrally managing all changes implemented on Universitas XXI, in coordination with UA centres and the IT Service.
• Managing Universitas XXI updates (installation of versions). Maintaining the division’s website.
• Managing Horarios ('Timetables’, Universitas XXI feature):
  
  • Updating academic and work calendars.
• Managing Recursos docentes (‘Teaching resources’, Universitas XXI feature):
  
  • Coordinating all procedures to be completed at the start of each academic year, together with the IT Service.
  • Copying data: setting data copy criteria with UA centres and managing copying processes.
  • Managing data synchronisation processes between staff management software (UXXI-RRHH) and academic management software (UXXI-AC).
  • Coordinating data copying processes between both applications, together with the IT Service and the Human Resources Service.

Head of division: Loles Pulido Escolano

Email: loles.pulido@ua.es

Telephone: 965903400 Ext. 2318

Location: 0028PB026

Location: 0028PB092

Head of administration: Amparo Penalva Verdú

Email: amparo.penalva@ua.es

Telephone: 965903400 Ext. 2719

Administrative assistant: Geli López Gómez

Email: ma.lopez@ua.es

Telephone: 965903400 Ext. 2932

Administrative assistant: Sonia Blasco

Email: sonia.blasco@ua.es

Telephone: 965903400 Ext. 2719

Duties

• Managing annual course offers on Universitas XXI:
  
  • Coordinating massive data input with UA centres and the IT Service.
  • Updating course offer tables by degree and academic year.

• Managing student registration for first and second-cycle (both official and UA-only) studies, PhD degrees, unofficial postgraduate degrees, official Master’s degrees, mobility programmes, specialisation courses, special registrations and the Lifelong Learning Programme:
  • Drafting the proposal of applicable regulations (registration procedure) and setting a registration schedule (dates and appointment slots), together with the Regulations and Planning Office.
  • Coordinating with the IT Service to set appointment slots and upload all data on Universitas XXI.
  • Coordinating with the Student Services to allocate appointment slots to pre-registered first-year students and drafting the press release.
  • Coordinating with the offices and services tasked with pre-registering students not included in the previous paragraph for the allocation of appointment slots (centres, Doctoral School, Lifelong Learning Programme, mobility, etc.).
  • Notifying applicants of registration appointments.
  • Designing the layout and content of notices, together with the Regulations and Planning Office.
  • Coordinating issuance and distribution procedures with the offices and services responsible for study plans and the IT Service.
  • Managing registration groups on Universitas XXI: setting and monitoring content criteria.
  • Managing the Universitas XXI online registration application (together with the IT Service and according to the criteria agreed with UA centres):
  • Setting the application layout and content.
  • Setting procedures and actions to be completed by students on the application.
  • Updating help texts.
  • Training online registration assistants so they can use the application.
  • Monitoring and solving incidents throughout the registration process.
  • Managing email accounts for new students: coordinating with the IT Service to design models, draft notices, and create and upload data on Universitas XXI.
• Managing academic and administration fees (Universitas XXI):
  
  • Updating fees according to all applicable regulations (fees, perks and discounts).
  • Coordinating receipt generation processes with the IT Service, the Scholarships and Grants Office and the Centre Coordination Office, except in the case of specialisation courses, the Lifelong Learning Programme and unofficial postgraduate degrees.
  • Coordinating massive or individual printing processes of registration receipts for cash payment, with UA centres and the IT Service.
  • Coordinating issuance of bank remittances for receipts paid by direct debit, payment procedures, and issuance of payment notices.
  • Keeping updated information on registration payment deadlines on Universitas XXI.
  • Coordinating registration payment defaults, together with UA centres and the IT Service.
  • Managing receipt payment methods on Universitas XXI. Coordinating management processes.
  • Managing payment problems in cooperation with the IT Service.
  • Issuing receipts of negative amounts for fee refunds. Updating all data on fees refunded by the Student Service.
  • Managing receipts for non-tuition fees: coordinating all issuance, printing and management processes.
  • 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.
  • Designing and updating receipt models and contents.
  • Keeping updated information on Universitas XXI on the reasons for registration cancellations and consequences.
  • Managing tuition fee transfers on Universitas XXI.
• Managing registration changes on Universitas XXI for previous academic years.
• Coordinating UA centres during holiday periods: appointment slots, examination sessions, coordination of tasks to be performed by other units and activation on Universitas XXI.
• Managing mark records on UXXI:
  
  • Maintaining examination session systems.
  • Maintaining grading systems.
  • Coordinating the processes involved when examination sessions are opened or closed.
  • Coordinating processes to notify lecturers that there are mark records open, together with the IT Service.
  • Centrally managing all data changes for lecturers who must complete mark records, if such changes occur once provisional records are open.
• Managing scholarships, grants and fee 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 academic records on Universitas XXI:
  
  • Coordinating massive creations of academic records of pre-registered first-year students, together with the IT Service and the Student Service and according to the requirements established with UA centres.
  • Coordinating massive creations of academic records of pre-registered students not included in the previous paragraph, together with the IT Service and the units tasked with student pre-registration in each case (UA centres, Doctoral School, UA departments, Lifelong Learning Programme, mobility programme, etc.). 
•  Training and helping Universitas XXI-AC users in the relevant area of competence. Assessing and solving problems.
•  Drafting Universitas XXI user handbooks in the relevant area of competence.
•  Maintaining the office's website.

Location: 0028PB092

Head of administration: José Segundo Álvarez

Email: js.alvarez@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: Dolores Isabel Abellán Reche

Email: dolo.abellan@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: Francisco Javier Miquel Picó

Email: fj.miquel@ua.es

Telephone: 965903400 Ext. 2874

Assistant: Carolina Gómez-Pastrana Martín

Email: carolina.gomezpastrana@ua.es

Telephone: 965903400 Ext. 2874

Assistant: Ana Elisa González Cáceres

Email: elisa.gonzalez@ua.es

Telephone: 965903400 Ext. 2874

Location: 0028PB092

Head of administration: Manuel Maroto

Email: js.alvarez@ua.es

Telephone: 965903890

Administrative assistant: Fernando Soler Cremades

Email: fernando.soler@ua.es

Telephone: 965903890

Duties

• Managing study programmes for first and second-cycle (both official and UA-only) studies, PhD degrees, unofficial postgraduate degrees, official Master’s degrees, mobility programmes, specialisation courses, special registrations and the Lifelong Learning Programme:
  
  • Drafting study programmes, in cooperation with the office of the vice president concerned.
  • Designing the implementation strategy of new degrees, in coordination with the Regulations and Planning Office.
  • Preparing graphics in conjunction with the centres in charge of each degree. Uploading and updating data on Universitas XXI, except for unofficial postgraduate degrees and specialisation courses. Uploading personalised learning pathways.
  • Keeping updated information on Universitas XXI about prerequisites and incompatibilities, except for unofficial postgraduate degrees and specialisation courses.

• Managing validations and adaptations:
  
  • Uploading and updating information tables on Universitas XXI.
  • Coordinating massive adaptation processes of academic records.

• Managing admissions: updating information on Universitas XXI: admissions types, sub-types and associated values.
• Managing academic records on Universitas XXI:
  
  • Supervising and ensuring data consistency.
  • Removing academic records: managing individual removal procedures and coordinating massive removal procedures (data cleansing).
  • Locking academic records: updating information tables on causes and consequences and managing record locking.
  • Managing individual academic record creations and closures.

• Managing personal details on Universitas XXI:
  
  • Setting data input criteria.
  • Managing national ID number changes.

• Managing certifications, degree certificates and European diploma supplements (EDS) on Universitas XXI: designing and updating models.
• Managing credit recognition on Universitas XXI:
  
  • Setting criteria and supervising data input processes carried out by the Specialisation Courses Office.
  • Updating tables on activities unrelated to CECLEC courses.
  • Coordinating academic record recognition procedures undertaken by UA centres.

• Managing credit equivalence (internships, courses abroad, assignments under academic supervision, etc.): setting management procedures on Universitas XXI.
• Managing record transfer on Universitas XXI: setting data input criteria.
• Managing information tables on study programmes available on Universitas XXI, containing the following:
  
  • Universities.
  • Studies.
  • Study programmes.
  • Centres.
  • Centre secretary's offices.
  • Geographic data (municipalities, provinces, states, etc.), in coordination with the IT Service.
  • Courses (code, name, descriptors, credits, department in charge).
  • Lab-based weighting factors of study programmes.
  • Multilingual study programme databases: coordinating translation into Valencian and English.

• Managing the Universitas XXI catalogue of free-elective courses: coordinating data input procedures and compliance with regulations and monitoring the upload of final data on Universitas XXI, together with the units in charge (departments, centres and IT Service). Controlling the Virtual Campus feature to change course type.
• Managing user registration and deregistration on Universitas XXI.
• Managing Universitas XXI access profiles.
• Managing Recursos docentes ('Teaching resources’, Universitas XXI feature):
  
  • Updating tables on departments, areas of knowledge and relationships between departments and areas, available on Universitas XXI.
  • Coordinating the input processes of teaching planning data for all courses, in conjunction with UA departments and the Office of the Vice President for Academic and Faculty Affairs.
  • Managing the teaching plan of courses not assigned to a UA department.
  • Updating activity type tables.
  • Updating the table of activities by course and academic year. Managing joint activities.
  • Updating the table of non-UA lecturers.
• Managing Horarios (‘Timetables’, Universitas XXI feature):
  
  • Coordinating data input processes.
• Training and helping Universitas XXI-AC users in the relevant area of competence. Assessing and solving problems.
• Drafting Universitas XXI user handbooks in the relevant area of competence.
• Maintaining the office’s website.

Location: 0030P1034

Head of administration: Javier Mut

Email: javier.mut@ua.es

Telephone: 965909345

Administrative assistant: Antonia María Miralles Amorós

Email: antonia.miralles@ua.es

Telephone: 965909345

Expert technician: Javier González Rey

Email: javier.rey@ua.es

Desk phone: 965903400 x 2036. Mobile phone: 8951

Expert technician: Rubén Blasco Rico

Email: ruben.blasco@ua.es

Desk phone: 965903400 x 2036. Mobile phone: 8826

Duties

This office is mainly tasked with solving all issues in the units within this division, particularly regarding teaching facilities and their audiovisual equipment.

Audiovisual equipment:

• Proposing, designing and coordinating work procedures.
• Detecting needs.
• Coordinating the purchase, management or borrowing of audiovisual equipment, both fixed and portable.
• Coordinating databases.
• Checking installations. Monitoring preventive maintenance and addressing equipment failures.
• Coordinating the drafting and online publication of user guides for all equipment.

Teaching facilities:

• Proposing and designing work procedures.
• Coordinating databases containing information on classrooms and other rooms.
• Planning facilities usage.
• Coordinating the allocation of teaching facilities for official degrees and other activities.
• Coordinating the allocation of facilities to UA and non-UA users.
• Assessing public fees and prices.

Reception offices:

• Proposing and designing work procedures.
• Coordinating all reception offices in matters regarding audiovisual equipment and the use of teaching facilities.
• Running training sessions on work procedures and audiovisual equipment use.
• Delivering training courses aimed at new staff working in reception offices.

General:

• Proposing software in order to streamline the tasks performed by these three units.
• Maintaining the website.

Location: 0028PB093

Email: gestespais@ua.es

Head of administration: Celia Martínez Vallejo

Email: celia.martinez@ua.es

Telephone: 965903461. 965903400 x 2656

Administrative assistant: Maribel Valero

Email: maribel.valero@ua.es

Telephone: 965903400 x 2656

Administrative assistant: Salvador Parada Contreras

Email: salvador.parada@ua.es

Telephone: 965903400 x 2656

Administrative assistant: Mercedes Ortega Sancho

Email: mercedes.ortega@ua.es

Telephone: 965903461

Duties

Coordinating and monitoring usage of centrally managed facilities:

• Classrooms
• IT rooms.
• Video conference rooms.
• Classrooms with MAC equipment.
• Multimedia creation laboratory.
• Laboratories.
• Other facilities.

Our work is based on software such as Universitas XXI and other programs developed by the UA IT Service, allowing all information to be available on the Virtual Campus.

Coding facilities and updating information on UXXI:

• Coding new facilities.
• Modifying names, types, capacity and responsibility in centrally managed facilities.
• Sharing this information with the University of Alicante Geographic Information System (SIGUA).

Allocating teaching facilities for official degrees:

• Carrying out initial classroom allocations to UA centres for official degrees.
• 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 final projects.
• Allocating classrooms for tutoring and practical sessions.

Allocating facilities for all other activities at the UA, including:

• 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 Alicante Language Centre.
• Activities run by the Office of the Vice President for Students and Employment.
• 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).

Managing application failures and upgrades:

• Detecting Universitas XXI failures.
• Managing and monitoring failures through Quaterni.
• Detecting, monitoring and requesting new UXXI features to the Spanish University Cooperation Office.
• Detecting failures in software developed by the IT Service for facilities and examination management. 
• Reporting failures to the IT Service through UACloud.
• Detecting, monitoring and requesting new upgrades to the IT Service through UACloud for the applications used for facilities and examination management.
• Creating an online record for all centrally managed classrooms, in coordination with the IT Service.

Monitoring the physical features of classrooms, in cooperation with UA reception offices:

• Sending UA reception offices a report on the physical features of centrally managed classrooms every two academic years, to check all information is updated.
• Uploading and updating all data on UXXI.
• Updating online information on the features of centrally managed classrooms.

Reporting on:

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

Undertaking other duties:

• Making internal payments arising from extraordinary expenses.
• Maintaining the office’s website.

Coordinating with other units:

• Secretary’s offices of UA centres and departments.
• Staff of UA reception offices.
• Administrative staff of other UA units.
• UA Technical Office, in the event of works or problems in classrooms.
• UA Security Service, in the event that a building should remain open or closed outside the usual hours.
• IT Service.
• University of Alicante Geographic Information System (SIGUA).
• Teaching Support Office, to manage audiovisual equipment in classrooms.
• Facilities and Rentals Management Office.
• Academic Management Division: academic calendars, groups, new degrees, etc.
• University Cooperation Office, responsible for Universitas XXI.

Location: 0028PB093

Email: verifica.espais@ua.es

Head of administration: Juana María Molina

Email: molina.mora@ua.es

Telephone: 965909906

Administrative assistant: María José Nieto Palacios

Email: mj.nieto@ua.es

Telephone: 965909906

Duties

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

• User file opening.
• Fees.
• Deposit management.
• Terms and conditions.
• Notices.
• Facilities management and allocation on Universitas XXI.
• 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 and Employment.
• Activities by the Education Science Institute.
• Activities by the Protocol Office.
• Activities by the Alicante Language Centre.
• Activities by the UA Lifelong Learning Programme.
• Activities by the Student Council.
• Activities by the UA general and business foundations.
• Activities part of UA-only specialisation courses, Master’s degrees and studies.
• Activities by UA centres, departments and institutes.
• Activities by trade unions.
• Activities by the UA Science Park.

Detecting application failures and upgrades:

• 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 all data on the website.

Undertaking other duties:

• Making internal payments arising from extraordinary expenses.
• Maintaining the office’s website.

Coordinating with other units, including:

• 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.