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Student Services Information Technology Overview

Student Services Information Technology Overview. Faces of the SIS MITSIS – Oracle Forms WebSIS – web forms. Student Information System. Typical MITSIS Screen. Typical WebSIS Screen. SIS Business Processes. The SIS supports the MIT culture and faculty policies Exceptions Decentralization

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Student Services Information Technology Overview

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  1. Student Services Information Technology Overview

  2. Faces of the SIS MITSIS – Oracle Forms WebSIS – web forms Student Information System

  3. Typical MITSIS Screen

  4. Typical WebSIS Screen

  5. SIS Business Processes The SIS supports the MIT culture and faculty policies • Exceptions • Decentralization • Uniqueness

  6. Student Services Information TechnologyOverview Undergraduate Admissions

  7. Undergraduate Admissions Home

  8. Undergraduate Admissions – MyMIT

  9. Undergraduate Admissions – MyMIT Blogs

  10. Undergraduate Admissions – Online Application

  11. Undergraduate Admissions – Overnight Visit

  12. Stargate Internal Application – Basic Search

  13. Stargate Internal Application – Advanced Search

  14. Student Services Information TechnologyOverview Graduate Admissions and International Students Office

  15. Graduate Admissions • 15 000 applicants for graduate admission • Graduate administrators in 33 academic departments • Admitting into 45 programs • Also processing admissions for • Special students • Exchange students • Visiting students

  16. Graduate Admissions • Contacts • Applications • Biographic info, educational history, recommendations , GRE and TOEFL scores • MIT ID assignment • Admission decisions, applicant replies • Data downloads to local systems (FM Pro) • Initial financial aid and registration records • Survey, reports

  17. Graduate Admissions • People contacting MIT for graduate admissions: • 25 000 people sending their GRE, TOEFL test scores • 13 000 people downloading grad application form from website • 4 000 people requesting applications via walk-in, phone calls, e-mail

  18. Graduate Admissions • Graduate Admissions Applications • 15 000 per year • 20% received on paper • 80% received from 3 different online applications • 7500 applications received from CollegeNet • Received as PDF and as text

  19. Graduate Admissions • Graduate Admissions Applications - continued • Sloan: 2 600 applications • We receive and process a direct data feed from their vendor • Course VI: 2 400 applications • Course VI has written their own online application. We receive and process their applicant data feed into MITSIS

  20. Graduate Admissions • MIT ID Assignment • Data download to local systems • Admission decisions by departments • 2 800 admitted • Decision letters to applicants • 1 600 accepting MIT’ s admission offer and enrolling

  21. Graduate Admissions • Financial aid and registration base record in MITSIS for admitted applicants • Surveys mailed to all admitted applicants • Reports: Mailing, application, yield statistics • Data Warehouse

  22. ISO - International Students Processing • International Students • 36 % of graduate students • 8 % of undergraduate students • In-house developed J2EE Swing application

  23. ISO - International Students Processing • Checking admissions, registration, financial aid and budget data from multiple SIS business domains • Entering funding information for applicants • Providing new students data to Homeland Security • Reporting changes in status (biographical, registration, funding, program, level, etc.) to Homeland Security

  24. ISO - International Students Processing • Receive the Certificate of Eligibility forms (I-20 and DS-2019) which allow the student to apply for the F1 and J1 visa • Keep electronic notes of advising appointments and any other changes to a student’s immigration record • Processing requests and granting work authorization • Processing travel letters, SSN letters, certificate of study letters • Reports and statistics

  25. Student Services Information TechnologyOverview Student Financial Services

  26. Student Financial Services Applications Team • Our team supports Student Financial Services (SFS), which is comprised of Financial Aid, Student Accounts, Loan Services, Student Employment and the Student Services Center.

  27. Student Financial Services Applications Team • Students interact with SFS when they: • Incur charges, including tuition, medical insurance, housing and dining, library fines • Receive financial aid, including grants, scholarships and loans • Make payments on their student account

  28. Student Financial Services Applications Team • Our team provides ongoing system support for these and other services, beginning with the students’ initial applications and continuing until after graduation.

  29. Student Financial Services Applications Team • Student data enters MITSIS from the Admissions system via an automated download. • As the students statuses change from ‘applicant’ to ‘admitted’ to ‘admitted and coming’, the information is updated in MITSIS.

  30. Student Financial Services Applications Team • MITSIS feeds data into PowerFAIDS, a stand-alone Financial Aid application. • If a student applies for financial aid, as approximately 60% of undergraduate students do, a financial aid package is generated using this application. • When the financial aid is awarded, the information is fed back into MITSIS, where student award, account and billing data is updated.

  31. Student Financial Services Applications Team

  32. Student Financial Services Applications Team • Other Financial Aid awards enter the MITSIS system via Web Grad Aid, a J2EE-based data entry tool used by departmental graduate administrators. • Approximately 12,000 graduate awards are entered each year.

  33. Student Financial Services Applications Team

  34. Student Financial Services Applications Team • SFS uses SISTIM, another J2EE-based application, for several tasks, including the maintenance of student account information, processing outside scholarships and the processing of refunds to students.

  35. Student Financial Services Applications Team • The Housing Office also uses SISTIM, in conjunction with MITSIS, to support the following: • Building and room definitions • Room cost rates, taxes, fees, refunds • Room assignments • Financial transactions for undergraduate and graduate students • Reports to internal and external groups (Census extract etc.)

  36. Student Financial Services Applications Team

  37. Student Financial Services Applications Team • Additional charges are posted to the students’ accounts via electronic data feeds, which are received from various departments, including Housing, Dining, Medical, and the MIT Library. • Outgoing data feeds of SFS data are sent internally to the Data Warehouse and Medical, and externally to vendors who supply loan and billing services • The student account transactions eventually are posted to SAP via the MITSIS General Ledger Pass.

  38. Student Financial Services Applications Team • For aid year 2005, nearly 11,000 students received some type of financial aid, including 52,000 distinct awards totaling almost $400 million. • In addition, over 400,000 student account transactions were processed during that time period.

  39. Student Services Information TechnologyOverview Student Academic Cycle

  40. Student Academic Cycle • Freshman Advising Folder – provides a consolidated view of tests taken prior to a students admission to MIT and during their first term as a Freshman. • Displays pending credit awarded for student test scores • View credit generated based on test scores • View transfer credit from other schools

  41. Student Academic Cycle • Pre-Registration – All continuing students have the ability to Pre-Register for Classes on line. • Subject Listings and Schedule • Displays approved subject descriptions, reviews curricula • Schedules classes, rooms, subjects, students and exams. • Pre-Requisite Checks • Checks for subjects dependencies • Registration Hold • Financial, Medical, Immigration, Housing • Pre-Registration Class Lists • Displays Student lists with names and accompanying photos

  42. Student Academic Cycle • Registration/Reg. Day – process of finalizing the term subject selection. • Registration Form is printed based on Pre-Registration and a student meets with his advisor to determine his schedule • Student submits their completed and signed registration form to the Registrar’s Office, who then in turn processes that form. • Adding/dropping of a subject within the term needs to be done within 4 weeks of the term start. • Registered Class Lists – are available to faculty and instructors

  43. Student Academic Cycle • Tuition Assessment • Estimated Assessment processing is performed prior to Registration Day and during the first 3 to 4 weeks of regular terms. Students who are eligible to register who have not had an approved light load will be assessed the full tuition associated with their Basis Code for that term. • Actual Assessment processing for regular terms occurs beginning at some point between the 3rd and 5th week or if a student withdraws from MIT prior to that time.

  44. Student Academic Cycle • Academic and Biographic Record - once a student is registered, their academic and biographic information is tracked. • Status of Registration • Displays current term registration and degree audit information. • Grade Report • Internal record of grades received for prior terms, displays term cumulative GPA and units earned. • Degree Audit • “shapes and shares degree lists” – audits GIR’s and ensures integrity to each MIT degree • Address Maintenance (Term, Billing, Home, International, Mailing) • Students can view and maintain their addresses on line.

  45. Student Academic Cycle • UROP – Undergraduate Research Opportunities Program - New application in development • Cultivates and supports research partnerships between undergraduates and MIT faculty • Students apply on line • Provides centralized maintenance of UROP application process • Registrars Office can track students UROP academic credit

  46. Student Academic Cycle • Degree Tracking – New Application in Phase II • On Line application form for degree candidates • Tracking and approving students’ candidacy. • Finalizes and formats student degree information for the Commencement Book • Publication of Commencement Book • Marching order on commencement day

  47. Student Services Information TechnologyOverview Infrastructure Team

  48. Infrastructure Team • Two primary areas of responsibility • Database Administration • System Administration

  49. Infrastructure Team Database Administration

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