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Web-Based Application For Graduation

This presentation discusses the implementation of a web-based graduation application designed by Doug Rutledge and Rich DiStanislao at Indiana University of Pennsylvania. With over 14,000 students and 1,800 employees, IUP sought to streamline the graduation process, improving student access and reducing administrative burden. Key features include eligibility criteria for applicants, integration with existing systems, and the management of potential mismatches in graduation records. Future expansions aim to enhance functionality and user experiences.

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Web-Based Application For Graduation

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  1. Web-Based Application For Graduation Doug Rutledge and Rich DiStanislao Indiana University of Pennsylvania Monday, October 27, 2003

  2. About IUP • 14,000 students and 1,800 employees • Largest Member of SSHE • 3 campuses • Doctoral I • Clock-hour programs

  3. Banner at IUP • Implemented five baseline modules and three “Web For” products 1998-2000 • Banner 5.x (soon to be Banner 6) • Oracle 9i, OAS (soon to be 9IAS) • Sun Solaris

  4. Overview • Need For Online Application • Solution • Issues • Future Plans • Questions

  5. Need For Online Application • Make it easier for students to apply • Reduce data entry for Registrar’s Office • Save time • Save money • Save half-time position • Do not want to give departments access to SHADEGR • RPE 28710

  6. Solution • Option to Apply For Graduation under Student Self-Service • Implemented Feb 2003 for Aug 2003 grads • Undergraduate students only • Most recent SHADEGR record must be “Sought” – if “Pending”, you’ll be notified • Must be a junior or senior • Must have taken a course in the last 10 years

  7. Solution - Continued • Option to Apply For Graduation under Student Self-Service - Continued • Can only apply during fall and spring • If program, level, majors, or minors do not match on SGASTDN and SHADEGR, you cannot apply (contact your associate dean) • Graduation Date is the end date of the term – apply for spring date in fall, apply for summer and fall dates in spring until the deadlines

  8. Solution - Continued • Option to Apply For Graduation under Student Self-Service - Continued • Fields changed on SHADEGR: • Status (to “PN” for Pending) • Appl Date (to today’s date) • Graduation Date (selected from list) • Graduation Term (based on graduation date) • Graduation Year (based on graduation date) • Authorize (to “WEB”) • Name and address changed on SHADIPL

  9. Dean’s Issues • Deans, advisors missed the paper trail – “How do I know who applied?” • Solution: SWRGRAP • Pro*C report of graduation applications • Run from job submission by the end-user • Parameters: • Report Order (Student, Advisor & Student, or Primary Major & Student) • Term • Include Awarded Degrees (Yes or No) • Level, College, Department, Major, Secondary Major, Minor

  10. Dean’s Issues - Continued • Afraid that adviser will not be able to properly advise for last semester of registration • Solution: Although SWRGRAP can be run any time, create a batch run “academic progress sheets” by graduation “Pending” record using SWPGRPT. Can order by department, major, college, degree, level, advisor or individual student

  11. Dean’s Issues - Continued • Deans - deadline dates • Wanted their own deadline dates • Had to shut down web application • Finally agreed on common dates • Deans – information text • Didn’t like all messages directing students to their office • Changed some to direct students elsewhere

  12. Issues - Continued • SGASTDN/SHADEGR mismatches • Several hundred of these cases, mostly major changes and secondary curriculums rolled into a second record • Process to automatically fix these on SHADEGR? Too risky with curriculum rules • SWRGSDM • Pro*C report of mismatches • Run from job submission by the end-user (Registrar’s Office) • Parameters: • Term • Level • Only Registered Students (Yes or No)

  13. Issues - Continued • Students entering their name incorrectly • Students unable to change information after initial submission • Late applications have to be entered manually • There are always late applications that are approved

  14. Future Plans • Graduate School version of application • RPE to keep SGASTDN/SHADEGR in sync • Have CAPP processing completed for all majors. Can already order custom CAPP reports by graduation pending records • Integrate into Web for Faculty product – for email distribution, for advisor query • Future Workflow process

  15. Questions? Doug Rutledge – darutled@iup.edu Rich DiStanislao – rdistani@iup.edu Thank you!

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