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Online Graduation Application

Online Graduation Application. Tracking Commencement Participation. University Of Arkansas. Current enrollment – 24,537 Number of students applying for graduation – 5000 Spring Commencement Participants – 3400 Fall Commencement Participants - 850. Oldest card on record: 1949.

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Online Graduation Application

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  1. Online Graduation Application Tracking Commencement Participation

  2. University Of Arkansas Current enrollment – 24,537Number of students applying for graduation – 5000Spring Commencement Participants – 3400Fall Commencement Participants - 850

  3. Oldest card on record: 1949 The Graduation Application Card

  4. Cards have been the same size since the beginning. • WHY! • They had to fit in the special file cabinet. TIME FOR A CHANGE!

  5. What we wanted to accomplish: • User friendly • Students complete the data entry • Commencement participation • FERPA release for commencement • USA report survey information • Fees applied directly to student account • Information compiled in one location • Enforce Deadlines

  6. Who had to be involved? • Programmer • Demo to present • Individual colleges • Input for deadlines • Treasure Office • Fee structure setup • Students • Testing

  7. Wish List! What was delivered with the information system. Limited to students applying for degree, term and deadline enforcement. Diploma name Diploma address Ferpa consent Sidewalk name Billing information Commencement Participation Commencement Name Pronunciation of name U.S. Armed Forces question Questionnaire E-mail Conformation

  8. Solution: • New page on the student center with all the information. • Validation to ensure all fields are complete. • E-mail conformation sent to University e-mail • New table attached to student degree page with all data elements.

  9. Here is what it looks like! Students will only receive the Apply for Graduation link if they have earned greater than 85 hours.

  10. More than one degree plan? Can apply for one or both but must complete 2 applications.

  11. Only current terms may be selected.

  12. Billing information will appear after term has been selected.

  13. If a student chooses No they will not be attending Commencement, the commencement information box does not appear. If they choose Yes, they will be required to complete their college and Name to be called at the ceremony. Pronunciation is not required.

  14. Validation for each field.

  15. Fees are applied directly to student account immediately after submission of application. Fees can be paid using the student center by credit card. Payments no longer taken in the Registrar’s Office.

  16. Student receives a confirmation e-mail

  17. Administrative View From many to one

  18. Before After • Data Entry on four different screens about 5 to 10 minutes per card • Reports four different tables. Must join tables and sort data correctly. • Data entry on one page. • Reporting one table • Data entry done by student.

  19. Before: • Handwriting analyst • Sidewalk name • Collect payments • Long lines • Stress • After: • Data typed • Limited characters • Direct Billing • No lines • Happy

  20. Before: • Commencement participation card • Data entry of returned cards • Cards not received • Bookstore report • Dean’s Office • After • No mail out • No data entry • All accounted for • Bookstore access • Dean’s Office access • Cost savings February Deadline 2011- 1789 2012- 97

  21. Weeks to Hours! Reports loaded to Share Point and distributed to colleges on weekly basis. Clearance list submitted electronically back to Registrar’s Office. Denied student removed from report, honors added. All degrees for each college posted at the same time. Report converted to Excel list and used to print diplomas and labels For smaller colleges mailed same day.

  22. Commencement information is e-mailed to students. Commencement website with all the information to complete. Live streaming video for family and friends Senior Walk Information l

  23. Questions?

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