UCSB Office of the Registrar Fall Kick-Off 2013

1. UCSB Office of the RegistrarFall Kick-Off 2013

2. Agenda • Welcome and Introductions • General Announcements • Cloud Computing/Protecting Student Data • UCSB Answers Knowledgebase Project • Course Waitlist Project • Degree Audit Updates • Degree Audit Reporting Tools • Master Course Approvals • Intermission/Raffle • Serving Active Duty Military and Veterans • FERPA Training

3. Introducing…new staff members Sharon Wang Data Manager and Help Desk Support Kimberly Bell-Fitch Student Services Representative Donald Orr Financial and Administrative Assistant

4. And staff members in new roles… Alma Gonzalez Assistant Residency Deputy Lisa Morrill Transcript Processor and Scheduling Assistant

5. And new to the Reg Tech Team… Josh Anderson Manager, Registrar Information Systems Nikhil Singh Software Developer

6. General Announcements

7. iSIS • A HUGE thank you to everyone who worked to make this project successful!!! • Please continue to report any incorrect behavior or errors • To report a bug, click on the “Feedback” button in the header or the “Email us” link in the footer of the iSIS page. • If neither of these options work, send an email to: isishelp@sa.ucsb.edu

8. Other Announcements • Minors in GOLD • For help contact Sara Cook at Sara.Cook@sa.ucsb.edu • Document view in AAA • If you need access, have your MSO request it using the Access Request System at https://apps.sa.ucsb.edu/star/depts/deptlogin.asp

9. Cloud Computing and Protecting Student Data Keri Bradford Marketing, Design, and Social Media Coordinator Don Lubach Associate Dean, First Year and Graduate Initiatives

10. UCSB Answers Knowledgebase Project Anthony Schmid Associate Registrar for Systems

11. What is a knowledgebase? • A database intended for knowledge management • Provides a means to collect, organize, and retrieve knowledge. • Often used for FAQs, Tutorials, Reference data, etc. • Wikipedia would be an example on a grand scale

12. Goals of the Project • There are two problems we’re hoping to solve: • A large number of the questions asked by students via phone or email are general policy questions which have answers that already exist on our websites • We get asked questions that are outside of our domain • Goals: • Make it easier for a student to get at an answer so that they don’t need to contact an office • Encourage buy-in from other units around campus so that a student can ask any question and get the right answer regardless of where they ask it.

13. IntelliResponse • Vendor product for FAQ style knowledgebases. • The user enters a question in plain English • “How do I apply?” • “Can I take a course Pass/No Pass?” • “Does your school offer <blank> major?” • The system returns the best matching response • After the first 6-months most IntelliResponse customers will have a >90% success rate for getting the correct match the first time

14. IntelliResponse • The vendor routinely checks on the ‘health’ of the knowledgebase • Are questions being asked that don’t have an answer? • Are students using a term that the system doesn’t know how to handle? • Are there questions in our database that are too specific and are never being asked? • Includes lots of other features: • Related questions • Top 10 lists • Lots of reporting functionality • Interface will be hosted by IntelliResponse

15. UCSB Answers - Status • Initial population of the database is underway • IntelliResponse provided us with a list of almost 300 of the most commonly asked questions at other institutions. • We’re in the process of getting all of these questions answered plus any custom questions • Some of those 300 questions involve departments that are not currently active participants in the project and we will be consulting with them as necessary.

16. UCSB Answers – Focus Groups • Once population of the database is completed, focus groups will begin • Focus groups will consist of students asking the system as many questions as possible • The target is to ask 300-1000 questions

17. UCSB Answers - Participants • Departments currently planning to provide FAQs: • Office of the Registrar • Office of Admissions • Office of Financial Aid & Scholarships • Office of Student Life • Housing & Residential Services • BARC • Graduate Division • Not all departments will be going live at the same time

18. UCSB Answers • Other institutions currently using Intelliresponse: • Stanford: http://studentaffairs.stanford.edu/askjane • Temple University: http://admissions.temple.edu/ • Ask an Owl at the bottom of the page • University of Miami: http://miami.intelliresponse.com/undergraduate/

19. Course Waitlist

20. Course Waitlist – Goals • Closer integration with the Student Information System • UI in systems already used by constituents: • Student interface in GOLD • Staff & Faculty interface in eGrades • Automation of the process to move a student from the Waitlist and into the class as space becomes available.

21. Course Waitlist – Two Styles • Basic Waitlist • First-come, first-served • Advanced Waitlist • Allows the Department/Instructor to prioritize students • Major/Department • Unit Total • GPA • Repeat status • Waitlists will be set up at either the Course or Primary (Lecture) level

22. Course Waitlist – Sign Up • Waitlist functionality will not be active until the start of Registration Pass 2. • If courses are full (based on scope of waitlist) after clicking add, student will be given the option to enter approval code or add to waitlist. • They will be provided up front with any notes from the department, criteria being used, and waitlist enrollment • Student will specify any enrollment codes covered by the waitlist that would be acceptable.

23. Course Waitlist – Sign Up • Students will be restricted in the number of units of waitlisted coursework that they may add • The current plan is to restrict the total such that the number of enrolled units plus the number of waitlisted units do not exceed the maximum for the pass. • The AS President polled around 100 students and the majority preferred this mechanism • The goal is to make it so that the waitlist numbers are a better estimate of demand • Reason for not opening the waitlist on Pass 1 is to encourage students to add 12 units of actual coursework before waitlisting any courses

24. Course Waitlist – Adding Classes • When a space becomes available, if a waitlist is active, students will still be directed to the waitlist • On a scheduled basis, a process will run which will add the top ranked student based on waitlist criteria to the course. • Student will be notified via email • The workgroup felt that automatically adding the student would encourage the student to take a more active role in managing their waitlist enrollments • More accurate estimate of demand

25. Course Waitlist – Adding Classes • Workgroup had considered notifying the student and giving them 24 hours to take action, but had a number of concerns • Transactions would be limited to the student’s pass times which greatly restricts the timeframe during which we could process adds • For pre-req heavy majors, the transition from Winter to Spring would be problematic • Drops of students not meeting pre-reqs would occur on Thurs or Fri of Spring Break. • That would only give 3-4 days to assign the remaining spaces

26. Course Waitlist – Adding Classes • Auto-Enrollment would stop at some pre-determined point • Most likely: first day of class • Once auto-enrollment ended, spaces could be dispensed via approval code.

27. Course Waitlist – Backup Courses • Student Feature Request: • A feature requested by some of the student members of the workgroup was to have course switching built into the waitlist. • If a student’s first choice course (Course 1) was full, they would enroll in their second choice course (Course 2). • They would then add themselves to the waitlist for Course 1 and then indicate that they would like to have Course 2 dropped if they got a space in Course 1. • This waitlisted course would then not count against the waitlisted unit limit.

28. Degree Audit Updates Sara Cook Assistant Registrar for Academic Services

29. Degree Audit - Announcements • Departments who offer undergraduate minors can now “declare” students in the minor via STAR (Data entry menu – Minor maintenance). • If you have questions on: • How to add a minor to a student’s record • How to cancel (remove/close) a minor on a student’s record • How to run reports showing students in your minor(s) Please contact Sara Cook - sara.cook@sa.ucsb.edu – x8962 • If you do not have access to the Minor maintenance screen in STAR, please request access via the REGAccess website.

30. Thank You! A HUGE thank you to all department and College staff who have worked on the DARS project!

31. Degree Audit • Majors completed since Fall 2012 • Geography • Physical Geography • Actuarial Sciences • Statistics • Religious Studies • French • Italian Studies • Classics • 96.82% of undergraduates in released majors or undeclared

32. Degree Audit • Departments currently in process • Theater and Dance • Linguistics • Comparative Literature • Germanic, Slavic, and Semitic Studies • East Asian Languages and Cultural Studies • Earth Science • Music • 1.72% of undergrads in majors in “test” • 1.46% of undergrads in majors left “to do”

33. Reminder! • For major degree audits which are released to undergraduate students in GOLD, the Office of the Registrar uses these degree audits as the final degree check for graduating students. • When complete, a copy of the degree audit is archived in AAA and is available for the student to view in GOLD. • Students are notified via U-mail when their final degree check (archived degree audit) is available in GOLD. • Questions? Please contact Academic Services at x2633 or GraduationMatters@sa.ucsb.edu

34. What’s next? • Double major degree audits • Degree audits with minors

35. Degree AuditReporting Tools

36. Degree Audit Reporting Tools • Using the AAA degree audits, we can query students’ course data or requirement data in batches. • We can look for: • All courses applied to the major • GPA: <2.00; >3.5; etc. • All students with area X unfulfilled • What course did students take to fulfill area Z? • Other? • Email sara.cook@sa.ucsb.edu

40. Master Course Approvals Sean Woods Scheduling and Publications Manager Sean O’Shea Scheduling Systems Manager

41. Master Course Approvals

42. MCA Deadlines: • Link to deadlines: http://registrar.sa.ucsb.edu/mca-deadline.aspx • 8-10 Month lead time for new courses and updates to existing courses

43. Effective Quarter • A good rule of thumb: • Submissions should be made with an effective date that is after a quarter that is in production. • i.e. if the proof cycle has started for W14, the effective date for a submission should be S14 or later • Avoid multiple MCA submission for the same course with overlapping effective quarters

44. Master Course Approvals • Submissions consist of: • New courses • Course modifications • Course discontinuations

45. Master Course Approvals • Discontinue a course: • Select a future quarter for quarter of discontinuation

46. New and Modified Courses • Use the “Summary of Changes” field to describe type of change or submission being made

47. Instructor Changes Instructor changes don’t need to be submitted as course modifications Email help@senate.ucsb.edu with course instructor change information.

48. Fields Related to Modifications/New Courses Instructional Activity Type Choose an IAT appropriate to the course Make sure to choose “LECSA” if the course is a Lecture that also has a Secondary (i.e. discussion section, lab or fieldwork)

49. Primary/Secondary Type • Select a Primary Type that corresponds to the selected Instructional Activity Type • If IAT type is LECSA, indicate whether or not the secondary is required and choose a Secondary Type.

50. Course Description • Descriptions should be concise • Limit to 40 words or less • Truncate unnecessary subjects and use present tense: • “Introduces the history of…”not:“This course will introduce the history of…” Example: Examines history of science and technology during the Cold War, with primary focus on the United States. Topics examined include: science/state relationship, arms race, the military-industrial-academic complex, Big Science, government secrecy, McCarthyism, the space race, environmentalism.