About Client
Northern Consortium of UK universities (NCUK) is a group of 16 leading universities dedicated to giving international students guaranteed access to universities and helping students succeed when they get there.
Case Study Overview
Background
NCUK is a Super Admin platform designed to manage multiple entities, including Universities, Centres, and Students. Each of these users has dedicated logins with specific functionalities tailored to their roles. The system aims to streamline student management, event coordination, curriculum planning, application processing, and other administrative tasks within the NCUK ecosystem.
Objective
The primary objective of this case study is to create a seamless and intuitive UX design for NCUK that enhances user interaction while ensuring efficient management of various stakeholders.
Roles
Roles
User Research
UX Design
UI Design
Content Writing
Tools
Tools
Figma
Photoshop
Ilustrator
Project Duration
Project Duration
July 2021
-
Mar 2024
2.8 Years
Challenges/Problems Statement
Challenges/Problems Statement
Challenges/Problems Statement
Challenge/Problem Overview
The NCUK Management System requires an efficient and user-friendly digital solution that accommodates multiple stakeholders, including Super Admins, Universities, Centres, and Students. The primary challenge is to design a UX that simplifies complex workflows such as student verification, course management, application tracking, and institutional coordination. The goal is to enhance efficiency, minimize delays, and improve transparency.
Key Challenges:
User Experience Complexity – Balancing multiple user roles while ensuring intuitive navigation.
Data Management & Security – Safeguarding vast student and institutional data while complying with regulations.
Application & Enrollment Optimization – Reducing processing delays and streamlining student verification.
Scalability & Performance – Ensuring the platform remains responsive as user numbers grow.
Integration & Automation – Creating a cohesive system with automated processes to minimize manual workload.
Stakeholder Communication – Facilitating real-time collaboration and updates between Centres, Universities, and Students.
By overcoming these challenges, the NCUK platform can enhance operational efficiency, improve user satisfaction, and support a seamless educational ecosystem. 🚀
Site Map
Site Map
Site Map
Goals
Goals
Goals
Enhance User Experience:
Design a clean, intuitive interface tailored to different user roles.
Improve navigation and accessibility across all platforms.
Optimise Data Management & Security:
Implement secure data handling and access control measures.
Ensure compliance with international data protection standards.
Improve Application & Enrolment Efficiency:
Automate the verification and enrolment process to reduce delays.
Provide real-time status updates for students and administrators.
Ensure System Scalability & Performance:
Build a robust architecture that supports a growing user based
Optimise system performance for speed and reliability.
Strengthen Stakeholder Collaboration:
Enable seamless communication between NCUK, Universities, Centres, and Students.
Implement notification systems for real-time updates and alerts.
Enhance User Experience:
Design a clean, intuitive interface tailored to different user roles.
Improve navigation and accessibility across all platforms.
Optimise Data Management & Security:
Implement secure data handling and access control measures.
Ensure compliance with international data protection standards.
Improve Application & Enrolment Efficiency:
Automate the verification and enrolment process to reduce delays.
Provide real-time status updates for students and administrators.
Ensure System Scalability & Performance:
Build a robust architecture that supports a growing user based
Optimise system performance for speed and reliability.
Strengthen Stakeholder Collaboration:
Enable seamless communication between NCUK, Universities, Centres, and Students.
Implement notification systems for real-time updates and alerts.
Enhance User Experience:
Design a clean, intuitive interface tailored to different user roles.
Improve navigation and accessibility across all platforms.
Optimise Data Management & Security:
Implement secure data handling and access control measures.
Ensure compliance with international data protection standards.
Improve Application & Enrolment Efficiency:
Automate the verification and enrolment process to reduce delays.
Provide real-time status updates for students and administrators.
Ensure System Scalability & Performance:
Build a robust architecture that supports a growing user based
Optimise system performance for speed and reliability.
Strengthen Stakeholder Collaboration:
Enable seamless communication between NCUK, Universities, Centres, and Students.
Implement notification systems for real-time updates and alerts.
Research/Analysis
Research/Analysis
Research/Analysis
Research/Analysis
Research Methodologies Used:
User Interviews
Why: To understand pain points and needs from different user perspectives.
Process: Conducted interviews with Admins, University Staff, Centre Managers, and Students.
Findings: Users required a more intuitive dashboard, better verification tracking, and enhanced notifications.
Impact on Design: Simplified dashboard structure and added real-time status tracking.
Competitive Analysis
Why: To identify best practices in student management systems.
Process: Analysed platforms like UCAS, WebAdvisor, and Blackboard.
Findings: The best platforms offer streamlined workflows and automated notifications.
Impact on Design: Integrated automated alerts and a structured course selection process.
Usability Testing
Why: To test initial wireframes for usability issues.
Process: Conducted A/B testing on key features.
Findings: Users struggled with complex menu navigation.
Impact on Design: Refined UI layout with intuitive categorisation.
Surveys & Feedback Forms
Why: To gather quantitative data on user satisfaction.
Process: Distributed surveys to students, university staff, and centre admins.
Findings: 70% of users wanted better tracking of applications.
Impact on Design: Implemented progress indicators for applications.
This research informed a more user-friendly, efficient, and streamlined UX design for NCUK’s platform.
Research Methodologies Used:
User Interviews
Why: To understand pain points and needs from different user perspectives.
Process: Conducted interviews with Admins, University Staff, Centre Managers, and Students.
Findings: Users required a more intuitive dashboard, better verification tracking, and enhanced notifications.
Impact on Design: Simplified dashboard structure and added real-time status tracking.
Competitive Analysis
Why: To identify best practices in student management systems.
Process: Analysed platforms like UCAS, WebAdvisor, and Blackboard.
Findings: The best platforms offer streamlined workflows and automated notifications.
Impact on Design: Integrated automated alerts and a structured course selection process.
Usability Testing
Why: To test initial wireframes for usability issues.
Process: Conducted A/B testing on key features.
Findings: Users struggled with complex menu navigation.
Impact on Design: Refined UI layout with intuitive categorisation.
Surveys & Feedback Forms
Why: To gather quantitative data on user satisfaction.
Process: Distributed surveys to students, university staff, and centre admins.
Findings: 70% of users wanted better tracking of applications.
Impact on Design: Implemented progress indicators for applications.
This research informed a more user-friendly, efficient, and streamlined UX design for NCUK’s platform.
Research/Analysis
Research Methodologies Used:
User Interviews
Why: To understand pain points and needs from different user perspectives.
Process: Conducted interviews with Admins, University Staff, Centre Managers, and Students.
Findings: Users required a more intuitive dashboard, better verification tracking, and enhanced notifications.
Impact on Design: Simplified dashboard structure and added real-time status tracking.
Competitive Analysis
Why: To identify best practices in student management systems.
Process: Analysed platforms like UCAS, WebAdvisor, and Blackboard.
Findings: The best platforms offer streamlined workflows and automated notifications.
Impact on Design: Integrated automated alerts and a structured course selection process.
Usability Testing
Why: To test initial wireframes for usability issues.
Process: Conducted A/B testing on key features.
Findings: Users struggled with complex menu navigation.
Impact on Design: Refined UI layout with intuitive categorisation.
Surveys & Feedback Forms
Why: To gather quantitative data on user satisfaction.
Process: Distributed surveys to students, university staff, and centre admins.
Findings: 70% of users wanted better tracking of applications.
Impact on Design: Implemented progress indicators for applications.
This research informed a more user-friendly, efficient, and streamlined UX design for NCUK’s platform.
User Roles & Responsibilities
User Roles & Responsibilities
Overall
Overall
NCUK Admin
Super Admin has ability to add Centers and Students
NCUK Admin only Approve & Reject student applications from Center.
Centre Admin
Center admin has ability to add NSE students and check their documents.
Center can also add Students.
Student
Student can Upload the documents.
Student can request the USL.
NCUK Admin
Center Admin
Student
Super Admin has ability to add Centers and Students
Center admin has ability to add NSE students and check their documents.
Student can Upload the documents.
NCUK Admin only Approve & Reject student applications from Center.
Center can also add Students.
Student can request the USL.
Student Management System (SMS)
Roles
NCUK
NCUK
Dashboard for Managing Centre, Universities and Centres
View student details
See Notifications
Register Individual Students
Send Registration Form
Bulk Upload Student Details
Reregister
Listing Page
Register Individual Students
Select from Leads
Register individual Students
Send Registration Form
Generate link
Bulk Upload Student Details
Student information(Excel upload)
Passports (Zip)
Proof of entry(UG Only)
Proof of English
Register Students
Privacy policy
Consent Forms
Enter Details
Preference
Register individual Students
Select Students (From)
NCUK ID
Re-register Students
Centre
View student details
See Notifications
Register Individual Students
Send Registration Form
Bulk Upload Student Details
Reregister
Listing Page
Register Individual Students
Select from Leads
Register individual Students
Send Registration Form
Generate link
Bulk Upload Student Details
Student information(Excel upload)
Passports (Zip)
Proof of entry(UG Only)
Proof of English
Register Students
Privacy policy
Consent Forms
Enter Details
Preference
Register individual Students
Select Students (From)
NCUK ID
Re-register Students
NCUK
View student details
See Notifications
Register Individual Students
Send Registration Form
Bulk Upload Student Details
Reregister
Register Individual Students
Select from Leads
Register individual Students
Send Registration Form
Generate link
Bulk Upload Student Details
Student information(Excel upload)
Passports (Zip)
Proof of entry(UG Only)
Proof of English
Privacy policy
Consent Forms
Enter Details
Preference
Select Students (From)
NCUK ID
Center
View student details
See Notifications
Register Individual Students
Send Registration Form
Bulk Upload Student Details
Reregister
Register Individual Students
Select from Leads
Register individual Students
Send Registration Form
Generate link
Bulk Upload Student Details
Student information(Excel upload)
Passports (Zip)
Proof of entry(UG Only)
Proof of English
Privacy policy
Consent Forms
Enter Details
Preference
Select Students (From)
NCUK ID
Student
View student details
See Notifications
Register Individual Students
Send Registration Form
Bulk Upload Student Details
Reregister
Register Individual Students
Select from Leads
Register individual Students
Send Registration Form
Generate link
Bulk Upload Student Details
Student information(Excel upload)
Passports (Zip)
Proof of entry(UG Only)
Proof of English
Privacy policy
Consent Forms
Enter Details
Preference
Select Students (From)
NCUK ID
Persona Overview
Super Admin (NCUK Admin) Needs:
Oversee all users (Universities, Centres, Students)
Manage system-wide functionalities such as student records, events, invoices, and applications
Provide secure access control and permissions for different entities
Pain Points:
Managing a large volume of data across multiple platforms
Ensuring data security and user privacy
Streamlining workflow among various stakeholders
Persona Overview
Super Admin (NCUK Admin) Needs:
Oversee all users (Universities, Centres, Students)
Manage system-wide functionalities such as student records, events, invoices, and applications
Provide secure access control and permissions for different entities
Pain Points:
Managing a large volume of data across multiple platforms
Ensuring data security and user privacy
Streamlining workflow among various stakeholders
Findings Implementation
Findings & Implementation
Findings Implementation
Findings Implementation Overview
Findings
Users Need Better Navigation - Admins and students found the original layout complex and difficult to navigate.
Verification Process Needed Transparency - Students wanted clear status updates on their application and verification.
Automated Notifications Were Essential - Users requested better alerts for application status, enrollment deadlines, and approvals.
Dashboard Widgets Improved Efficiency - Quick access to key functionalities was preferred by admins.
Mobile Responsiveness Was Critical - Many students accessed the platform on mobile, requiring an optimized experience.
Implementation
Enhanced UI/UX Design - Redesigned dashboard with intuitive categorization and improved navigation.
Real-time Application Tracking - Integrated a progress tracker for students and verification alerts.
Automated Notification System - Implemented email and in-platform notifications for deadlines and approvals.
Streamlined Workflow for Admins - Optimized menus and access levels for better user management.
Mobile-First Design Approach - Developed a fully responsive interface for mobile accessibility.
These implementations ensure a better user experience, making the NCUK platform more efficient, user-friendly, and scalable for future growth.
Findings Implementation Overview
Findings
Users Need Better Navigation - Admins and students found the original layout complex and difficult to navigate.
Verification Process Needed Transparency - Students wanted clear status updates on their application and verification.
Automated Notifications Were Essential - Users requested better alerts for application status, enrollment deadlines, and approvals.
Dashboard Widgets Improved Efficiency - Quick access to key functionalities was preferred by admins.
Mobile Responsiveness Was Critical - Many students accessed the platform on mobile, requiring an optimized experience.
Implementation
Enhanced UI/UX Design - Redesigned dashboard with intuitive categorization and improved navigation.
Real-time Application Tracking - Integrated a progress tracker for students and verification alerts.
Automated Notification System - Implemented email and in-platform notifications for deadlines and approvals.
Streamlined Workflow for Admins - Optimized menus and access levels for better user management.
Mobile-First Design Approach - Developed a fully responsive interface for mobile accessibility.
These implementations ensure a better user experience, making the NCUK platform more efficient, user-friendly, and scalable for future growth.
Wireframe/Prototype
Wireframe/
Prototype
Wireframe/Prototype
Wireframe Overview
Using pen-and-paper and basic digital tools (like Balsamiq and Whimsical), we created low-fidelity wireframes focused on:
Content placement (not visual design)
Functional zones (navigation bars, tables, form inputs)
Task-specific modules (e.g., progress bar, document status checker)
These sketches helped:
Get stakeholder buy-in early without heavy investment
Iterate quickly based on feedback
Avoid premature design decisions
Wireframe Overview
Using pen-and-paper and basic digital tools (like Balsamiq and Whimsical), we created low-fidelity wireframes focused on:
Content placement (not visual design)
Functional zones (navigation bars, tables, form inputs)
Task-specific modules (e.g., progress bar, document status checker)
These sketches helped:
Get stakeholder buy-in early without heavy investment
Iterate quickly based on feedback
Avoid premature design decisions
Interface Design
Interface Design
Interface Design
Login Page
Enhanced Login page Design
Login Page
Enhanced Login page Design
Admin Dashboard
Dashboard Designs are there for more than 12 type of Users Including Admin, University, Centre and Various Stages of a Lead to Registered Students & Type of Admins
Admin Dashboard
Dashboard Designs are there for more than 12 type of Users Including Admin, University, Centre and Various Stages of a Lead to Registered Students & Type of Admins
Reporting Admin Dashboard
For Admin there will be access to see the Internal Dashboards Like Reporting, Asset Repository, Invocing Etc
Reporting Admin Dashboard
For Admin there will be access to see the Internal Dashboards Like Reporting, Asset Repository, Invocing Etc
Listing
From the dashboard user enters to a listing screen to create, edit or view Students/ Centres and perform their actions based on selections.
Listing
From the dashboard user enters to a listing screen to create, edit or view Students/ Centres and perform their actions based on selections.
Conclusion/Reflection
Conclusion/
Reflection
Conclusion/Reflection
Conclusion/Reflection Result
By implementing a user-centered design approach, the NCUK platform ensures a seamless and intuitive experience for all stakeholders. The structured user flow, intuitive dashboards, and efficient verification process provide enhanced accessibility and operational efficiency. Future iterations will focus on improving automation and integrating AI-driven recommendations for student applications and course selections.
Conclusion/Reflection Result
By implementing a user-centered design approach, the NCUK platform ensures a seamless and intuitive experience for all stakeholders. The structured user flow, intuitive dashboards, and efficient verification process provide enhanced accessibility and operational efficiency. Future iterations will focus on improving automation and integrating AI-driven recommendations for student applications and course selections.
