Skip to content
English
Go to ncuk.ac.uk
  • There are no suggestions because the search field is empty.

The Study Centre Induction Process

View responsibility by department and how to track these activities within HubSpot.

The Study Centre Induction Status identifies where a centre is in their journey with NCUK. This can either be:

  • New Centre - Induction in Progress

or

  • Existing Centre - Induction in Progress

Then

  • Induction Complete. 

A centre is automatically marked as 'Induction Complete' when they have completed all the steps of the induction - i.e. all properties related to study centre induction have been filled. 

All steps of the induction process are tracked on HubSpot under the company view - New centres - Induction In Progress, you can add the view in the Company tab. Once this view is added, you will always be able to access it in the tabs at the top. You can update a status at any time by clicking on the field and entering the date. Specific properties are locked for editing by certain teams responsible.

You can also edit the company field directly on the company record and looking on the left hand side pane under 'Study Centre Induction'. 

Completion of a property can trigger tasks for other members of staff. For example, full accreditation will trigger a task for marketing to remove * from the website. 

The Existing Study Centre tracker follows a similar process to the New study centre tracker, with some slightly different properties and tasks to request refresher training.

The Study Centre Induction Process

Trigger: Partner Signs Contract

Study centre automatically moved to 'Contracted' on the deals pipeline.  Company Type is automatically changed from 'Prospective Study Centre Partner' to ‘Study Centre Partner’ with the centre stage ‘New - Year Zero’.  Study Centre Induction Status changes to ‘New - Induction in Progress’ 
 
  1. Business Development Manager ensures key contact is tagged on HubSpot as a minimum (ideally finance contact also).  
  2. Business Development Manager sends the template 'welcome to NCUK email' to the study centre with details of the induction process and requests the staff members email addresses for contact, when the customer replies, the BDM or CS manager should ensure these staff members.  are tagged correctly on HubSpot.
  3. Credit Control receives an automatic email from HubSpot to request issuing of the accreditation invoice. The email includes details of the finance contact and billing name and address. Credit Control raises the invoice and queries anything that is unclear with Account Manager. Credit Control updates HubSpot with the date of invoice being issued. Credit Control ensures the finance contact is tagged on HubSpot.
  4.  Tom  puts the study centre on the Forecasting sheet and Account Manager begins to forecast. 

 

Trigger: Centre Pays Accreditation Invoice

5.  Credit Control updates HubSpot and informs Account Manager and Nazlin.

6.  Business Development Manager sends email to study centre induction group (see template)  and requests staff to start their introductions.  Business Development Manager must mark the field 'New centre email sent' with the date as this triggers induction tasks for all departments.

There is an agreed  Service Level Agreement of 48 hours for NCUK staff to make introductions to the centre at this point.


The student centre introduction email should be sent to the following people:  

  • Marketing – Head of Marketing plus Regional Marketing Lead
  • Student Support Lead and  studentsupport@ncuk.ac.uk
  • University Partnerships - Head of University Partnerships plus Richard for ROW and Abby for China 
  • Programme Delivery Manager, Nazlin and Victoria
  • Quality team - Matthew, Will and Ruth. 
  • Academic Operations - centresupport@ncuk.ac.uk   
Programme Delivery: 
  • Provides study centre induction page to Academic Manager 
  • Sends Accreditation Pack  
  • Ensure Academic Manager is tagged on HubSpot. 
  • Commence Accreditation  

Marketing:   

  • Regional Marketing lead receives completed Study Centre set up form and confirmation that contract has been signed from BD lead
  • Add and tag relevant marketing contacts on HubSpot
  • Reach out to centre within two working days to introduce themselves and to offer marketing induction
  • Provide induction
  • Send welcome pack (welcome plaque in China)
  • Create website listing (on China website, only China and UK centres)
  • Announce on social media and relevant channels (for China, only China and UK centres)

Academic Operations:  

  • Check that all academic staff are tagged on HubSpot. 
  • Email centre to introduce themselves explaining access to the following:   
    • Study centre induction page (signpost password and teachers hub videos)  
    • Provide access to ItsLearning and Teachers Hub 
    • Provide access to Password. 
    • Add to MyNCUK
    • Complete Curriculum Administration
    • Complete Centre Selection

Legal

  • Add Contract details to MyNCUK after receiving HubSpot email. (triggered by Centre Support populating the 'added to MyNCUK' field.
  • Populate the 'Contract details added to MyNCUK field.  
University Partnerships (Richard/Abby):  
  • Introduce and provide link to study centre induction page -university progression.  
  • Offer training on university progression and update HubSpot with the date 
  • Make sure any of the counsellor contacts are on HubSpot. 
Student Support:  
  • Provide link to study centre induction page: University Progression. 
  • Offer training on University Application Cycle to counsellors and update field with the date. 
  • Ensure Counsellors are tagged on HubSpot. 
  • Provide counsellor course access  

 

Trigger - Centre gains Approval

9. Quality Assurance updates HubSpot and informs Client Success Manager and Academic Operations 

10. Quality Assurance sends email to centre informing them of initial approval and the conditions to be met. 

11. Academic Operations emails centre registration online form using the email template to explain what to do. 

 

Trigger: Centre gains Full Accreditation

12. Quality Assurance updates HubSpot with the date of full accreditation and informs Account Manager and Academic Operations, Marketing, Finance, UPP. 

13. Quality assurance sends out an email to the centre informing them of approval with accreditation letter. 

14. Marketing updates website, removing Asterix related to accreditation.