online graduation application

Online Graduation Application

Tracking Commencement Participation

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

UNIVERSITYOF

ARKANSAS

The Graduation Application Card

Oldest card on record:1949

TIME FOR A CHANGE!

Cards have been the same size since the beginning.

WHY!

They had to fit in the special file cabinet.

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

Who had to be involved?◦Programmer

Demo to present◦Individual colleges

Input for deadlines◦Treasure Office

Fee structure setup◦Students

Testing

Wish List!Diploma nameDiploma addressFerpa consentSidewalk nameBilling informationCommencement ParticipationCommencement NamePronunciation of nameU.S. Armed Forces questionQuestionnaire E-mail Conformation

What was delivered with the information system.

Limited to students applying for degree, term and deadline enforcement.

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.

Here is what it looks like!

Students will only receive the Apply for Graduation link if they have earned greater than 85 hours.

More than one degree plan?

Can apply for one or both but must complete 2 applications.

Only current terms may be selected.

Billing information will appear after term has been selected.

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.

Validation for each field.

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.

Student receives a confirmation e-mail

Administrative ViewFrom many to one

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 tableData entry done by

student.

Before:

Handwriting analystSidewalk nameCollect paymentsLong lines Stress

After:

Data typedLimited characters Direct BillingNo linesHappy

February Deadline

Before:

Commencement participation card

Data entry of returned cards

Cards not receivedBookstore reportDean’s Office

After

No mail outNo data entryAll accounted forBookstore access Dean’s Office

accessCost savings

2011- 1789 2012- 97

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.

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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

Click icon to add picture

Questions?