Registrar’s Fall 2011
Kick-Off Meeting
Registrar’s Kick-Off
Meeting Fall 2011
Agenda
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Welcome/Introductions
FERPA Update
HEOA Regulations
GOLD Changes and New Features
AAA Document View
Raw Transcripts Data
Canceled Courses
Minors in GOLD, AAA & STAR
Academic Probation Changes
SIS Modernization
DARS Update
Online Catalog Update
Summer Registration Pass Times
Questions
Introducing…
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New staff members
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Anthony Schmid
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Josefina Lopez
FERPA Update
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Alternative Printing – UCSB’s new
printing/coping vender
Consent to Release
Who needs to take the FERPA training
and quiz
Faculty and TA training initiative with
UCOP
Individual training sessions
HEOA Requirements
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Higher Education Opportunity Act of
2008
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The act requires that postsecondary institutions participating
in federal student aid programs make certain disclosures to
students.
HEOA and other required disclosures can be found on the
Student Affairs Policy web page:
http://www.sa.ucsb.edu/policies/UCSB_HEOA.aspx
GOLD Changes &
New Features
Apri Medina
Student Services Manager
GOLD Updates:
New Header Tabs
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Directs student to Catalog and Course Waitlist Website
“Find Courses” Tab Cont.
New Features
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Advanced Search:
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Check boxes for section options
* Open Sections Only
* Matching Sections Only
- Check boxes for course requirements
* Courses Without Restrictions
* Courses Without Prerequisites
- Link to Course Enrollment Histories
“Find Courses” Tab
Example View: Advanced
Search
Upcoming Changes
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Transcripts/Verifications
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Joining Transcripts and Verifications on one
sidebar button
New option for Unofficial Verification
Explanations of Unofficial vs. Official
Transcripts/ Verifications Detail
AAA: Document View &
Raw Transcript Data
Luke Lindquist
Data Analyst, Computer User Support
AAA Document View
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Student folders are available to view
through the AAA document view!!
Currently only for students admitted
M10-forward, who have had their NSP
completed.
For access, please send your request
through Reg Access.
AAA Document View
After entering in a PERM, navigate to the Students menu and
select “Documents”
AAA Document View
You will be brought to a new screen that displays all documents
available in the student’s folder.
AAA Document View
Selecting on any one of items will open a PDF copy of the
document in a new browser window.
An easy navigation tree will now be available in this new window,
at the top left.
AAA Raw Transcript Data
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Just a reminder that this feature is
available in AAA.
Available to view even when the
student does not have a NSP.
This is the raw, unarticulated course
data.
Sometimes this data is helpful during
early advising sessions.
AAA Raw Transcript Data
Where is it?
After entering in a PERM, navigate to the Students menu, hover
over Courses and select “Raw Transcript Data”
AAA Raw Transcript Data
You will be taken to the Raw Transcript course listings, illustrated
below:
Canceled Courses
Claire Gittins
Scheduling Systems Manager
Dropping Students from canceled
courses
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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 canceled, 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 canceled 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?
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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 canceled.
<<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 canceled. If you have any questions, please contact the
advisor for the department offering this course.
Office of the Registrar contacts
Canceling a course:
Claire Gittins
Claire.gittins@sa.ucsb.edu
Removing students from a cancelled course after the drop
deadline:
Luke Lindquist
Luke.lindquist@sa.ucsb.edu
Minors in GOLD,
AAA & STAR
Mike Nesbit
Manager, Reg Tech Team
Minors listed in GOLD
Minors listed in AAA
Minor Maintenance
STAR Minor Limit
STAR Minor Display
STAR Minor Display
Academic Probation &
SIS Modernization
Anthony Schmid
Business System Analyst
Probation Codes
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New method for coding probation
introduced beginning with the Spring
2011 quarter.
Old codes will remain as they are on the
student record for Winter ’11 and prior.
New codes are intended to more closely
reflect the Academic Senate
regulations.
Probation Codes
Code
Definition
Academic
Action
P1
Cumulative GPA <2.0; previously in Regular Academic Probation
Status
P2
Cumulative GPA <2.0; in P1 status the prior Academic Probation
quarter
SA
Quarter GPA <1.5
Subject to
Disqualification
SB
Quarter GPA ≥ 1.5 and < 2.0 while in a
probation status
Subject to
Disqualification
SC
Cumulative GPA < 2.0; in P2 status the
prior quarter.
Subject to
Disqualification
RS
Cum. GPA and Qtr. GPA both ≥ 2.0
Regular Status
Probation Codes
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Reminder:
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These codes are a direct reflection of the
student’s Quarter and Cumulative GPAs.
They are not a reliable indicator of a
student’s status with their college.
Students should be referred to their college
for any questions regarding their status.
Probation Codes
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Conditionally Reinstated
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Used to be automatically applied at the end of the
Fall and Winter quarters to any student that would
have been Subject to Disqualification (SA, SB, SC).
This will no longer be automatically applied.
Student will be placed in a Subject to
Disqualification status and the colleges will take
whatever steps they would normally take for a
student in an StD status.
SIS Modernization Project
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
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Systems subject to this conversion
project:
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Undergraduate Admissions (UADMIT)
Campus Schools (CTAB and STAB)
UCSB Person Index (INDX)
Admissions Departmental Reporting (ADMS)
Student Registration System (SREG)
Curriculum Access (CRES)
Student Access and Reporting (STAR)
Financial Aid (FAID/SFSO)
Student Systems Departmental Access (SSDA)
Graduate Student Fee Remission (GSFR)
Graduate Division (GDIV)
SIS Modernization Project
What will remain the same?
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Application layout
Individual screen layouts
Function keys
SIS Modernization Project
SIS Modernization Project
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What will be changing?
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Web interface – may be accessed from any
web browser
Drop-down fields
Buttons in addition to the function keys.
Username/Password – will initially be using
UCSBNetID and Password
SIS Modernization Project
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System Output
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Email output will work the same.
Batch jobs that create files which a user
then retrieves.
Batch jobs that currently result in print jobs
being sent to network printers around
campus will work a bit differently…
SIS Modernization Project
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Printer output:
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Jobs that currently print to your office
printer will instead be converted to PDF.
An output queue will be integrated into the
new system where you can access these
files.
You may then read, print, download, etc.
the file.
SIS Modernization Project
Timeline for 2011-2012:
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Summer 2011 : Database Conversion
Sept. 2011 – Apr. 2012: Application
Conversion and Testing
Apr. 2012 – Jun/Jul 2012: Integration of
other systems (GOLD, eGrades, AAA, etc.)
& Final Acceptance Testing
Summer 2012: Go Live
SIS Modernization Project
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Application Testing
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Vendor Testing
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UCSB Testing
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Test Cases
Application Walkthrough
Testing of everything we can think of...
By as many people as are willing.
Acceptance Testing
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One last round of testing after all applications are
converted and before we go live.
DARS,
Online Catalog &
Summer Registration
Leesa Beck
Associate Registrar, Systems Operations
Degree Audit
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Departments completed since Fall 2010
 Anthropology
 Philosophy
84.2% of undergraduates in released majors or undeclared
Departments currently in process (7.27% of undergrads)
 Chemistry and Biochemistry
 Physics
 Linguistics
 Chicano/a Studies
 Art History
 Feminist Studies
Degree Audit
Exception Workflow
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Currently all departments with released majors
can enter petitions through the electronic
exception workflow.
All three Colleges can enter general education
petitions.
Over 80% of petitions submitted through the
workflow automatically appear in a student’s
audit or progress check as soon as they are
approved.
Students are automatically notified via U-mail
when their petitions are approved.
Degree analysts are emailed when petitions are
approved for degree candidates.
Archived Degree Audits
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Began last year (Summer 2010 graduating
class).
As new majors are released in GOLD,
graduating students’ final degree checks are
processed using the AAA degree audit.
Students and departments receive degree
results much more quickly than in previous
years.
Currently testing a new system to run and
archive degree audits in batch.
Online Catalog
Changes to the Catalog
Process for this Year
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Sean Woods is the new contact
Deadlines will be more strictly enforced
Faculty listings will update throughout
the year
Catalog Student Survey
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Purpose: Student Feedback to help improve
the catalog
Sent to all students who attended Orientation
Collected about 320 complete responses
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80% freshman, 20% transfer
65% female, 35% male
21% under 18, 77% 18-24, 2% over 24
Catalog Student Survey
Results
Catalog Student Survey
Results
How easy was it to find the information you needed?
8, 3%
63, 20%
33, 10%
Very difficult
Somewhat difficult
About average
107, 33%
108, 34%
Somewhat easy
Very easy
Catalog Student Survey
Results
How useful was the information you found in the Catalog?
2, 1%
17, 5%
61, 19%
125, 40%
Not at all useful
Not very useful
About average
Useful
Very useful
111, 35%
Catalog Student Survey
Results
Overall, how would you rate the UCSB Online General Catalog?
1, 0%
53, 17%
31, 10%
Poor
Fair
102, 32%
Good
Very good
130, 41%
Excellent
Catalog Student Survey
Outcomes
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New keywords added
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Possible future changes
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AP vs. Advanced Placement, etc.
Separating course and site searches
Color coding of course descriptions
Quick links to popular pages
Desire for longer, more detailed course
descriptions
Future Plans for the Catalog
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Conduct similar survey of staff
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Send keyword suggestions to
sean.woods@sa.ucsb.edu
Add enhancements to the commenting
system
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Email your text changes to others
Ability to mark changes as “Approved”
Summer Sessions Registration
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Pass system being implemented for M12
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Prevent system overload
Allow students who need classes most a chance to
get them
Pass 1
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Short (2 weeks?), Possibly beginning early April
Limited to UCSB students only
Unit Limit (as yet undetermined)
Priority based on class level
Departments could place course restrictions
Summer Sessions Registration
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Pass 2
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Short (2 weeks?), possibly beginning mid-April
Limited to UCSB students only
Possible Unit Limit (as yet undetermined)
Pass 3
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Long (through Summer)
Open to Everyone
Probably no Unit Limit
Today’s Presentation
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2011 Fall Kick-Off Presentation will be
available on the Registrar’s Staff &
Faculty web page:
http://www.registrar.ucsb.edu/staffonly.htm
Questions?