UCSBOffice of the Registrar

Fall Kick-Off2012

Registrar Fall Kick-OffAgenda• Welcome and Introductions• Course Scheduling Policy Update• Cancelling Courses• MCA Submissions• HEOA• FERPA• Requests for Systems Access• Summer Sessions Updates• Inputting Minors into STAR• Degree Audit Update• SIS Modernization Update• General Announcements and Closing

Introducing…new staff members

Martin Stokes, Student Services Manager

Jill Title, Assistant to the Residency Deputy

Ryan Redding, Student Services Representative

Alma Gonzalez, Student Services Representative

And more new staff members…

Sean O’Shea, Scheduling Systems Manager

Thomas O’Boyle, Scheduling and Publications Assistant

Lisa Klock, Financial Analyst

Jivka Bojilova, Software Developer

And staff members in new roles…

Anthony Schmid, Associate Registrar for Systems Operations and Development

Sara Cook, Assistant Registrar for Academic Services

Luke Lindquist, Assistant Registrar for Systems Operations

Sean Woods, Scheduling and Publications Manager

And more staff members in new roles…

Mary Jacob, Director of Enrollment Services

Leesa Beck, Registrar

Special Thanks to…

Marsha Bankston

for two outstanding years

as Acting Registrar!

Course Scheduling Policy

Course Scheduling Policy

• Remember the F09 pilot?– Distribute course offerings more uniformly throughout the day

and throughout the week

– Reduce scheduling conflicts for students

– Increase number of two-day per week teaching slots

– Clarify and formalize existing campus scheduling practices

• What changed based on your feedback?– Exception process streamlined

– Prime-time hours revised

– Prime-time percentage revised

– Standard course lengths simplified

Course Scheduling Policy• Proposed for Phase 1 implementation in F13:

– Standard day combinations:• MWF for three-day per week courses

• TR, MW, WF, or MF for two-day per week courses

– StandardCourse Lengths

– StandardCourse Start Times

Course Scheduling Policy

• Proposed for Phase 2 implementation:– No more than 60% of each department’s courses in

prime-time• Systems tools needed for better tracking

• Campus vetting process to begin F12

Cancelled Courses

Sean O’SheaScheduling Systems Manager

Dropping Students from Cancelled Courses

• Once registration has started, undergrad course cancellations are accepted via Schedule Alteration Form (SAF), signed by the Dean of the relevant department. (For College of Letters and Science, I will make arrangements to obtain Dean Nisbet’s signature)

• SAF’s are available to download and print from the Office of the Registrar website: http://www.registrar.ucsb.edu/

• Once the course has been cancelled, the department must notify all students enrolled in the course.

Who does it?

Prior to the drop deadline

After the department notifies the students that the class has been cancelled and asks them to drop themselves via

GOLD, any students who don’t drop themselves can be dropped by the department.

After the drop deadline

After the department provides proof to the Office of the Registrar that all students have been notified, the Office of

the Registrar will drop the students.

What else?

• The department follows up to make sure that no students remain in the course.

• This should be done 1-2 weeks after the students have been notified of

the course cancellation.

Notifying students

Dear Student,

The following class, in which you are currently enrolled has been cancelled: <<Class name/number>>

Please log into GOLD and drop this class from your schedule as soon as possible.Failure to do so could result in an F or NP grade appearing on your record.

In order to avoid negative impacts to your cumulative progress or financial aidstatus, you may need to add an additional course to your schedule to replace theone that has been cancelled. If you have any questions, please contact the advisorfor the department offering this course.

Office of the Registrar contacts

cancelling a course:

Sean O’Shea

sean.oshea@sa.ucsb.edu

Removing students from a cancelled course after the drop deadline:

Luke Lindquist

Luke.lindquist@sa.ucsb.edu

Master Course Approvals

Master Course Approval Requests

• Instructional Activity Type

Instructional Activity Type

Effective Quarter

• Submissions must be made for an effective date that is after a quarter that is in production.

Crosslisting & Repeated Courses

• Courses are typically only “Cross-Listed” with courses from other departments

• When a course has changed its number, the “Former Number” must be listed here. It MUST have effective dates.

• Fill in the “Through” quarter to be the same quarter for which the new course is starting.

Crosslisting & Repeated Courses

• Dropdown Menu

Repeating

• An “Illegal Repeat” is a course that is similar enough to another course that you can’t take both, but they’re not exactly the same.

• If a repeat does not fall into any of the categories described above, it should be listed as an “Other Repeat.”

• Effective dates are optional for illegal and “Other Repeats.”

Repeating

• If the repeat information coded above is good, leave this marked as “No” (which is the default anyhow)

• If the repeat information for this course, as stated in the “Repeat Comments” box below, is too complicated to code in the fields above, change this to “Yes.”

HEOA and

FERPA

Marsha Bankston,Associate Registrar

HEOA Regulations

• Higher Education Opportunity Act of 2008– The act requires that postsecondary institutions

participating in federal student aid programs make certain disclosures to students, parents, and the general public. 

– HEOA and other required disclosures can be found on

the Student Affairs Policy web page: http://www.sa.ucsb.edu/policies/UCSB_HEOA.aspx

FERPA Reminders & News

*NEW* Faculty & TA Essential Student Record Information Sheet

• Revised FERPA/UC Student Records web pages on the horizon

• Student Records Consent to Release

• Who needs to take FERPA training and quiz?

• FERPA Quiz link: https://my.sa.ucsb.edu/ferpatraining/

Student Systems Access Requests

Marsha Bankston,Associate Registrar

and

Luke Lindquist,Assistant Registrar

Requesting Access

• Where to begin?• http://registrar.sa.ucsb.edu/staffonly.htm

Requesting Access

• Prior to submitting a request, confirm that the user has completed the online FERPA quiz.

• Begin all access requests by filling out the fields at the top of the page with information about your user.

Requesting Access

• At least one job function must be selected.

• If ‘Other’ is selected, must provide additional information in the comment section.

Requesting Access

• Other important reminders…

– Requests must be specific – no longer approving requests to copy another employee’s access.

– Allow enough time! • If the employee is new and does not currently have a Complete UserID

and password, one will need to be created by IS&C, which can take up to two or more weeks.

• Registrar’s staff cannot assign system access until the Complete account is created.

– When staff/faculty leave the University or a department, or they no longer need the current level of access, a cancellation request must be submitted.

– No longer need to print and fulfill the requirements listed on the FERPA Confirmation page.

Requesting Access • Request access to AAA Document View

Requesting Access

• Request access to AAA Document View

Select ‘Other’

Requesting Access

• Request access to AAA Document View

Type Request in Comments Field

Don’t forget these fields!

Requesting Access

• Request DARS Exception Workflow

Requesting Access

• Request DARS Exception Workflow

Select ‘Other’

Or

DARS/AAA only

Requesting Access

• Request DARS Exception Workflow

Type Request in Comments Field

Don’t forget these fields!

Requesting Access

Click Continue

FERPA Disclaimer:

This action is no longer required

Requesting Access

Verify everything is correct and click confirm.

No longer need to print the FERPA Confirmation page.

Summer Sessions 2012Recap and Updates

Summer Sessions 2012

Some data!• 7852 Registered students (another 300+ on EAP)

– 7252 Undergrads (600 newly admitted for F12)

– 277 Graduate Students

– 323 Non-UCSB Students

• Average study load was 9 units• Approximately 1700 different course sections were

offered (includes X98/9 courses and all combinations of primaries and secondaries)

Summer Sessions 2012

• Changes from Previous Years– 3 pass times rather than 1

• Pass 1 for continuing UCSB students only

• Pass 2 for UCSB and other UC students

• Pass 3 for all students

– Lapse Fees• Reduce “seat holding” or students who “forget” to drop

Summer Sessions 2012

• Changes from Previous Years (cont.)– Earlier Fee Deadline

• Moved it up to July 2

• Why? To mitigate risk of Session D students receiving grades before payment is due

– Online Courses• CHEM 142, MCDB 108, PSTAT 120, GEOG 8

Summer Sessions 2012

• Changes from Previous Years (cont.)– Retro-registration Process

• Internal processing changed for Registrar and Summer sessions

• Why should you care? Please send students to SS or Registrar before approving retro adds.

– Misc. Changes• Some travel studies programs discontinued

• No French Immersion program this year

• New High School Rugby program

Inputting Minors into STAR

Sara CookAssistant Registrar

HIST

A = add

Type Perm and start quarter (QYY format).

Hit enter.

Major and student’s name will appear.

Hit enter again to add the minor.

Cancelling a minor

• Please do this as soon as you know that the student will not complete the minor!

HIST

C = change

Act = c (cancel)

Type “c” in the Act column, perm, and end quarter (QYY format).

Hit enter.

Student’s major and name will appear.

Hit enter again to cancel the minor.

Reporting tools

• Minors will not be officially recognized until a minor clearance form is received by the Registrar’s Office.

• STAR report to find all minors declared as degree candidates for a particular quarter (emailed to you in .pdf format).

Sample report (PDF)

Do I have access?

• You may or may not already have access to the X-12 screen in STAR. If you do not, please request access via REGAccess.

Academic Senate Regulations

• 140. Academic Minors at UCSB

B. • At a minimum, a minor must include 18 units of upper division

course work. • All of these units must be completed with a grade-point average of

2.0 or better; • at least 12 of them must be completed in residence at UCSB; • no more than 5 may count toward both the minor and the upper

division requirement of the major; • and no more than 5 may be taken on a P/NP grading basis.

Degree Audits

Degree Audit

• Majors completed since Fall 2011– Chemistry and Biochemistry– Physics– Chicano/a Studies– Art History– Feminist Studies– Black Studies– Asian American Studies– Art– College of Creative Studies – all majors

• 94.64% of undergraduates in released majors or undeclared

Degree Audit

• Departments currently in process (2.32% of undergrads)– Linguistics– Geography– Statistics and Applied Probability– Religious Studies– French and Italian– Comparative Literature

• 2.93% of undergrads in majors left “to do”

Degree audit reporting tools

• Using the AAA degree audits, we can query the course data in batches.

• We can look for:– Courses applied to the major

– GPA

– Other?

• Email sara.cook@sa.ucsb.edu

SIS Modernization

Anthony SchmidAssociate Registrar

SIS Modernization Project

• Goal: – Migrate the existing mainframe-based Registrar,

Admission, and Graduate Division systems to a new technology

• Approach:– Working with an external vendor which has tools to

automate the conversion of the code and data of the current mainframe-based SIS.

SIS Modernization Project

• Systems subject to this conversion project:– Undergraduate Admissions (UADMIT) – Admissions Departmental Reporting (ADMS)– Campus Schools (CTAB and STAB) – UCSB Person Index (INDX)– Student Access and Reporting (STAR)– Student Registration System (SREG)– Student Systems Departmental Access (SSDA) – Curriculum Access (CRES)– Financial Aid (FAID/SFSO) – Graduate Student Fee Remission (GSFR) – Graduate Division (GDIV)

SIS Modernization Project

• Current Status– Converted code for all applications has been

delivered to UCSB– Testing of the converted code is ongoing

• Scope:– 1594 Online Screens

– 781 Batch Jobs

• Focusing on:– System Correctness

– System Speed

SIS Modernization Project

• STAR/SREG/SSDA Testing– Anyone that wants to test is welcome– If there are screens or jobs that are only used by

your department please contact us about testing those features!

iSISHelp@sa.ucsb.edu

SIS Modernization Project

• Go Live: January 1, 2013

• Systems down 12/26/12 – 1/1/13– Including AAA, GOLD, eGrades & others.

SIS Modernization Project

• User Training & Updates– Project Website:

http://sist.sa.ucsb.edu/Projects.aspx– User Training Sessions

• 3 sessions will be scheduled for Late November & Early December

• Exact dates will be posted to the project website and sent out to campus listservs in October

General Announcements

Leesa BeckRegistrar

Announcements

• Umail Migration– To Microsoft Office 365– Expected to begin F12

• Online Education Forum– October 24– Open to students, faculty, and staff

Questions?