presented by: heather alderfer, yale law school ray o ... · presented by: heather alderfer, yale...
TRANSCRIPT
Presented by: Heather Alderfer, Yale Law School Ray O. Grant, New York Law School
Tuesday, March 15, 2011 3:45Session ID 216
AACRAO Seattle 2011 Session ID: 216
Session Rules of Etiquette
Please turn off your 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!
AACRAO Seattle 2011 Session ID: 216
Introduction
We all use technology every day How can we be more efficient and use existing resources
creatively?
Ray: Making the Internet & Your Database Work For You
Heather: Avoiding the Pitfalls of Technology & Reporting
Comments, questions, and ideas
AACRAO Seattle 2011 Session ID: 216
Benefits: An Understanding of … Gain new ideas for manual processes
Learn time-saving approaches to creating reports
Share knowledge
Be inspired to look at technology in a new way
Ray O. Grant
Assistant Registrar
New York Law School
AACRAO Seattle 2011 Session ID: 216
Today’s Students & the Internet Their Characteristics & Profile
Tech Savvy
High Expectations
AACRAO Seattle 2011 Session ID: 216
Your Database & the Internet Wealth of information
Collaborate With IT to Improve Processes
Use the Internet to Simplify Your Job
AACRAO Seattle 2011 Session ID: 216
Forms on the Web Easy to Use for Students / Expectations
Provides Database of Information for Registrar’s Office
AACRAO Seattle 2011 Session ID: 216
Online Forms Key: Make Forms Easy to Locate Requests Goes to Entire Office Staff Convenient for Faculty
AACRAO Seattle 2011 Session ID: 216
The Commencement Form
AACRAO Seattle 2011 Session ID: 216
The Commencement Form, Cont’d
AACRAO Seattle 2011 Session ID: 216
Hyperion Transcript Easy to Implement Only One Click Is Needed Information is Right on the Screen Saves Time
AACRAO Seattle 2011 Session ID: 216
Printing Diplomas On Site Cost Saving$$$ Process is Easy to Implement Faster Customer Service to Graduates
AACRAO Seattle 2011 Session ID: 216
Printing Diplomas On Site Storage is Easy Low Maintenance
AACRAO Seattle 2011 Session ID: 216
Seating Chart Software Faculty Excited About Product Information Used for Reference
AACRAO Seattle 2011 Session ID: 216
NOLIJ Selected Term and Courses are Chosen Process Is Run Comments are Placed on Transcript
And a little bit about report writing
Heather Alderfer
Yale Law School
AACRAO Seattle 2011 Session ID: 216
Technology is great…until it isn’t
AACRAO Seattle 2011 Session ID: 216
Ways of communicating with students
Paper letters or memos Direct emails
Personal address? Institutional address?
Portal or other intranet Emerging technologies
Text messages Mobile apps
AACRAO Seattle 2011 Session ID: 216
If you only do one thing: Proofread
Communications are a reflection of your office and the technology
AACRAO Seattle 2011 Session ID: 216
When something goes wrong Determine how many students the problem affects Communicate
As early as possible As clearly as possible Only to those who “need to know”
Registration Forms at Yale Law School
AACRAO Seattle 2011 Session ID: 216
Registration Forms Every student completes a Registration Form at the
start of every semester Must be completed in person Used to collect a variety of information Form created and generated by YLS Registrar’s
Office
AACRAO Seattle 2011 Session ID: 216
Sample Registration Form
AACRAO Seattle 2011 Session ID: 216
YLS Technology Environment SIS: Banner 8.3
Centrally supported by Yale University
Hyperion Interactive Reporting Studio 9.3 “Brio”
WinSmart Lottery, grade entry, course information on web
SharePoint/AppointLink’s myLaw Intranet, course management, exams
AACRAO Seattle 2011 Session ID: 216
Be Creatively Lazy SIS holds raw data Brio used to “translate” data into readable form Example:
Computed Items
AACRAO Seattle 2011 Session ID: 216
Be Creatively Lazy, cont. Copy from existing reports Keep a list of frequently used fields, computed items,
scripts, and custom SQL in a text file Recommended reading:
How’d You DO That? 8th Ed. By Mark Ostroff, aka Tips and Tricks Cookbook
AACRAO Seattle 2011 Session ID: 216
Registration Forms
AACRAO Seattle 2011 Session ID: 216
Registration Forms, cont.
Student Status Changes
AACRAO Seattle 2011 Session ID: 216
Student Status Changes Write out logic in plain language:
If old status is leave of absence and new status is registered, then they are returning from leave, etc.
Translate plain language into Brio language: If (Old_Ests == “LA” && New_Ests == “EL”) {“Students
Returning from Leave of Absence”}
AACRAO Seattle 2011 Session ID: 216
Student Status Report
AACRAO Seattle 2011 Session ID: 216
Working with Reports Work backwards: find the data, then make it pretty Print out a hard copy to proof or ask a coworker to
proofread Use a few students as test cases
Transfer students, joint-degree, LOA, etc.
Keep a master copy, make changes in another “sandbox” copy
AACRAO Seattle 2011 Session ID: 216
Summary
Technology comes in myriad forms
Use the right solution for your institution
Be consistent, and proofread
Get creative
Work collaboratively (IT, faculty, even students)
AACRAO Seattle 2011 Session ID: 216
Thank You!
Heather [email protected]
Please complete the class evaluation formSession ID 216