Pennsylvania Banner Users Group 2008 Fall Conference

1. Pennsylvania Banner Users Group 2008 Fall Conference Taxable Tuition Remission Processing & Early Alert Processing Presented by: Dennis Lyons & Mike Cheeseman Co-Presenter: Ed Ebner & Elizabeth Giampietro Community College of Philadelphia Tuesday, November 25, 2008

2. General Announcements: • Please turn off all cell phones/pagers • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversations during the session • Questions will be answered ….. Thank you for your cooperation

3. Project Purpose • Track taxable benefits of non-dependents in accordance with IRS regulations • Children • Dependent • Under 19 and registered as full or part-time • 19-23 and registered full-time • Any age claimed as a dependent due to a permanent and total disability • Non-dependent • 19-23 less than full-time • 24 or older

4. Project Purpose cont. • Domestic partners • Dependent • Employee provides over one-half of support for the domestic partner during the calendar year • Non-dependent • Employee provides one-half or less of support for the domestic partner during the calendar year

5. Accomplishments • New local table tracking which students are associated to an employee as a dependent or non-dependant • New Banner INB form to track dependent and non-dependent tuition remission • 4 Excel audit reports detailing employees and their dependent and non-dependents • Letter generation and email process notifying the employee

6. Table Creation • TWRTEXP • Fields: TWRTEXP_EXEMPTION_CODE, TWRTEXP_TERM_CODE, TWRTEXP_EMPLOYEE_PIDM, TWRTEXP_STUDENT_PIDM, TWRTEXP_TAXABLE_IND, TWRTEXP_ACTIVITY_DATE • Primary Key: TWRTEXP_EXEMPTION_CODE, TWRTEXP_TERM_CODE, TWRTEXP_EMPLOYEE_PIDM, TWRTEXP_STUDENT_PIDM

7. INB Form • TWATEXP • New form accessed as an option through the baseline Banner Exemption Person Authorization form, TSAEXPP • Enables employees to verify and attest to the dependent status of their child(ren) and/or domestic partner, which is now required

8. INB Form cont. • Screenshot of TWATEXP:

9. Report Generation • Excel Reporting: • 4 Excel reports are generated through SQL scripts. • 1 report sent to HR • List each employee, the student attached to them, and if they are taxable or not • 1 report sent to Records and Registration • Lists the student, courses registered, part of term, and the registration code

10. Report Generation cont. • 2 reports are sent to Payroll • 1st report shows all the charges in detail that make up the taxable amount for each employee • 2nd report is a summary of the charges for each employee and the FICA and MQFE tax adjustments

11. Report Generation cont. • Screenshot of 1st HR report, HR_AUDIT.xls:

12. Report Generation cont. • Screenshot of 1st RR report, RR_AUDIT_SI.xls:

13. Report Generation cont. • Screenshot of 1st payroll report, PR_AUDIT_DETAIL.xls:

14. Report Generation cont. • Screenshot of 2nd payroll report, PR_AUDIT_SUMMARY.xls:

15. Email and Letter Generation • A letter is generated and sent to each employee notifying them that they have taxable benefits for the semester • Taxable benefits are treated as additional income • Social Security and Medicare taxes will be withheld • Taxable amount added to the year end federal taxable gross

16. Email and Letter Generation cont. • Email sent notifying the employee that they have taxable benefits and to expect a letter in the mail • Letter sent detailing the total amount to be withheld and an explanation of how the total is calculated

17. Email and Letter Generation cont. • Screenshot of the Letter

18. Conclusion • New IRS regulations for non-dependents • New Process to track taxable non-dependents • New Reports generated to reconcile employees affected by non-dependents receiving tuition remission benefits

19. Early Alert Processing

20. Background • Community College of Philadelphia went live with BANNER Student in March, 2005. • We created a modified version of the grade entry to allow for attendance collection at several critical points within a semester. • Fall, 2008 we went live with enhancements to attendance and grade submission to allow for additional data collection for ‘Early Alert’ Processing.

21. What is Early Alert Processing? • The Community College wanted a way to monitor our students’ progress during the semester in hopes of providing additional support to help each student succeed. • The college identified 5 high risk categories to track and give support. • Frequently Late • Inadequate Class Participation • Inappropriate Classroom Behavior • Missing Assignments • Other (Conference requested)

22. Project Goals • Enhance our attendance processing to facilitate better communication with students in high-risk categories. This will allow early intervention which will increase student success. • To provide our instructors a simple way to contact these students, let them know what is expected of them, and give them some solutions on how to succeed at the Community College of Philadelphia.

23. Accomplishments • Created a local Oracle table to store the early alert indicators. - SWREAPI • Enhanced current Grade Submission SSB Page. • Created an INB Form to allow other staff to enter these indicators. - SWAEAPI • Created an Oracle Report to be used as a mailer

24. Table Creation • SWREAPI • Fields: swreapi_pidm, swreapi_term_code, swreapi_crn, swreapi_cens_code, swreapi_late_ind, swreapi_class_part_ind, swreapi_class_behave_ind, swreapi_missing_assign_ind, swreapi_other_conf_ind • Primary Keys: swreapi_pidm, swreapi_term_code, swreapi_crn, swreapi_cens_code

25. Self Service Banner • Faculty Menu • Our Attendance Process is under the Grades and Attendance Status Link

26. Self Service Banner • Select a Term • Faculty selects available term. If none available, no available processing terms listed.

27. Self Service Banner • Select a CRN • The faculty member then selects the CRN for which attendance will be entered. They can select one at a time.

28. Self Service Banner • Retention Performance Key • This key will appear during the 20% and 50% attendance period

29. Self Service Banner • Retention Performance Indicators • These checkboxes were added to our existing web form. These checkboxes are optional and only display during the 20% and 50% attendance periods.

30. Checkbox Detail

31. Issues • Checkboxes do not exist on a Web Form unless they are checked. • If an entire CRN doesn’t have any ‘Inadequate Behavior’ checkboxes checked, the entire array doesn’t exist. • Solution: Simply initialize the array with a dummy value and ignore that value once the array has been passed to the insert procedure. • If a student has been previously marked ‘Missing Assignments’, un-checking a box on a Web Form will not pass any information to the insert procedure • Solution: Since the entire class grades and Early Alert Indicators gets passed to the insert procedure, we updated all the Indicators back to ‘N’ and scrolled through each array to update any ‘checked’ Indicators.

32. Issues (Cont.) • There is no correlation between a student’s pidm and the array of ‘checked’ indicators. • The array simply holds the value of the checkbox. • Solution: We created the value as an abbreviation of the Indicator plus the student’s pidm. • Example: twbkfrmt.P_TableData('<input type="checkbox" name="SWREAPI_LATE_IND" value="FL-'||student_list_rec(k).sfrstcr_pidm||'" checked>FL','center',null,null,1,1,null); • Needed to know if each Indicator needed to be updated or inserted in SWREAPI. • Solution: We took the TO_NUMBER(SUBSTR(SWREAPI_LATE_IND(M),4)) and checked to see if the record already existed in SWREAPI to decide if we needed to insert or update.

33. Summary of Web Package Changes • BWWGKATND – package header • Procedure P_FacAttendancePost • SWREAPI_LATE_IND IN OWA_UTIL.IDENT_ARR • SWREAPI_CLASS_PART_IND IN OWA_UTIL.IDENT_ARR • SWREAPI_CLASS_BEHAVE_IND IN OWA_UTIL.IDENT_ARR • SWREAPI_MISSING_ASSIGN_IND IN OWA_UTIL.IDENT_ARR • SWREAPI_OTHER_CONF_IND IN OWA_UTIL.IDENT_ARR • BWWGKATN1 – package body • Procedure P_FacAttendance • Added the 5 Early Alert Indicator checkboxes. • Procedure P_FacAttendancePost • Added code to cycle through arrays to update SWREAPI

34. Current INB Form - SWASLST

35. New INB Form - SWAEAPI

36. Reasons for an INB form • Since all faculty do not submit attendance and grades in a timely manner, the Records and Registration office needed a way to enter this information through INB. • The Records and Registration staff need a little more flexibility when entering this information. The Census period on this form is NOT driven by the attendance period. The staff simply choose the census period they wish. • With the exception of point above, the INB form behaves exactly the same as the SSB form.

37. Oracle Report

38. Required Actions • Frequently Late • In virtually all classes, being frequently late will affect your grade – please review your syllabus for class rules about lateness or speak to your instructor. You are also encouraged to speak with a counselor at the site where your class is held. • Inadequate Class Participation • Insufficient class participation may have a negative impact on your grade. You are encouraged to speak with your instructor to discuss ways to improve participation. You may also wish to speak with a counselor about classroom strategies that will improve your participation. • Inappropriate Classroom Behavior • You are encouraged to speak with your instructor to discuss these behaviors. Inappropriate behavior may lead to disciplinary action and have a negative impact on your standing at the College. You are also encouraged to make an appointment to speak with a counselor at the site where your class is held to discuss strategies for improving classroom behavior. Please review the “Know the Code” Channel in MyCCP on the “Campus Life” tab and the College’s “Acceptable Use Policy” found on the login page of MyCCP if your course is on-line.

39. Required Actions (Cont.) • Missing Assignments / Unprepared • In an effort to provide you with academic support, we have scheduled you to participate in a Learning Lab workshop or meet with a Learning Lab specialist. You must contact one of these offices. • Learning Lab in B1-28 on Main Campus to attend the “Becoming a Master Student” workshops. • Northwest Regional Center Learning Lab Specialist. • West Regional Center Counselor. • Northeast Regional Center Learning Lab Specialist. • Students taking online courses may consult the online resources of the Learning Lab – go to their Channel in MyCCP located on the “Academics” tab. • It is essential that you review your syllabus and/or speak with your instructor to determine the possibility of making up late or missed assignments. • Other (Conference Requested with Student) • Your instructor has indicated the need to speak directly to you in conference. It is essential that you make an appointment with your instructor immediately.  Failing to do so may have a negative impact on your grade.

40. In Conclusion • Implemented Fall 2008 • Out of the 978 primary instructors for the 200840 term, 507 used the performance retention indicators (51%). • During the 20% attendance period 2301 letters were sent. • During the 50% attendance period 3905 letters were sent. • Future development • We are in the process of creating a Brio report which will capture how many of these students followed up on our ‘required actions’ worksheet and track a student’s full cycle.

41. Thank You • Any Questions / Comments? • Feel free to contact us later if you have any code specific detailed questions. • Contact Information • Taxable Tuition Remission Processing • Dennis Lyons • dlyons@ccp.edu • Early Alert Processing • Mike Cheeseman • mcheeseman@ccp.edu