Office of the Registrar
Open Forum
Spring 2014
Minutes and Notes
Wednesday, February 26th and
Thursday, February 27th 2014
910-962-3125
registrar@uncw.edu
If you are not on our open forum email list, or know someone
that should be on it, please let us know. Email Jon Reece
directly at reecej@uncw.edu. This email is used to send out
important notices, our office newsletter and information about
our next open forum.
Agenda Spring 2014
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Welcome
Updates from Fall Forum
Changes in Responsibilities
Physical Changes – Office of the
Registrar
Withdrawal Limits [effective fall
2014]
Satisfactory Academic Progress
(SAP) [effective fall 2014]
Common Application
Transdisciplinary Thematic Cluster
Exceptions
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JR
Tuition Surcharge Changes
Reverse Transfer
Distance Education Building Code
Data migration from Catalog to
Banner & Catalog to Section
Non-Pay Drops
UNC Online & Language Exchange
Staff Retreat Closure – March 20
Video Tutorials
Discussion, Questions,
Suggestions
Updates from Fall Forum
Graduation Application Reminder Emails – [Completed & Scheduled]
• Reminder emails were sent in the fall, for the spring deadline
• Reminder emails are scheduled each term, going forward
Student ID Picture Access – [Not yet completed]
• We have made multiple requests of ITSD since September. ITSD has been
unresponsive to each of our requests. We will continue to pursue this,
whether positive or negative.
DIS/Internship forms online – [Not yet completed]
• In queue, after the Online Audit/Graded Audit Request
• Reason for delay: off-site supervisor authentication
JR
Updates from Fall Forum Cont’d…
Online Audit/Graded Audit Request
Currently enrolled students will be able to request registration for an audit or graded
audit via SeaNet. (Audit-only students, not currently enrolled, will continue to use the
pdf form for now.)
1.
2.
Student submits the request
Instructor receives an email to approve/deny in SeaNet
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“Can the instructor’s name be changed to somebody else’s name?”
Not at this time but we will make a note to look into this.
3. If graded audit, academic dean receives an email to approve/deny
4. If approved, Sandy Drew receives an email to register the student
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Sandy will attempt to resolve any registration errors, such as a time
conflict or maximum hours error, with the instructors or deans as
necessary.
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Students will have access to view the request and stages of the request.
If the request is denied at any point, they will receive an email with
notes as to why it was denied.
CW
Updates from Fall Forum Cont’d…
Online Audit/Graded Audit Request Cont.
• Phase 1 automates the request and approval process. Should be available
for summer/fall 2014 registration.
• Phase 2 will attempt to automate the registration process for registrations
with no issues (i.e., time conflict, over hours, etc.)
“Is this the same process for a student who is already registered for the
class and wants to switch to an audit?”
Right now it would still work the same since we are not automating any
registration yet. Once we automate the registration part of it, it seems like
students would need to drop the class or it would cause some kind of issue
when trying to register for another section. It may be something we need to
investigate in the future.
CW
Changes in Responsibilities
Susan Thornhill, Re-Enrollment Specialist
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Maintains contact with students who withdraw from UNCW and indicates a
future return date.
Acts as a student advocate throughout the application process, until the student
transitions to his/her advisor
Freeman Whitney, Associate Registrar
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Office operations
North Carolina Tuition Surcharge
– Provides warnings and advisement
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North Carolina Residency [NEW]
– Initial reviews for new students, who have registered, and continuing students who
wish to appeal after their initial semester
JR
Physical Changes
Office of the Registrar
New Entry
JR
Physical Changes – Office of the Registrar
Students at the Counter
JR
Fostering Undergraduate Student
Success (FUSS)
FUSS Highlights:
• GA initiative, not a UNCW decision
• Applies to undergraduate students only
• Affects all UNC system schools
• New policies we will discuss:
– Withdrawal Limits
– Satisfactory Academic Progress (SAP)
Students from a public relations class sat in on the February 26th forum. They plan to
help us determine the best way to get the word out about these new initiatives to
students, advisors, faculty and staff at the same time. If you receive a survey from
them, please respond. They will present a proposal at the end of the spring term to
us and we will work to disseminate this information over the summer.
JR
Withdrawal Limits
(effective fall 2014)
All undergraduate, degree-seeking students will be limited to 16 semester hours of withdrawals.
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Applies to the duration of the student’s undergraduate career, including second degrees
Established to encourage students to think hard about their course selections, utilizing the drop/add
period to determine whether to remain in the course
Exceptions can be made with approved, extenuating circumstances
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Students will need to appeal to their respective associate dean
Appeal documentation/reasoning needs to have originated during the course time period
Pre-existing conditions, prior to course registration will be harder to appeal
Military deployment will automatically qualify as an exception
A new grade will appear on student transcripts, to differentiate between withdrawals.
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W – Withdrawal
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WE – Withdrawal for Approved Extenuating Circumstances
o Note: Faculty cannot assign a WE. Students must appeal their respective associate dean for a WE.
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WF – Withdrawal Failure
JR
Withdrawal Limits
(effective fall 2014)
Conduct Suspensions & Term Withdrawals
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Could quickly exhaust withdrawal limit
Conduct suspensions will not count as an extenuating circumstance
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Term withdrawals could be eligible for appeal, if they meet the criteria above
Withdrawals for approved extenuating circumstances (WE grades) are:
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not susceptible to Tuition Surcharge (but WP grades are susceptible)
are included in Satisfactory Academic Progress (as are WP grades)
Withdrawal Failure (WF grade) will be assigned to any withdrawals after the 16 semester hours
are exhausted that were not approved as an extenuating circumstance. WF grades will be
counted in:
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GPA
Tuition Surcharge
Satisfactory Academic Progress
JR
Withdrawal Limits
(effective fall 2014)
Documented extenuating circumstances may include:
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Death of an immediate family member, in a given term
Traumatic and unforeseen circumstances which are considered beyond a
student’s control, in a given term
Serious emotional instability, physical injury or illness which has resulted in the
student’s inability to complete academic responsibilities, in a given term
Students should note that poor standing in a course does not constitute an
extenuating circumstance, in and of itself.
It is the student’s responsibility to initiate a written appeal and to provide the
necessary supporting documentation. Deadline: ASAP, but no later than the next
semester’s last day of classes.
JR
Withdrawal Limits
(effective fall 2014)
Important for students to know:
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Withdrawals attempted prior to fall 2014, will not be counted toward the 16 hour limit.
This rule is term specific (eff. fall 2014), not catalog specific. Therefore, it is applicable to all
students.
Reason:
The rule did not exist when they withdrew previously. Students cannot be held
accountable for prior decisions made without this information.
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Partial withdrawals will not be allowed.
– For example, if a student has 14 WP credits out of the 16 available and wishes to withdraw
from a 3 credit hour course, we cannot split the course and grant 2 credits of WP and 1
credit of WF.
We are working with IT to create way to keep students and advisors informed, possibly through
degree audits and/or SeaNet. Another option may be to consider Ellucian software, but it is
very expensive. The beginning of the fall 2014 semester is our deadline to have this
implemented.
JR
Withdrawal Limits
(effective fall 2014)
“How will the WE affect the withdrawal refund schedule?”
We need to discuss this. Because faculty will not be assigning WE grades,
students will initially receive a W or WF grade, which conforms to the refund
schedule. We will then switch out the grades and refund accordingly. We do
not think it will add another refund line to the schedule.
“Say a student starts in the Fall 2014 semester, attends a few semesters,
sits out 5 years, and then comes back under the 5-year special readmission
contract. How will the WE grades be handled when they come back?”
Typically, we will forgive grades of C or less after 5 years. W’s don’t get
converted with the 5 year plan. Whatever W’s come in will still be on their
record when they get back. If prior to fall 2014, it would be excused. If after
that fall term, it would be counted toward the 16 credit hour limit. They
could, however, appeal for any future terms.
JR
Satisfactory Academic Progress (SAP)
(effective fall 2014)
SAP will become part of academic standing, beginning this fall. It applies to all
students because it is not based on catalog year.
Definition: The ratio of attempted hours to earned hours
Earned Hours ÷ Attempted Hours = % Progress towards Degree
Previously, SAP was used only in financial aid. Effective this fall, students who do
not have >= 67% progress towards degree, will be placed on academic
probation.
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Academic Standing will appear on the student’s transcript
Limits the student to 14 semester hours of registration, in the following term
We will not academically dismiss a student solely based on SAP but it also means
a student could go on academic probation with a 3.0.
JR
Satisfactory Academic Progress (SAP)
(effective fall 2014)
Retention Chart removed. All students must meet 2.0 GPA requirement; it
is not based on catalog year.
JR
Common Application
The Common Application has a new option that allows students to email an online
recommendation & transcript request form. This request form requests disciplinary
information, GPA information and a recommendation. Additionally, it requires an official
transcript attachment.
Note: This is only for students transferring out of UNCW and UNC Chapel Hill is the
only university that will only accept the online common application.
There are several reasons why we will not accept this e-form.
• Requires one university signature for the form, yet one person cannot confirm the
responses
• We don’t know the student well enough to provide a written recommendation
• Transcripts are an expense to our office, for which we charge to cover those costs
In recent conversations with Registrars across the southeast, we are not alone in our
concerns…
JR
Common Application
Before a student can submit their common application, they must enter a name and email
address.
Encourage students to enter the recipient as:
Jonathan Reece
registrar@uncw.edu
We are selecting the opt-out option when received via the e-form. Students are continuing to
search through directories, looking for other campus recipients, who can respond. Do not feel
obligated to use your contact information, should you receive such a request. You are welcome
to simply opt out of this option, within the auto-email. By doing so, you will not receive further
electronic requests. You may, however, still receive a paper form.
We encourage students to submit a request for an official transcript, via our online request
method. We can attach any form they wish to the transcript, but they must pay for the
transcript.
JR
Common Application
Sample Email
Notification
JR
Transdisciplinary Thematic Cluster
Exceptions
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5.
6.
Student is a double major
Student has declared a minor
Student is in Watson College of Education, or has a teaching major or concentration
Student is a Cameron School of Business major with a double concentration
Student major is B.S. Computer Science (Digital Arts and Business concentrations only)
Student transferred in from a North Carolina community college under the 2012-2013
catalog
7. Student is in Basic Studies (catalog year prior to 2012)
8. Student has completed a bachelors-level degree from UNCW
9. Student has completed a bachelors-level degree from another UNC system school or nonUNC school with University Studies approval
Notes: Of the 9 credit hours required, at least one course must be completed at UNCW.
The University Studies website has more details but the exceptions are not in the catalog.
NN
Tuition Surcharge Changes
Effective next fall semester (Fall 2014)
• Grades of W and WF will be counted against students in assessing
the surcharge
– W and WF grades are currently excluded
– The grade WE will not be counted against students
– Summer courses are still excluded
• All transfer credit will be counted against students in assessing the
surcharge
– Credits from non-UNC system and non-NCCC system are currently excluded
– Courses transferred prior to August 15, 2013 will be excluded
Note: This is a UNC General Administration initiative.
Please note a correction was made after reviewing the NC Statute:
The correct date is August 15, 2013.
FW
Tuition Surcharge Changes
“If a student is admitted for Fall 2014 and transfers in 93 credit hours, do those credits count toward
their 140 hours?”
[Please note that original answer was given with an incorrect date reference. Non-UNC & non-NCCC
credits completed after August 15, 2013 will be counted in the surcharge calculation effective Fall
2014]. It will not at this time because they will be transferred in prior to the August 15th effective date.
However, students who begin in the Fall 2015 semester, for example, will be affected if they took any
classes after the August 15, 2014 date (excluding summer).
“If a transfer student takes classes at another school and the transcript arrives in September 2014,
do those credits count toward the surcharge because they were transferred after August 15, 2013?”
We will interpret this policy in the most student friendly fashion. If we can make a case that yes, the
transcript was here (or the classes were completed) prior to the August 15, 2013 deadline, we will be
as generous on that as possible.
“A student who has already earned a degree here and is coming back for a second degree, are they
currently charged and will they be in the future?”
There is a different formula applied when a student comes back for a second degree, so their
threshold rises above the 140 credit hour limit.
FW
Reverse Transfer
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Initiative from UNC General Administration
8 UNC system schools, 15 NC community colleges
Awards AA/AS based on 2 year credits + 4 year credits
Students opt-in online, GA audits records, community colleges
award degrees
• No cost to student, records accessed electronically
– Check with the Reverse Transfer Coordinator to verify any possible
charges (i.e., printed diplomas or commencement participation)
• Goal = encourage 4 year degree completion
Notes:
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Good success rate; so far 4800 students have opted in
It is a legitimate email but many students will ask if it is spam
In the future, this will be addressed during the application process
FW
Distance Education Building Code
County codes are no longer necessary for online courses. In early 2013, the
Distance Education, Institutional Research and Registrar staff determined that
our online courses are no longer tied to a county.
In the past, a code such as 067ONL was used. You may now simply choose from
one of two options.
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Main campus online: Building Code = ONLINE
Extension campus online: Building Code = ONL
No room number needed for these…
Note: It is still acceptable to use the old codes. For example, the College of Arts
Sciences prefers the old codes for easier reading in reports.
SB
Data migration from Catalog to Banner
SWPCTLG is a new custom process that takes a CSV file from
ACALOG (our online catalog) and pushes the data to Banner
• Course descriptions
• Credit hours
• Course title
• College
• Department
• CIP code
• Creates new courses
SB
Data migration from Catalog to Section
New processes to update sections after courses have rolled
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SWPATTR - pushes course attributes from catalog to sections per term
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SWPCRSE - pushes pre/corequisites and restrictions from catalog to sections per
term
“Is the ideal situation that approximately 10 days before schedule building takes place, you
[Shane] will have the courses rolled over?”
We are going to roll sooner. How much sooner, we will see. We will try to get them in 10 days
before. -Shane
We currently wait to make the change to affect the largest group of changes. There will always
be continuous changes and manual intervention. This process allows us to go ahead and make
the change and we can push out “late” changes much easier. We will not have to wait as we
did in the past. -Jon
SB
Non-Pay Drops – New Process
We have made modifications to the non-pay drop process. It is now paperless and
automated. This is a huge step for both the Office of the Registrar and Student Accounts.
Please note that students receive multiple emails prior to being dropped.
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Student selects "Reinstate Classes" from the registration tab in SeaNet
Automatically assigns a $75 fee to their account
Email is sent to the student and registrar@uncw.edu
Once the student is reinstated, the registrar sends the student an e-mail letting them
know that they have been reinstated in their classes, and should now make
arrangements for payment
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This is assuming there were no registration issues (i.e., the class became full because it overlapped with
orientation)
Previously , we dropped the students from their courses, completely removing from
banner. We used a spreadsheet created by the log-file, to add students back to their
appropriate courses.
Now we assign DX status which stays in SFAREGS (we can see it), but doesn't show up in
the student’s schedule on SeaNet. Reinstating the student’s courses is now as simple as,
changing the DX to Registered (RE).
SB
Non-Pay Drops – New Process
• Some systems did not recognize the DX code and assumed the student
was registered for classes (example: Blackboard) but we are working to
resolve this.
• Instructors can continue to add students into the course when we drop
students because there is a disclaimer sent to students paying the $75
reinstatement fee that we cannot guarantee a spot in the class if it is
now full.
• Don’t promise a student a seat in your class until registration re-opens.
This needs to be conveyed to faculty. -Tammy Bulger
– Jon agrees this is a good idea and we need to better communicate this to faculty.
“If a class is closed, will this put them on the waitlist, if there is a waitlist?”
We can do this because it is a manual process.
SB
UNC Online
Courses
http://online.northcarolina.edu/
unconline/courses.php
JR
UNC
Language
Exchange
http://online.northcarolina.edu/
unconline/exchange.php
JR
UNC Language Exchange
• Relatively new, began fall 2013
• Dr. Burt has been working closely with students who wish to partake in
the UNC Language Exchange program
• Completely automated: applying, registering, payment, attending
courses, and transferring credits/grades to home campus
• While in progress, it will show on the student’s audit as a placeholder
course under General Electives (ex: UNCX003 for a 3 credit hour course,
UNCX002 for a 2 credit hour course, etc.)
• Payments
– The host institution gets the FTE
– The home institution gets the tuition credit
SB
Staff Retreat
The Office of the Registrar will be closed all day
on March 20, 2014 for a staff retreat. We’ll be
available prior to and after that day for normal
business.
JR
Short, How-To Tutorials
We’re looking into some short (3-5 minute) video
tutorials. We’d like your input. Email your ideas to
reecej@uncw.edu
Student Perspective
Faculty/Staff Perspective
“What If” Degree Audit
Submit Grades
Registration
Grade Changes
Request Transcript
Incomplete Grade Assignment
Change Address/Phone
Reporting (i.e., getting pins, TT, etc.)
Applying to Graduate
Major Declaration/Curricular Updates
JR
Discussion, Questions, Suggestions
Discussion, Questions, Suggestions
“Is there a discussion regarding SAP between universities?” -Betsy
Yes. We are trying to come up with a consolidated effort (Ellucian—a Banner solution) but it is
very pricey. General Administration has not responded to this yet and it seems this is a moving
target because rules are continuously changing. Jon expressed to Dr. Curran that if the GA goes
to Ellucian, we will be in. Jon also stated he prefers consistency with other UNC schools.
However, we are currently working on developing an in-house process to handle SAP as a
contingency plan in case no consensus is reached.
“Video idea: What do I do if I have an emergency and need to have a complete term
withdrawal?”
This is a good idea to help students find the complete term withdrawal application. In the
meantime, Jon mentioned he will send out the complete term withdrawal application PowerPoint
that shows both the student and administrative perspectives. We still want to build a ‘back door’
for the deans, associate deans, and/or dean of students to submit this request on behalf of
students in case of an emergency.
GB/JR
Discussion, Questions, Suggestions
“Is there a NCCC transfer articulation key on our website? (ex: IGL1, IGL2, etc.)” -Jackie
ITSD is going to fix this on Monday (3/3), per Teresa. Also, there is a “What does this code
mean?” link on our website.
“How are students notified when they fall below the 67%?”
Good question; we do not have an answer quite yet. However, it will show on the student’s
transcript. Dr. Pilgrim sends a report from the College of Arts and Sciences to all students on
academic probation. Chris said we will most likely have a separate code to distinguish this
probation from others.
“Video idea: How to calculate your percentage (in reference to the 67% limit).” -Dr. Myers
Reminder from Jon: Please keep communication lines open. If anything is unclear or
confusing, please let us know. We work for you.
GB/JR