The document discusses improving the registration process for new students at a university. It summarizes interviews conducted with various stakeholders involved in the registration process. Key findings include: - Parents asking many unnecessary questions slows down the registration process. - Students and their families want the process to be as fast as possible with minimal waiting. - While some students want their parents involved, others feel able to complete registration independently. - The team is interested in designing a process that includes parents but limits their involvement to speed up registration.

1. SYSTEMS
ELIFNAZ ATAC
BERK KUTLUCAN
MERVE KALKAVAN

2. DEFINE A CHALLENGE
-
DREAMS/THINGS I WISH WOULD EXIST…
-
GRIPES/THINGS THAT COULD BE BETTER…

3. - I wish there were a better communication between the
actors playing roles in the registration, so that the
process would run faster and be less problematic.
HMW
How might we improve these relationships and solve
the communication problem?

4. - The process runs too slow. I wish that it was
shortened to 5 minutes.
HMW
How might we shorten the process?

5. CREATING A PROJECT
PLAN
Readable, interactive
guideline
End
Goals
Organization
scheme
A tool

6. INDICATORS OF
SUCCESS
-
Shortened registration process
-
Increased communication skills between actors
-
Positive feedback

7. CONSTRAINTS
School Budget
Limited
communication
on the campus
Limited time for
preparation
Limited staff
Novice users
Nature of
registration
office

8. BRIEF
Limited communication between the actors of the
registration system causes the process to run too slow. Our
objective is to shorten this process by designing a guideline
and an organization scheme.

9. OUR CHALLENGE
QUESTION
HOW MIGHT WE shorten the registration process by
improving the communication between the actors of the
registration system?

10. PREPARE RESEARCH

11. SOURCES OF
INSPIRATION
NEWCOMERS
MENTORS
• 18-19 yr old
students, curious
about their new
school, without
college
experience
• Students who are
probably older
than newcomers
and experienced
about the
school’s system
REGISTRATION
STAFF
• Experts of the
registration
system, working
specifically for
this process

12. INTERVIEW – QUESTION
GUIDE
MENTOR
-
What were your observations for this year’s registration
process?
-
How was the communication system working before and
during the registration process?
-
Were there any meetings to inform you about your
responsibilities?
-
If there were, do you think they were helpful?
-
Do you remember any specific things that you
encountered during the registration process?

13. REGISTRAR OFFICE STAFF
-
Can you please inform us about the current registration
process?
-
What is the ideal registration process to you and what are
the positivities and the negativities of the current system?
-
What is the exact relation between the newcomers and the
registrar office staff during this period?
-
If you were a student, how would you want to register?
-
Is the registration office the head of this program or are
there any other actors organizing and controlling the
whole process?

14. NEWCOMERS
-
What do you remember about the registration process?
-
Are there any memories you remember belonging to that
period that you want to share?
-
Do you think the process can run faster?
-
Did you observe any kind of systematic problems during
the registration process?
-
How do you imagine an ideal registration process?

15. MANAGER OF THE NEWCOMER
ADVISING CENTER
-
Can you inform us about the registration system and the
process?
-
Are there any seminars or other types of arrangements to
inform mentors and the other staff that will work for the
registration?
-
What can be the factor that slows down the registration
process?

16. FIELDWORK
TEAM MEMBERS
ROLES
Merve
Interviewer
Berk
Interviewer, designing the
paper prototype
Elifnaz
Interviewer, designing the
organization scheme

17. INTERVIEWEES,
LOCATIONS, DATES
-
Gokcen Baruh (Manager of the Newcomer Advising
Center), at the newcomer office, October 10th 2013 at
15:30.
-
Esra Edin (Registrar Office Staff), at the Registrar Office.
October 24th 2013 at 11:00.
-
Gizem Hayal (Mentor), at the student center, October 24th
2013, 14:30.
-
Piril Ozgit (Newcomer), at the student center, October 22nd
2013, 11:30.

18. AFTER THE INTERVIEWS

19. Newcomers
Manager of
the
Newcomer
Advising
Center
Research
Participants
Registration
Staff
Mentors

20. ESRA
EDIN/REGISTRAR
OFFICE
Process runs perfectly.
Ability to finish in 20 mins.
Parents are given a
briefing paper. Everyone
follows this plan
Every division is gathered in
the sports hall so without
leaving you can finish
everything
To avoid the
If all the families came to
school, the hall would be
very crowded so she prefers
She’d like a process in which
she wouldn’t come to school
and got registered
crowd, seating areas are
provided
parents won’t get
involved
There’s a division of
labor. Everyone has his
own job
while sitting at home
but that’s impossible because
of YOK’s regulations
With the mentors chosen,
they hold a meeting to
inform them about the
general process

21. INTERPRETATIONS
- Making the process run as fast as possible makes it less problematic and this is
seen as the main issue. Being fast makes the process seem perfect.
- The only problem that we can encounter is caused by the families not by the school.
People forget their documents and this causes them to start again from the beginning.
Everyone should have completed their documents on arrival.
- The reason why they give a briefing paper when they enter the hall is that people need
to be leaded in a place that they don’t know what to do and where to go.
- Seating areas make the hall seem much more friendly.
- Families are one of the main issues. Their curiosity and their seriousness about the
subject causes them to ask lots of questions and this slows the process.
- People want to be able to do everything from home but this is prevented by YOK.
- Division of labor makes everything much more easier. No one has heavy jobs to do.
Even though this process is related to the Registrar’s Office, the chancellery is still involved
because it’s on the top of everything.
- The mentors are chosen in a simple way but to avoid conflict, they’re all informed
before the registration day because if they don’t inform them, mentors might have
problems knowing what to do.

22. STORIES
Surprising Story – She’d like to be able to register without
coming to school but YOK forbids this and wants every new
student to register in person
Interaction with her environment – She’s really involved in
this process so she is very well-informed. Comfortable while
talking
Motivations – A process which is problem-free an fast.
Satisfaction of the parents and the newcomers motivate her
Frustrations – Parents are protectionist and they don’t let their
children to anything because they think they couldn’t accomplish
the things as they do
Next Conversation – The fact that YOK wants everyone to
register in person is interesting. We could ask more questions
about this.

23. GOKCEN BARUH/
HER OFFICE
Process runs
perfectly
Families are the
main issue because
they’re asking lots of
questions
No problems
encountered
Students are
individuals for her
so she thinks that the
necessary things can
be done by them

24. INTERPRETATIONS
- Perfectly means, fast, non-problematic for everyone
and these are the main needs.
- Most of the parents are not wanted that’s because they’re
causing conflict.
- Becoming an university student makes people to feel like they
are grown ups. Families won’t be involved in their lives for the
rest of their lives and as the beginning of a new life, things
necessary in the registration process can only be done by
students. They don’t need their parents to help them.

25. PIRIL OZGIT/
STD. CENTER
There are numerous
computers but
still, there’s a line
In general, there was
no line because
everyone was
coordinated
People involved are
well informed
Sports hall was
crowded
She’d prefer a
process that didn’t
require coming
to the school
Parents have lots of
questions to ask
Had a problem with
the payment so they
had to leave the
campus to solve it

26. INTERPRETATIONS
- Even though there are lots of computers, they’re still not enough and people
don’t want to wait for even a couple of minutes.
- People wants the people working in the process to be well informed because
they have questions to ask and problems to solve.
- Parents are curious they prolong the process by asking lots of questions so
this causes the other people to wait.
- People would like to have a plan in front of them and they like to be
coordinated so it becomes much more easier to follow the process.
- When newcomers and parents enter the sports hall, they’re quite anxious of the
crowd. They want to be done as quickly as possible.
- Even though the process runs okay, a little problem causes the newcomer and
the parents to get mad because they’re anxious about the process and they
don’t want to encounter any problems while the registration.
- This is a period that everyone prefers to sit while doing their jobs and
probably every student and every parent would like to be able to register without
even coming to school because it’s much more easier.

27. STORIES
Surprising Story – They had a problem with the payment and
the accounting desk said them to go to the bank. Her father got
angry and elevated his voice
Interaction with her Environment – She had friends also
registering so she didn’t feel like a stranger
Motivations – She wanted her parents to be satisfied and
wanted everything to go perfectly
Frustrations – The crowd in the sports hall caused her to be
anxious
Next Conversation – Questions about the involvement of the
families

28. NO NAME/
STD. CENTER
Sports hall was
crowded so it
caused a line
His parents was with
him but they didn’t
get involved. They let
him do everything
He forgot to bring
some documents
so the process was
a bit longer for him
Everyone was
coordinated so
there was no
problem. People was
well informed
He’d prefer a
process in which
he’d be already
registered after
he’s accepted to the
university.

29. INTERPRETATIONS
- Waiting even a couple of minutes is seen as a little problem. Nowadays
everyone got used to do everything quickly so the newcomers want
everything to be done quickly as possible. They are excitable and
curious.
- It is normal for some students to forget some of their documents but
even though they’re to blame, they prefer to blame the school and say “They
should have another way.”
- Some of the students might want their parents to be with them but
some of the parents prefer to leave everything to their children.
They might want their children to be able to complete everything without them
because now they’re in college.
- If someone wants to ask questions and this is possible while you’re in a new
atmosphere, everyone would like to be able to get helpful answers from
the people who are involved.
- People don’t want to do anything even though they have to. They prefer the
school to be know about them. This might increase their feeling of
belonging to somewhere.

30. STORIES
Surprising Story – He only wanted his parents to come with him
because he needed someone to get him to the school. His
parents let him do everything
Interaction with his Environment – His parents let him do
everything so he was feeling like a grown up and this caused him
to do everything without any problems
Motivations – The process being fast
Frustrations – Carrying lots of documents while getting things
done
Next Conversation – Involvement of the families and the
process he’d like to see

31. GIZEM HAYAL/
STD. CENTER
School sends every
student an e-mail
asking “Do you want to
be a mentor?”
Didn’t encounter any
problems that shocked
her
No meetings to
inform the mentors
was held. They only
did a small gathering
Process can be shorter
according to her but
she couldn’t think
anything to get rid of
the current problems
She thought every
mentor working in the
process is helpful
She saw some
parents which got
involved in the
process more than
they had to

32. INTERPRETATIONS
- Every student in the university is eligible to be a mentor. Without
an interview, everyone can be a mentor. This might cause
some irresponsible students to get involved.
- No meeting is held. Only a little gathering is seen enough.
- Even though there is no general meeting, the mentors are
informed enough. This might be because of the fact that the
mentors don’t have any heavy work to do.
- Technological problems and the crowd cause the process to run
slower.
- Parents are much too involved in the process. Their
curiosity and fever causes them to ask lots of questions and this
lengthens the time they will spend in the sports hall.

33. STORIES
Surprising Story – She said they didn’t do any meetings but
Esra Edin told they did it to inform the mentors
Interaction with her Environment – She was relaxed and
didn’t get too much excited about this process because she
wasn’t the one who is the newcomer
Motivations – Being able to answer all the questions during the
registration is her issue. She wants to be helpful
Frustrations – The parents asked her lots of unnecessary
questions
Next Conversation – Involvement of the families

34. Main issue is the
parents’
unnecessary
involvement.
They cause the
process to run
slower
No problem with
the registration
in general.
Nothing could’ve
been better
People working
in the process
are wellinformed
Learnings
Ability to do
everything in
one place
makes it much
more easier
Successful
coordination
between the
actors

35. FINDING THEMES
Parents are asking
too much and causing
the process to run
slower
Students and their
families want the
process to run as fast
as possible
Students are able to do
everything on their own
but some parents
don’t let them to
When some students
are wanting their
parents to be with
them, some of them
don’t
The sports hall big but
still there’s an
unnecessary crowd
caused by crowded
families in the line
Not everyone working
in the process is
sufficiently informed
Everyone prefers a
process that they can
do everything while
sitting

36. MAKE SENSE OF
FINDINGS
-
Involvement of the families
-
The crowd is disturbing
-
No problems are welcomed

37. UNEXPECTED
LEARNINGS
-
Families are one of the most important reasons that
causes the process to run slow.
-
Registrar staff’s and the mentors’ answers are not
coherent.
-
When asked, everybody answers “The process is perfect.”
but if you ask in a way like “Someone told me … Do you
think it exists?” they answer “Yes, I didn’t think about
that.” They tend to forget the problematic things.

38. WE’RE EXCITED TO
EXPLORE…
… designing a process that includes also the parents but
also excluding them in a way that they won’t be involved in
the process as much as they do today.

39. DEFINE INSIGHTS
• Parents don’t
need to be with
him because
he’s eligible to
do things
• No parents
involved
because they’re
way too much
involved
Student
X
Gizem
Hayal
• Families
shouldn’t be
involved
Esra
Edin &
Gokcen
Baruh
Piril
Ozgit
• Wants her
parents to be
with her

40. … create an
useful tool that
can help the
coordination
between
mentors and
the staff?
… include the
parents in the
process while
also excluding
them in a way?
How
Might
We
… make people
more aware of
the problematic
facts and solve
them?

41. Families
-
-
Unnecessary
calls
Complaints
about
families’
involvement
Importance of the
event
Want of sharing
Newcomers
- Unnecessary
-
Curious about
their new school
No problems are
welcomed
Feeling of
belonging is
needed
Staff
questions
-
More experienced
in the school
Questions about
the school should
be successfully
answered
Mentors
-
Lack of communication
No meetings (?)

44. NO PLUS 1!
This is a kind of information mail sent to homes in the format of an
electronic invitation, saying “No plus 1 is allowed!” averting the
parents to come to the registration and is directly addressed to the
newcomers.
This physical device/invitation is for the use of the newcomers.
They will bring it to the school, the security will check and don’t let
them to bring their parents inside with them. Then this device will
become a device that is able to do everything related to the process
on a single platform.
This can give the newcomers the feeling of belonging to the
university and eliminate the parents so that the process can run
faster.

45. Electronic invitation
sent to homes.
Saying “NO PLUS 1!”
Paying tuition
fees, dorm
applications etc.
When completed you
give the device back
to the staff
Addressed to the
NEOCOMERS, not
the families
Everything related to
the process can be
done on a single
platform
Staff checks if
everything is
complete
Logged in with your
KU account (So you
learn your username
& temporary
password)
Then becomes a
checklist device when
decided
DONE!
Security check at
arrival (No parents
allowed)
First becomes a 3D
map leading them to
wherever they want in
school

46. - Connected to the
internet
- Wireless
- Portable
- Thin, pliable and rough
- Cannot be torn
- Easy to carry
- Can fit into your pocket

47. YOU’RE THE CHOSEN
ONE!
A device that can be separated into two (1(red) for the
NEOCOMERS, 1(blue) for the families) given at arrival to school and
this leads them to other directions for completing different tasks
(students-registration, families-other stuff) so that they can’t be
involved in other’s businesses.
This device is for the use of students and parents both. It will be
given to them at the arrival to school for registration. It will firstly
direct them to the sports hall with a map then it should be separated
into two and it will lead them to complete different tasks.
This prevents the parents’ unnecessary involvement in the
registration process but at the same time entertains them in the
campus so that they can share this event with their children.

48. Arrival to school
Parents will take the blue
part and it will lead them
around school
It will give them
information about
graduate
students, faculties etc.
Families and the
students will be given a
device
The CIT
desk, accounting desk
etc.
Students can check what
their parents are doing
but not families can do
the same
First it’s a map directing
them to the sports hall
When arrived,
“neocomers” will take the
red part and it will lead
them during the
registration process
When done, the device
will be joined back
together and delivered to
the staff

49. - A rectangular
device
- Half is red, half is
blue
- Can be divided
into two
- Connected to the
internet, wireless
- Portable
- Can’t fit to pocket

50. LEAVE THEM KIDS
ALONE
In this concept, the main idea is to leave the newcomers alone in the registration
process.
The device is for the use of parents only.
Students’ families will be divided in to groups according to their children’s faculties. They
will be given an electronic device which will mainly give information about the
school, the courses and the faculty.
It will have a receiver, when the parent arrives to a designated area it will alert them. (ex.
Sevgi Gonul Auditorium)
While parents are learning about the school, newcomers can do the registration on
their own.
This will make the process much more faster by eliminating the parents and
everybody will enjoy the process.

51. Arrival at school
Parents and students
are separated
Parents are divided
into groups according
to their children’s
faculties
The courses, the
faculties, the
university… Also
includes a school map
Parents will be alerted
by the device when
they arrive at a place
they wanted
This device is mainly
giving information
about the school
So they will be able to
learn the place their
children will spend
their time during the
college period
Families are given a
device
When the student
completes the
registration he/she can
join his/her parents

52. - Wireless
- Connected to the
internet
- Every device
belonging to
different faculties
are different
- Portable
- In the size of an
iPhone
- Easy to carry and
can fit your pocket

53. DEVELOPING
FURTHER

54. NO PLUS 1
- The device is already connected to the internet
- Wireless
- Portable and can fit into your pocket
- Thin and rough so it cannot be torn
- Pliable (You fold differently to access different pages)
- Easy to carry
Yapi
Kredi
Dear…
No
PLUS
1!
3D Map
DONE
Checklist
Dorm
Application
…

55. PROTOTYPING

56. NO PLUS 1

61. GETTING FEEDBACK
-
How will we test it?
-
Our goals
-
Who will we test it with
-
Our question guide
-
What has changed? + HMW Questions

62. Give the device
to random
users at
school
These questions
will be generally
about the
feeling they
get from the
device
How are
we going
to test it?
We will ask
them some
questions
about the
device
These users
will be
somehow
related to
this process

63. To decide
what to keep
and change
Not to bore
people while
doing the
registration
Design
something
that is fun and
also usable
Our
Goals
Meet the
needs/wishes
of users
To satisfy the
user

64. PARTICIPANTS/
INTERVIEWEES
Ahmet Can Sencopur (KU Student – 20)
Zeynep Yildirim (KU Newcomer – 19)
Oyku Aksoy (KU Student – 21)
Emre Secmen (KU Newcomer – 18)

65. QUESTION GUIDE

66. What do
you think
this is?
How does
it feel when
you play
with it?
How does
it feel when
you touch
it?
Before
Usage
Do you
think it is
visually
appealing?
What do
you think
this can be
used for?

67. Was it easy to
understand?
Was it
complicated to
use?
How do you feel
when it’s over?
After
Usage
If this was an
artwork which will
be exhibited, how
would you feel?
Do you think
something can be
added/cancelled?

68. “It’s an
example of
modern
art, I guess”
“It’s
mine”
“What is this? I
don’t know but
it seems
basic.”
“Ahmet Can Sencopur – 20”
“It is
unique”
“Lots of
opportunities.
I’m feeling
free!”
“The
craftsmanship is
not important.
The main thing
is the idea”

69. “Sth. I
can play
with”
“It’s modern”
“Zeynep Yildirim – 19”
“If it was
exhibited, tha
t’d be very
exciting”
“It satisfies
me because
I completed
by myself”
“Playful. Not
like a mission
but like an
hobby”

70. “If there were
colors, it’d be
more fun”
“I don’t want
to give it
away. I want
to do it again”
“I’d feel like
an artist if it
was
exhibited”
“It’s really
exciting. I
want to play
with it”
“Oyku Aksoy – 21”
“Makes me
happy and
cheerful”
“It would boost
my confidence
even before
starting the
university”

71. “It’s like a
puzzle. I like it”
“However, if
mine was
selected I’d
be happy”
“It has endless
combinations, I
can do
whatever I
want”
“Emre Secmen – 18”
“I’m happy with
the ability to
have lots of
choices”
“I don’t think
mine would be
an artwork”

72. Keep
Increase
The modern
shape
The ability to do
lots of things
Add colors
The exhibition
idea
Enjoyable
Simplicity
If possible, add
more pieces
STOP

73. WHAT HAS CHANGED?
-
We decided to design a device that was going to lead the
students through the registration process (like a
checklist), instead we designed a device that somehow
makes it much more fun and easy to register.
-
We were thinking of including the parents in the process
but also excluding them, instead we completely ignored
them and focused only on the NEWCOMER

74. FEATURES TO
ITERATE
HMW make the device more fun?
HMW develop our device while making it more easy to
understand?
HMW add colors?