laura mckenzie and lisa lewis-mangum idaho state university july 31, 2015 enrollment and student...

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Laura McKenzie and Lisa Lewis-Mangum

Idaho State University

July 31, 2015Enrollment and Student Services Track

Coeur d’Alene, Idaho

ON YOUR MARKS, GET SET…

TRACK YOUR STUDENT ATHLETES

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SESSION RULES OF ETIQUETTE

Please turn off you cell phone/pager If you must leave the session early, please do

so as discreetly as possible Please avoid side conversation during the

session

Thank you for your cooperation!


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ABOUT IDAHO STATE UNIVERSITY

14,000 Students Currently on Banner Student 8.7.1 Went Live with Banner 8.1 in July of 2010 with

final data conversion for entire student module in August of 2010

Argos from Evisions is our reporting tool Average 450 – 500 Athletes


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INTRODUCTION

This session will cover how Idaho State University uses the athletic compliance module to track student athletes. We will cover how we set up the module to track NCAA requirements, how we provide academic advisors access to athlete data, how we limit athletes from dropping below full time, how athlete registration works, and how we extract data for and into the NCAA CA system.


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AGENDA

1. Basic Setup of the Athletic Tracking Module

2. Where we Track the NCAA ID

3. Assigning Athletic Advisors

4. Priority Registration Setup

5. How ISU ensures athletes take a minimum number of credits

6. Athletic Holds


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AGENDA CONTINUED

7. Transcript processing

8. Extracts and Uploads to the CA System

9. Reports Available to our Athletic staff

10.Go Over “things” we did not expect

11.Processes we want to build or improve in the future


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BASIC ATHLETIC MODULE SETUP


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ATHLETIC COMPLIANCE FORM - SGASPRT


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SGASPRT – COMPLIANCE TAB

• STVACTC – Validation table for sport codes

We start our Men’s sports with ‘M’ and Women’s sports with ‘W’ to make them easier to search

• STVSPST – Sport Status Codes

Active, Inactive and Reportable but no Participating

• STVELIG – Eligibility Codes

Active, Quit, Transferred, Graduated, etc.

• STVSAEL – Athletic Academic Eligibility Codes

Track student by Eligible or not and if not reason (24 credit hour rule, percent completion etc.)


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COMPETITION SUB-TAB OF SGASPRT

Athletic Competition Reasons - STVSARE


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ATTRIBUTE SUB-TAB OF SGASPRT

STVSATT – Athlete Attribute Validation ISU does not use athlete attributes


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COMMENTS SUB-TAB OF SGASPRT

Free form comments These comments are subject to review under

FERPA


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ATHLETIC COMPLIANCE INQUIRY - SGISPRT

You may only query on a valid ID or sport, not both.


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ROLLING ATHLETIC RECORDS USING SGAMSPT• SGASPRT records can be rolled or updated on the

SGAMSPT form.

You can select records by sport, status, eligibility, athletic eligibility, athletic attribute, athletic aid (yes or no), and if they used a season of competition or not.

The above criteria can also be updated during the roll of records.

Records can be selected using a population selection.

Letters can be sent via the communication plan module for athletes who have received new SGASPRT records.


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OTHER SETUP AND PROCESSING


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TRACKING THE NCAA ID OF OUR STUDENT ATHLETES

ID type of NCAA in GTVADID. The ID is the entered on the Additional Identification tab

of SPAIDEN


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ASSIGNING ADVISORS TO ATHLETES

Athletic Advisors are entered on SIAINST with a staff type of ATH (Athletics).

A custom job has been built to add all athletes as advisees to active Athletics Advisors. This job is run on a weekly schedule or can be triggered directly from Banner job submission.

Access to SGAADVR to self assign advisors is also granted so they can access the recruit records.


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VARSITY ATHLETIC COURSE REGISTRATION Athletes can register in a 1 credit Varsity Athletics Course Each

Semester that is not available to non-athletes

• The sections for these courses are set up on SSASECT with a Special Approval code of ‘IN’

• ‘IN’ in set up on STVSAPR

• A permit code of ‘SPECIAL’ is created on STVROVR and set up on SFAROVR to have the ability to permit students into sections with the ‘IN’ Special Approval code.

• The instructor of the course can give athletes permission to enroll in the section on an athlete by athlete basis OR

• We wrote a term based custom script athletics can run that assigns an override to all athletes with an active SGASPRT record to the Varsity Athletics CRN for the semester.


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PRIORITY REGISTRATION SETUP All athletes are allowed to register with the first registration

group using a pin on SPAAPIN.

We set up a custom job to assign PINs to our Athletic population in Batch.

The GTVSDAX settings for Internal Code WEBALTPINA must be ‘N’ and WEBALTPINU must be ‘Y’

The pins are entered on SPAAPIN. They must have a process name of TREG

We use the term code as our alternate PIN code since we only have on level of priority registration.


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PRIORITY REGISTRATION CONTINUED

In the time ticket set up of SFARGTC we set up a rule that allows these students access to priority registration dates.


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MINIMUM CREDIT REQUIREMENTS - SFAMHRS


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ATHLETIC HOLDS We set up a unique hold type of AT on

STVHLDD. This hold only blocks registration activity


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TRANSCRIPT PROCESSING FOR ATHLETES

We print transcripts for the Athletic Department at the end of the term.

SHRTPOP is run using an athletic advisor ID

Transcripts are the run on SHRTRTC with Y parameter 1 for Transcript Population File.


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EXTRACTS AND LOADS TO NCAA CA SYSTEM


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STUDENT EXTRACTS

CSV extracts were built and made available to our Athletic staff through our Argos reporting tool.

The staff extract the CSV then log into the CA system and upload for:

Student

Sport

End of Term


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FINANCIAL AID CA PROCESSING

Processes were put in place to compare CA data to our Banner data and alert staff of differences.

Custom processes were written to generate and upload information automatically to the CA system using curl processing for: Cost of attendance

Grant in Aid

Award Data


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REPORTING


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ATHLETIC REPORTS

• Book Pick List

• Class Schedule

• 4 different Roster Versions Each containing different information on Athletes

• Progress Reports

• Registration Activity

• Midterm Grades


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EDIT REPORTS

Athletes with transfer Credits Athletes without NCAA ID Athletes without Insurance Waivers Active Athletes not registered for the term Persons in the Athletics module not yet accepted

to ISU


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WRAPPING IT UP


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PROCESSES TO BUILD OR IMPROVE UPON IN THE FUTURE

We would like to utilize the faculty feedback feature to automate Progress Reporting for Athletics.

Advising Removal Script – a script that will remove athletics advisors if someone should leave the university.

Trigger that notifies Athletic Academic Advisors if an athlete changes their curriculum record.


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ADDITIONAL INFORMATION The following supplemental items have been

uploaded in addition to this presentation.

ISU_Athletic_validation.doc – a detailed listing of our validation values

SZPAATH – Custom script that assigns athletics personnel as advisors for athletes

SZPUPIN – Custom process to add registration pins to athletes

SZPUOVR – Custom process to give overrides to all athletes for Varsity Athletics course each semester

Finaid To CA Sync Project Overview

SQL for our Student CA Extracts


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QUESTIONS & ANSWERS


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THANK YOU!Laura Mckenzie [email protected]

Lisa Lewis-Mangum [email protected]


laura mckenzie and lisa lewis-mangum idaho state university july 31, 2015 enrollment and student...

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