• Welcome and Introductions
• General Announcements
• Cloud Computing/Protecting Student Data
• UCSB Answers Knowledgebase Project
• Course Waitlist Project
• Degree Audit Updates
• Degree Audit Reporting Tools
• Master Course Approvals
•
Intermission/Raffle
• Serving Active Duty Military and Veterans
• FERPA Training

Sharon Wang
Data Manager and Help Desk Support
Kimberly Bell-Fitch
Student Services Representative
Donald Orr
Financial and Administrative Assistant

Alma Gonzalez
Assistant Residency Deputy
Lisa Morrill
Transcript Processor and Scheduling Assistant

Josh Anderson
Manager, Registrar Information Systems
Nikhil Singh
Software Developer

•
A HUGE thank you to everyone who worked to make this project successful!!!
• Please continue to report any incorrect behavior or errors
– To report a bug, click on the “Feedback” button in the header or the “Email us” link in the footer of the iSIS page.
– If neither of these options work, send an email to: isishelp@sa.ucsb.edu

• Minors in GOLD
– For help contact Sara Cook at
Sara.Cook@sa.ucsb.edu
• Document view in AAA
– If you need access, have your MSO request it using the Access Request System at https://apps.sa.ucsb.edu/star/depts/deptlogin.asp

Marketing, Design, and Social Media Coordinator
Associate Dean, First Year and Graduate Initiatives

Knowledgebase Project
Associate Registrar for Systems

• A database intended for knowledge management
• Provides a means to collect, organize, and retrieve knowledge.
• Often used for FAQs, Tutorials, Reference data, etc.
• Wikipedia would be an example on a grand scale

• There are two problems we’re hoping to solve:
1. A large number of the questions asked by students via phone or email are general policy questions which have answers that already exist on our websites
2. We get asked questions that are outside of our domain
• Goals:
– Make it easier for a student to get at an answer so that they don’t need to contact an office
– Encourage buy-in from other units around campus so that a student can ask any question and get the right answer regardless of where they ask it.

• Vendor product for FAQ style knowledgebases.
• The user enters a question in plain English
– “How do I apply?”
– “Can I take a course Pass/No Pass?”
– “Does your school offer <blank> major?”
• The system returns the best matching response
– After the first 6-months most IntelliResponse customers will have a >90% success rate for getting the correct match the first time

• The vendor routinely checks on the ‘health’ of the knowledgebase
– Are questions being asked that don’t have an answer?
– Are students using a term that the system doesn’t know how to handle?
– Are there questions in our database that are too specific and are never being asked?
• Includes lots of other features:
– Related questions
– Top 10 lists
– Lots of reporting functionality
• Interface will be hosted by IntelliResponse

• Initial population of the database is underway
• IntelliResponse provided us with a list of almost
300 of the most commonly asked questions at other institutions.
• We’re in the process of getting all of these questions answered plus any custom questions
• Some of those 300 questions involve departments that are not currently active participants in the project and we will be consulting with them as necessary.

• Once population of the database is completed, focus groups will begin
• Focus groups will consist of students asking the system as many questions as possible
• The target is to ask 300-1000 questions

• Departments currently planning to provide FAQs:
– Office of the Registrar
– Office of Admissions
– Office of Financial Aid & Scholarships
– Office of Student Life
– Housing & Residential Services
– BARC
– Graduate Division
• Not all departments will be going live at the same time

• Other institutions currently using
Intelliresponse:
– Stanford: http://studentaffairs.stanford.edu/askjane
– Temple University: http://admissions.temple.edu/
• Ask an Owl at the bottom of the page
– University of Miami: http://miami.intelliresponse.com/undergraduate/

• Closer integration with the Student
Information System
• UI in systems already used by constituents:
– Student interface in GOLD
– Staff & Faculty interface in eGrades
• Automation of the process to move a student from the Waitlist and into the class as space becomes available.

• Basic Waitlist
– First-come, first-served
• Advanced Waitlist
– Allows the Department/Instructor to prioritize students
• Major/Department
• Unit Total
• GPA
• Repeat status
• Waitlists will be set up at either the Course or
Primary (Lecture) level

• Waitlist functionality will not be active until the start of Registration Pass 2.
• If courses are full (based on scope of waitlist) after clicking add, student will be given the option to enter approval code or add to waitlist.
• They will be provided up front with any notes from the department, criteria being used, and waitlist enrollment
• Student will specify any enrollment codes covered by the waitlist that would be acceptable.

• Students will be restricted in the number of units of waitlisted coursework that they may add
– The current plan is to restrict the total such that the number of enrolled units plus the number of waitlisted units do not exceed the maximum for the pass.
– The AS President polled around 100 students and the majority preferred this mechanism
• The goal is to make it so that the waitlist numbers are a better estimate of demand
• Reason for not opening the waitlist on Pass 1 is to encourage students to add 12 units of actual coursework before waitlisting any courses

• When a space becomes available, if a waitlist is active, students will still be directed to the waitlist
• On a scheduled basis, a process will run which will add the top ranked student based on waitlist criteria to the course.
• Student will be notified via email
• The workgroup felt that automatically adding the student would encourage the student to take a more active role in managing their waitlist enrollments
– More accurate estimate of demand

• Workgroup had considered notifying the student and giving them 24 hours to take action, but had a number of concerns
– Transactions would be limited to the student’s pass times which greatly restricts the timeframe during which we could process adds
– For pre-req heavy majors, the transition from Winter to
Spring would be problematic
• Drops of students not meeting pre-reqs would occur on Thurs or Fri of Spring Break.
• That would only give 3-4 days to assign the remaining spaces

• Auto-Enrollment would stop at some predetermined point
– Most likely: first day of class
• Once auto-enrollment ended, spaces could be dispensed via approval code.

• Student Feature Request:
– A feature requested by some of the student members of the workgroup was to have course switching built into the waitlist.
– If a student’s first choice course (Course 1) was full, they would enroll in their second choice course (Course 2).
– They would then add themselves to the waitlist for Course
1 and then indicate that they would like to have Course 2 dropped if they got a space in Course 1.
– This waitlisted course would then not count against the waitlisted unit limit.

Updates
Assistant Registrar for Academic Services

• Departments who offer undergraduate minors can now
“declare” students in the minor via STAR (Data entry menu – Minor maintenance).
• If you have questions on:
– How to add a minor to a student’s record
– How to cancel (remove/close) a minor on a student’s record
– How to run reports showing students in your minor(s)
Please contact Sara Cook sara.cook@sa.ucsb.edu
– x8962
• If you do not have access to the Minor maintenance screen in STAR, please request access via the
REGAccess website.

A HUGE thank you to all department and
College staff who have worked on the DARS project!

• Majors completed since Fall 2012
– Geography
– Physical Geography
– Actuarial Sciences
– Statistics
– Religious Studies
– French
– Italian Studies
– Classics
• 96.82% of undergraduates in released majors or undeclared

• Departments currently in process
– Theater and Dance
– Linguistics
– Comparative Literature
– Germanic, Slavic, and Semitic Studies
– East Asian Languages and Cultural Studies
– Earth Science
– Music
• 1.72% of undergrads in majors in “test”
• 1.46% of undergrads in majors left “to do”

• For major degree audits which are released to undergraduate students in GOLD, the Office of the Registrar uses these degree audits as the final degree check for graduating students.
• When complete, a copy of the degree audit is archived in AAA and is available for the student to view in GOLD.
• Students are notified via U-mail when their final degree check
(archived degree audit) is available in GOLD.
• Questions? Please contact Academic Services at x2633 or
GraduationMatters@sa.ucsb.edu

• Double major degree audits
• Degree audits with minors

Reporting Tools

• Using the AAA degree audits, we can query students’ course data or requirement data in batches.
• We can look for:
– All courses applied to the major
– GPA: <2.00; >3.5; etc.
– All students with area X unfulfilled
– What course did students take to fulfill area Z?
– Other?
• Email sara.cook@sa.ucsb.edu

Scheduling and Publications Manager
Scheduling Systems Manager

• Link to deadlines: http://registrar.sa.ucsb.edu/mcadeadline.aspx
• 8-10 Month lead time for new courses and updates to existing courses

• A good rule of thumb:
– Submissions should be made with an effective date that is after a quarter that is in production.
• i.e. if the proof cycle has started for W14, the effective date for a submission should be S14 or later
• Avoid multiple MCA submission for the same course with overlapping effective quarters

• Submissions consist of:
• New courses
• Course modifications
• Course discontinuations

• Discontinue a course:
• Select a future quarter for quarter of discontinuation

• Use the “Summary of Changes” field to describe type of change or submission being made

• Instructor changes don’t need to be submitted as course modifications
• Email help@senate.ucsb.edu
with course instructor change information.

• Instructional Activity Type
– Choose an IAT appropriate to the course
– Make sure to choose “LECSA” if the course is a Lecture that also has a Secondary (i.e. discussion section, lab or fieldwork)

• Select a Primary Type that corresponds to the selected Instructional Activity Type
– If IAT type is LECSA, indicate whether or not the secondary is required and choose a Secondary Type.

• Descriptions should be concise
– Limit to 40 words or less
– Truncate unnecessary subjects and use present tense:
• “Introduces the history of…” not:
“This course will introduce the history of…”
Example :
Examines history of science and technology during the Cold War, with primary focus on the United States. Topics examined include: science/state relationship, arms race, the military-industrialacademic complex, Big Science, government secrecy,
McCarthyism, the space race, environmentalism.

• All Upper-division courses must include one or more prerequisite or restriction:
– A “restriction” includes:
• Level Limit
• Major Limit
• Course Prerequisite(s)
• or “Other Restriction”

• Note: A quarterly offering of a course can be
MORE restrictive than what is coded at the
MCA level, but not LESS restrictive
– For example:
• Major Restrictions at the quarterly level can be more exclusive but not more inclusive than what been coded at the MCA level
• If “Letter Grade Only” is coded at the MCA level, the course cannot be coded as “Optional Grading” at the quarterly level.

• This section only needs to be completed if the course is repeatable for additional credit
– Number of times course can be repeated
– Maximum Units overall
– Maximum Units of credit in major
– “99” units can be used in cases where the course has unlimited repeats

• Dropdown Menu Explained:
– Hover over any blue link to see an explanation of the fields.

• Courses are typically only “Cross-Listed” with courses from other departments
– The course is the same, but listed under two different 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 as the Effective
Quarter that the new course is starting.

• 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
– The course can not be taken at all if a student has taken the course entered as an illegal repeat
• 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.”

• When submitting a change to a crosslisted course, an identical MCA change must also be submitted to the crosslisted department’s corresponding course.
– i.e. if SOC 55 and HIST 55 are crosslisted, both departments must submit identical changes if the course is being modified

• 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.”

Veteran and Military Services Coordinator
Jon.Parra@sa.ucsb.edu
(805)893-4724
Veterans Resource Center, Bldg. 477,
Room 109

• The best and the brightest
• More than 2 million men and women have deployed to Iraq or Afghanistan.
• Over 1 million veterans have utilized the post-9/11 G.I. benefit.

The Montgomery “GI BILL” of Rights (1944)
Veterans Educational Assistance Act (2008)
“Post – 9/11 GI Bill”
Students utilizing VA benefits must adhere to strict guidelines in:
- Academic status
-Approved course work
-Academic performance

Establishing Principles of Excellence for
Educational Institutions Serving Service
Members, Veterans, Spouses and Other Family
Members
*NOT THE SAME AS THE DEPARTMENT OF DEFENSE MOU

Section 2.g
– Provide educational plans for all individuals using Federal military and veterans educational benefits that detail how they will fulfill all the necessary requirements to graduate and the expected timeline of completion
Section 2.h
– Designate a point contact for academic and financial advising to assist service members and veteran students and their families with successful completion of their studies and with their job searches.

Office of Student Life BARC
Jon L. Parra Eric McCurdy
Coordinator Veteran & Military Services Manager, BARC
Jon.parra@sa.ucsb.edu
erickmccurdy@barc.ucsb.edu
X4724 x5382
Office of the registrar College of Letters & Sciences
Gina Funderburgh Jack Rivas
VA certifying Official Academic Advisor
Gina.funderburgh@sa.ucsb.edu
jrivas@ltsc.ucsb.edu
X8905 x2948
Financial Aid CAPS
Cesar Fernandez Kirsten Olson, Ph.D
Cesar.fernandez@sa.ucsb.edu
kirsten.olson@sa.ucsb.edu
X2733 x4411

• VA reports:
among the entire veteran population
per month.
• Women veterans are
to commit suicide than non-veteran women.
UCSB Counseling and Psychological
Services 24-hour line
805-893-4411

Associate Registrar for Student and
Academic Services

• Family Educational Rights and Privacy Act (FERPA)
– Also known as the Buckley Amendment
– Statute: 20 U.S.C. § 1232(g)
– Regulations: 34 CFR Part 99
• UC Policy 130: Policies Applying to the Disclosure of Information from Student Records
• UCSB Policy: Student Education Records –
Disclosure of Information

Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure of information from education records
• Right to file a complaint

Subpart A – General
§ 99.1 To which educational agencies and institutions do these regulations apply?
FERPA applies to all educational agencies and institutions that receives funds under any program administered by the Secretary of
Education.
– Educational institutions means: schools or other entities that provide educational services and are attended by students
– Educational agencies means: entities that are authorized to direct and control public elementary or secondary, or postsecondary, institutions

§ 99.3 Definitions
Education records
Records that are:
– Directly related to a student
– Maintained by an educational agency or institution or by a party acting for the agency or institution
Also see:
UC Policy 130, Section 130.20
UCSB Policy, Section II.A

Definitions, cont.
Exceptions to education records –
– Sole possession records
– Law enforcement records
– Employment records (unless contingent on attendance)
– Medical records (disclosed only to those individuals providing treatment)
– Alumni records
Also see:
UC Policy 130, Section 130.234

Definitions, cont.
Personally Identifiable Information (PII)
PII includes:
– Student’s name
– Name of student’s parent or other family members
– Address of the student or student’s family
– Personal identifier – SSN, student ID number, biometric record
– Indirect identifiers – date and place of birth, mother’s maiden name
– Information alone or in combination that is linked to a specific student that would allow a person (without personal knowledge of the circumstances) to identify the student
Also see:
UC Policy 130, Sections 130.240 & 130.70

Definitions, cont.
Directory Information
Information not generally considered harmful or an invasion of privacy if disclosed.
UCSB Policy Section II. B. has classified the following as directory information:
– Student name
– Local, permanent and email addresses
– Local telephone listing
– Date of birth (month and day only)
– Major field of study
– Class Level
– Degrees and honors awarded
– Dates of attendance
– Last school attended
– Number of course units enrolled
– Participation on officially recognized organizations
– Name, weight, and height of participants in intercollegiate athletic teams
Cannot include SSN

Definitions, cont.
FERPA regulations state institutions may release directory information.
Institutions are not required to release information and should not if:
– NFR (Not For Release) request on file
– Suspicious of caller’s intent
– Release would be invasive to the student’s privacy
UCSB policy states:
– Information not listed as directory information is considered confidential and cannot be released to a third party without the student’s written consent …unless…
• Such disclosure is considered an exception (Regulations: 34 CFR Part 99.31,
UC Policy 130: Section 130.721, and UCSB Policy: Section III.B.2.b)

Definitions, cont.
Disclosure
To permit access to or the release, transfer, or other communication of
PII contained in education records by any means (oral, written, electronic, etc.), to any party except the party identified as the party that provided or created the record.
Authentication prior to Disclosure
Both FERPA and UC Policy (Section 130.724) requires the University to use reasonable methods to authenticate the identity of any parties to whom disclosure of PII is made, including but not limited to parents, campus or University officials, and students who are requesting their own records.

Definitions, cont.
Record
A record is defined as any information maintained in any medium, including but not limited to:
– Handwriting
– Video or audio tape
– Computer media (including University email)
– Film
– Print
– Microfilm and microfiche
Also see:
UC Policy: Section 130.220

Definitions, cont.
Student
Any individual who is or has been in attendance at an institution; and regarding whom the institution maintains education records.
Also see:
UC Policy: Section 130.211
Third Party
Any individual other than the student, including parents, guardians, spouses and other family members.
Also see:
UCSB Policy: Section III.B.1

Primary Rights of Students Under FERPA
•
Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure of information from education records
• Right to file a complaint

Subpart B – Inspection and Review of Education Records
§ 99.10 What rights exist for a student to inspect and review education records?
Institutions must:
– Comply with requests within 45 days *
– Provide copies of the student’s records only if failure to do so would effectively deny access
– Withhold destroying records if a request for access is pending
* UC Policy (Section 130.40) states that inspections should be allowed within a reasonable period of time, but should occur no later than 45 days from the date the request was received.
Also see:
UC Policy: Section 130.220
UCSB Policy: Section V.A.3

Inspection and Review, cont.
§ 99.12 What limitations exist on the right to inspect and review education records?
If the records contain information on more than one student, the requesting student may inspect, review, or be informed of only the specific information about his or her records.
An institution does not have to permit a student to inspect and review education records that are:
– Confidential letters and statements of recommendation
• Regarding admission, application for employment, or receipt of an honor or honorary recognition – if the student has waived his or her right to inspect and review those letters and statements *
– Financial records of his or her parents
* UC Policy: Section 130.60 provides more information on waivers of access rights and limitations.

Primary Rights of Students Under FERPA
• Right to inspect and review education records
•
Right to seek to amend education records
• Right to have some control over the disclosure of information from education records
• Right to file a complaint

Subpart C – What are the Procedures for
Amending Education Records
§ 99. 20, § 99.21, § 99.22
Once a student identifies a record he or she believes to contain inaccurate or misleading information:
– The institution must decide within reasonable period of time whether to amend as requested
– If institution decides not to amend, the student must be informed of his/her right to a hearing
– After the hearing, if the decision is still not to amend, the student has a right to insert a statement in the record

Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
•
Right to have some control over the disclosure of information from education records
• Right to file a complaint

Not for Release (NFR)
UC Policy: Section 130.713 – 130.716
UCSB Policy: Section V.A.1-2
Disclosure, cont.
Current and former students may submit a Request to Restrict form anytime.
There is no time limitation. Requests apply to directory information only and remain in effect until the request is rescinded.
When responding to requests regarding a NFR student, the reply should be,
“
I show no information for the person in question.” Don’t use the word
‘student’ in the response.
Students who select NFR cannot refuse disclosure of directory information to prevent the University from:
– Disclosing of permissible information to federal, state or contracted agencies (UC Policy, Section 130.721)
– Disclosing –or requiring a student to disclose– the student’s name, Perm number, or Umail address in a class in which the student is enrolled

Subpart D – Disclosure of Personally Identifiable
Information From Education Records
§ 99.30 Under what conditions is prior consent required to disclose information?
Except for specific exceptions under UC Policy 130.721, a student shall provide a signed and dated written consent before a school may disclose education records. The consent must contain the following:
– Specify records that may be disclosed
– State purpose of disclosure
– Identify party or class of parties to whom disclosure may be made

Disclosure, cont.
§ 99.31 Under what conditions is prior consent not required to disclose information?
The exceptions to prior consent are found in UC Policy 130.721.
A few examples where prior consent is not needed…
– Campus and University officials determined to have legitimate educational interests in records (Sections 130.280 and 130.290)
– Schools in which a student seeks or intends to enroll
– Federal, State, and local educational authorities conducting an audit, evaluation, or enforcement of education programs
– In connection with financial aid
– Agencies contracted by the institution to perform specific services

Disclosure, cont.
FERPA requires institutions to maintain a record of requests and disclosures.
– UC policy requires campuses to maintain a record of each student data request
– UCSB policy requires all requests for student data be referred to the Office of the Registrar
Also see:
UC Policy, Section 130.80
UCSB Policy, Section V.B.1

Disclosure, cont.
The recordkeeping requirement does not apply if the request was from, or the disclosure was made to:
– The student
– A properly designated campus official for a legitimate educational purpose
– A party with written consent from the student
– A party seeking directory information
– A party with a law enforcement subpoena or court order in which the student has been notified in advance of compliance with the order or subpoena.
• Risk Management is responsible for accepting and processing subpoenas. In most circumstances, they will notify the student prior to the release of any information.
Also see:
UC Policy, Section 130.80
UCSB Policy, Section V.B.1

Disclosure, cont.
§ 99.33 What limitations apply to the redisclosure of information?
Both FERPA and UC Policy (Section 130.722) require an institution to inform the receiving party of the following when disclosing information from education records.
– The recipient of the information must be informed that they may not further disclose without the written consent of the student
– The recipient may use the information only for the express purposes for which the disclosure was made
NOTE : These requirements do not apply to disclosures made pursuant to court orders or subpoenas, or to students, or to disclosures of directory information.

Disclosure, cont.
Annual Notification
§ 99.7 How must institutions inform students of their rights?
Institutions must annually notify students in attendance of their rights under FERPA.
UCSB’s Annual Notice is available in the
General
Catalog and on the Guide to Student Records web page on the Office of the Registrar’s web site.

FERPA rights transfer from the parents to the student once:
– the student turns 18, or
– enrolls in college-level course work at a postsecondary institution (regardless of age).
FERPA rights end when the student is deceased.
– Information from the student’s education record may be released to the family as determined appropriate on an individual basis by the Office of the Registrar.
Under no condition can the student’s social security number be used when authenticating identification or in order to confirm directory information to a third party.

Primary Rights of Students Under FERPA
• Right to inspect and review education records
• Right to seek to amend education records
• Right to have some control over the disclosure of information from education records
•
Right to file a complaint

Subpart E – What are the Enforcement Provisions?
§ 99.60-99.67
Students who feel their FERPA rights may have been violated may file a complaint with the Office of the Vice Chancellor for
Student Affairs.
The Family Policy Compliance Office is authorized by the
Secretary of Education to investigate, process, and review complaints and violations under FERPA.
FERPA violations may result in:
– The loss of federal funding
– Disciplinary action, including the possibility of termination of employment

Protecting Students’ Privacy
FERPA protects the privacy of all educational records, regardless of the medium in which those records are maintained.
All University employees with access to education records must preserve the confidentiality, security, and integrity of UCSB’s information systems and the data contained within.
Improper maintenance, disposal, or release of information about a current or former student exposes the University to significant risk.
Any unauthorized release, access, or disposal of confidential student information must be reported to the Registrar and the
Chief Information Security Officer.

Enforcement, cont.
Standard Security Practices
Employees should never:
– Disclose, share, or loan your usernames and passwords to anyone
– Disclose confidential student information to anyone without prior written consent of the student
– Disclose confidential student information to campus personnel unless they have a legitimate educational interest
Employees should take reasonable measures to restrict unauthorized persons from viewing confidential information.
– Never leave your computer or laptop unattended while logged into a system or application without appropriate screen locking (e.g., passwordprotected screen saver)
– Never leave personal log-in information (e.g., username, password, etc.) in view of unauthorized persons
– Never download student data to a flash drive, a personal laptop or desktop, send files to a personal email account, or store student data on an unencrypted, unsecured server

FERPA Resources
Family Policy Compliance Office U.S. Department of Education
(202)260-3887
Informal requests for technical assistance: ferpa@ed.gov
ferpa@aacrao.org
Websites: http://www.ed.gov/policy/gen/guid/fpco/index.html
http://www.aacrao.org
UC Policy 130: Policies Applying to the Disclosure of Information from Student Records
Website: http://policy.ucop.edu/doc/2710533/PACAOS-130
UCSB Policy: Student Education Records – Disclosure of Information
Website: http://www.policy.ucsb.edu/policies/policy-docs/student-ed-records-disclosure.pdf
UCSB FERPA Training
Quiz https://my.sa.ucsb.edu/ferpatraining/
Quick Reference/Matrix http://registrar.sa.ucsb.edu/downloads/ferpabro.pdf