University of Derby Transforms Global Mobility Management with Symplicity UniHub
The Challenge: Overcoming Spreadsheets and Paper-Based Processes
The University of Derby's Global Mobility team has revolutionised how it supports students pursuing international opportunities, moving from cumbersome spreadsheets and paper-based processes to a streamlined digital system powered by Symplicity's UniHub platform.
Jessamie Self, Global Student Mobility Manager at the University of Derby, faced significant operational challenges managing international placements and exchanges for their students.
"We had big spreadsheets. 60-odd students, spreadsheet of 50-plus columns of data all had to be maintained and updated," Jessamie explains. "It was difficult to manage the application process. There was no stop-start. So much of it was on paper – paper signatures, paperwork."
Impressive Results and Impact
The urgency to modernise was clear. With potential audits at any time, relying on Excel spreadsheets and scattered folders across shared drives posed realistic concerns. "Relying on a single Excel spreadsheet and multiple folders in a shared folder somewhere was risky," Self notes. The team needed a solution that would provide comprehensive oversight whilst meeting rigorous compliance standards.
After evaluating various options, UniHub emerged as the clear choice. Students were already familiar with the platform through the Careers and Employability team, reducing the learning curve. "Our students were already used to UniHub," Self says. "It was a system that they knew – we weren't asking them to learn something totally new."
Working closely with Symplicity's implementation team, Self developed a sophisticated system comprising 29 forms across four distinct workflows for exchange, year-long placements, short-term opportunities, and general international mobility. The workflows integrate seamlessly with student records pulled from PeopleSoft, creating a single source of truth.
The transformation has been remarkable. The team now manages around 150 expressions of interest annually through the platform, with students guided through each stage via automated touchpoints and clear progression tracking.
"Students can see their progress. They get automated emails that say, do this, do that," Self explains. "It is a much clearer experience."
For administrators, the benefits extend beyond process management. "I can see where everyone is at. I can go, 'Oh yeah, that student needs a nudge,'" Self notes. During the Middle East airspace crisis, she could instantly identify all students with flights through Dubai or Doha – something previously impossible without checking individual folders.
The digital workbook feature has particularly impressed, allowing real-time updates and comprehensive data collection. "This has made another giant step towards having everything in one place and being able to manage risk better," Self concludes.
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University of Derby uses Symplicity UniHub to streamline career services, centralise resources and boost student employability. Learn how UniHub creates a one-stop shop for student success.
