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Registrar’s Fall 2011 Kick-Off Meeting

Registrar’s Fall 2011 Kick-Off Meeting. Registrar’s Kick-Off Meeting Fall 2011. Agenda Welcome/Introductions FERPA Update HEOA Regulations GOLD Changes and New Features AAA Document View Raw Transcripts Data Canceled Courses Minors in GOLD, AAA & STAR

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Registrar’s Fall 2011 Kick-Off Meeting

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  1. Registrar’s Fall 2011 Kick-Off Meeting

  2. Registrar’s Kick-OffMeeting Fall 2011 Agenda • Welcome/Introductions • FERPA Update • HEOA Regulations • GOLD Changes and New Features • AAA Document View • Raw Transcripts Data • Canceled Courses • Minors in GOLD, AAA & STAR • Academic Probation Changes • SIS Modernization • DARS Update • Online Catalog Update • Summer Registration Pass Times • Questions

  3. Introducing… • New staff members • Anthony Schmid • Josefina Lopez

  4. FERPA Update • Alternative Printing – UCSB’s new printing/coping vender • Consent to Release • Who needs to take the FERPA training and quiz • Faculty and TA training initiative with UCOP • Individual training sessions

  5. HEOA Requirements • Higher Education Opportunity Act of 2008 • The act requires that postsecondary institutions participating in federal student aid programs make certain disclosures to students.  • HEOA and other required disclosures can be found on the Student Affairs Policy web page: http://www.sa.ucsb.edu/policies/UCSB_HEOA.aspx

  6. GOLD Changes & New Features Apri Medina Student Services Manager

  7. GOLD Updates:New Header Tabs • Directs student to Catalog and Course Waitlist Website

  8. “Find Courses” Tab Cont. New Features • Advanced Search: - Check boxes for section options * Open Sections Only * Matching Sections Only - Check boxes for course requirements * Courses Without Restrictions * Courses Without Prerequisites - Link to Course Enrollment Histories

  9. “Find Courses” Tab

  10. Example View: Advanced Search

  11. Upcoming Changes • Transcripts/Verifications • Joining Transcripts and Verifications on one sidebar button • New option for Unofficial Verification • Explanations of Unofficial vs. Official

  12. Transcripts/ Verifications Detail

  13. AAA: Document View & Raw Transcript Data Luke Lindquist Data Analyst, Computer User Support

  14. AAA Document View • Student folders are available to view through the AAA document view!! • Currently only for students admitted M10-forward, who have had their NSP completed. • For access, please send your request through Reg Access.

  15. AAA Document View After entering in a PERM, navigate to the Students menu and select “Documents”

  16. AAA Document View You will be brought to a new screen that displays all documents available in the student’s folder.

  17. AAA Document View Selecting on any one of items will open a PDF copy of the document in a new browser window. An easy navigation tree will now be available in this new window, at the top left.

  18. AAA Raw Transcript Data • Just a reminder that this feature is available in AAA. • Available to view even when the student does not have a NSP. • This is the raw, unarticulated course data. • Sometimes this data is helpful during early advising sessions.

  19. AAA Raw Transcript Data Where is it? After entering in a PERM, navigate to the Students menu, hover over Courses and select “Raw Transcript Data”

  20. AAA Raw Transcript Data You will be taken to the Raw Transcript course listings, illustrated below:

  21. Canceled Courses Claire Gittins Scheduling Systems Manager

  22. Dropping Students from canceled courses • Once registration has started, undergrad course cancellations are accepted via Schedule Alteration Form (SAF), signed by the Dean of the relevant department. (For College of Letters and Science, I will make arrangements to obtain Dean Nisbet’s signature) • SAF’s are available to download and print from the Office of the Registrar website: http://www.registrar.ucsb.edu/ • Once the course has been canceled, the department must notify all students enrolled in the course.

  23. Who does it? Prior to the drop deadline After the department notifies the students that the class has been canceled and asks them to drop themselves via GOLD. Any students who don’t drop themselves can be dropped by the department. After the drop deadline After the department provides proof to the Office of the Registrar that all students have been notified, the Office of the Registrar will drop the students.

  24. What else? • The department follows up to make sure that no students remain in the course. • This should be done 1-2 weeks after the students have been notified of the course cancellation.

  25. Notifying students Dear Student, The following class, in which you are currently enrolled has been canceled. <<Class name/number>> Please log into GOLD and drop this class from your schedule as soon as possible. Failure to do so could result in an F or NP grade appearing on your record. In order to avoid negative impacts to your cumulative progress or financial aid status, you may need to add an additional course to your schedule to replace the one that has been canceled. If you have any questions, please contact the advisor for the department offering this course.

  26. Office of the Registrar contacts Canceling a course: Claire Gittins Claire.gittins@sa.ucsb.edu Removing students from a cancelled course after the drop deadline: Luke Lindquist Luke.lindquist@sa.ucsb.edu

  27. Minors in GOLD, AAA & STAR Mike Nesbit Manager, Reg Tech Team

  28. Minors listed in GOLD

  29. Minors listed in AAA

  30. Minor Maintenance

  31. STAR Minor Limit

  32. STAR Minor Display

  33. STAR Minor Display

  34. Academic Probation & SIS Modernization Anthony Schmid Business System Analyst

  35. Probation Codes • New method for coding probation introduced beginning with the Spring 2011 quarter. • Old codes will remain as they are on the student record for Winter ’11 and prior. • New codes are intended to more closely reflect the Academic Senate regulations.

  36. Probation Codes

  37. Probation Codes • Reminder: • These codes are a direct reflection of the student’s Quarter and Cumulative GPAs. • They are not a reliable indicator of a student’s status with their college. • Students should be referred to their college for any questions regarding their status.

  38. Probation Codes • Conditionally Reinstated • Used to be automatically applied at the end of the Fall and Winter quarters to any student that would have been Subject to Disqualification (SA, SB, SC). • This will no longer be automatically applied. • Student will be placed in a Subject to Disqualification status and the colleges will take whatever steps they would normally take for a student in an StD status.

  39. SIS Modernization Project • Goal: • Migrate the existing mainframe-based Registrar, Admission, and Graduate Division systems to a new technology • Approach: • Working with an external vendor which has tools to automate the conversion of the code and data of the current mainframe-based SIS.

  40. SIS Modernization Project • Systems subject to this conversion project: • Undergraduate Admissions (UADMIT) • Campus Schools (CTAB and STAB) • UCSB Person Index (INDX) • Admissions Departmental Reporting (ADMS) • Student Registration System (SREG) • Curriculum Access (CRES) • Student Access and Reporting (STAR) • Financial Aid (FAID/SFSO) • Student Systems Departmental Access (SSDA) • Graduate Student Fee Remission (GSFR) • Graduate Division (GDIV)

  41. SIS Modernization Project • What will remain the same? • Application layout • Individual screen layouts • Function keys

  42. SIS Modernization Project

  43. SIS Modernization Project • What will be changing? • Web interface – may be accessed from any web browser • Drop-down fields • Buttons in addition to the function keys. • Username/Password – will initially be using UCSBNetID and Password

  44. SIS Modernization Project • System Output • Email output will work the same. • Batch jobs that create files which a user then retrieves. • Batch jobs that currently result in print jobs being sent to network printers around campus will work a bit differently…

  45. SIS Modernization Project • Printer output: • Jobs that currently print to your office printer will instead be converted to PDF. • An output queue will be integrated into the new system where you can access these files. • You may then read, print, download, etc. the file.

  46. SIS Modernization Project • Timeline for 2011-2012: • Summer 2011 : Database Conversion • Sept. 2011 – Apr. 2012: Application Conversion and Testing • Apr. 2012 – Jun/Jul 2012: Integration of other systems (GOLD, eGrades, AAA, etc.) & Final Acceptance Testing • Summer 2012: Go Live

  47. SIS Modernization Project • Application Testing • Vendor Testing • Test Cases • Application Walkthrough • UCSB Testing • Testing of everything we can think of... • By as many people as are willing. • Acceptance Testing • One last round of testing after all applications are converted and before we go live.

  48. DARS, Online Catalog & Summer Registration Leesa Beck Associate Registrar, Systems Operations

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