UCSB
Office of the Registrar
Fall Kick-Off
2012
Registrar Fall Kick-Off
Agenda
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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?
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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
– Standard
Course
Lengths
– Standard
Course
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’Shea
Scheduling 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 aid
status, you may need to add an additional course to your schedule to replace the
one that has been cancelled. If you have any questions, please contact the advisor
for 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
FERPA Disclaimer:
This action is no
longer required
Click Continue
Requesting Access
No longer need
to print the
FERPA
Confirmation
page.
Verify
everything is
correct and
click confirm.
Summer Sessions 2012
Recap 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 Cook
Assistant 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
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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 Schmid
Associate Registrar
SIS Modernization Project
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Goal:
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Migrate the existing mainframe-based Registrar,
Admission, and Graduate Division systems to a new
technology
Approach:
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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:
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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
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Current Status
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Converted code for all applications has been
delivered to UCSB
Testing of the converted code is ongoing
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Scope:
– 1594 Online Screens
– 781 Batch Jobs
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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 Beck
Registrar
Announcements
• Umail Migration
– To Microsoft Office 365
– Expected to begin F12
• Online Education Forum
– October 24
– Open to students, faculty, and staff
Questions?