THE WHOLE BALL OF WAX

1. Virginia Johns, Associate Registrar, UCSB Patrick McNulty, The Other Associate Registrar, UCSB CUMREC, 2000 THE WHOLE BALL OF WAX

2. UCSB • University of California at Santa Barbara • 20,000 Students, about 17,000 Undergraduates • Degree Clearance in the Office of the Registrar • 5000 Graduates per year • Slowly, and With Care

3. DEGREE AUDIT AT UCSB • About 80% have transfer units towards degree • Admissions “Profile” is a paper document in the Student Folder • Degree Audit must include online transfer-course detail • Articulated with our courses and degree requirements

4. WHY WE DID IT • Student Service and office functionality • “Client-Server” was an administrative requirement. • Admissions Office was our customer. • Some money, some encouragement, but no mandate.

5. WHY WE’RE TELLING YOU THIS • This is not a recipe, but suggestions for a menu. • Problem aspects and our solutions • File Relationships • System Features

6. WHERE WE ARE • All the pieces work (except Phase 2, of course…) • The pieces talk to each other. • The Players are playing together. • No computer stress tests as yet.

7. DARWIN (DARS C/S) • We were very early. • Darwin now has happy customers. • We should have done the mainframe version first. • Redundancies with Darwin: • Our customer’s demands. • They didn’t have it yet. • We didn’t know it.

8. ADABAS: HOME-GROWN SYSTEM. GOOD FUNCTIONALITY. NOT EASY TO TALK TO. ADABAS/ MVS DARWIN DARWIN: DARS(C/S) IN SYBASE AND POWERBUILDER.

9. TEAS – TRANSFER EVALUATION AND ARTICULATION SYSTEM • Lets our Admissions Evaluators have hands-on control of transfer credit. • Examine multiple transcripts and UCSB work to select among transferable courses. • Preserves an online archival “Student Profile” • Enables Evaluators to advantage the student while staying within the rules. • Computerizing a very human process.

10. TEAS: TRANSFER EVALUATION AND ARTICULATION SYSTEM ADABAS/ MVS TTS TEAS DARWIN TTS: TRANSCRIPT TRACKING SYSTEM

11. TTS – TRANSCRIPT TRACKING SYSTEM • Keeps track of where the transcript is, why it’s here, and what should happen to it. • Are all transcripts here for this student? • Getting the transfer-course detail online: • Manual Keying • Speede • OCR – Optical Character Recognition (Phase 2)

12. ASSIST KEY ENTRY ADABAS/ MVS SPEEDE TTS TEAS DARWIN OCR

13. DATA FLOW SUMMARY • Get transfer courses online, matched with institution info • Admissions Evaluators examine the combined transfer credit over all institutions • A/E’s mark transferable courses, select from redundancies • Run articulation using Darwin • Examine output and perhaps “certify” it. • Transfer work will now be used by Darwin for subsequent degree-audits

14. CERTIFIED TRANSFER WORK IS NOW AVAILABLE FOR FUTURE DEGREE AUDITS. KEY ENTRY ADABAS/ MVS SPEEDE TTS TEAS DARWIN ARTICULATION AGREEMENTS ARCHIVED PROFILE OCR

15. TRANSCRIPT STATUS VALUES: • U-Transcript unloadable, see transcript error listing. • X-Missing crosswalk institution entry, or invalid institution type. • M-Missing institution in Master Reference tables. • O-Other data missing or in error, see transcript error listing. • P-Transcript requires Perm number. • D-Data entry in-progress • R-Transcript ready for loading into TEAS format. • L-Transcript loaded into TEAS format. • E-Evaluation initiated • C-Evaluation completed/certified • A-Transcript archived.

16. ADABAS/ MVS DEGREE REQUIREMENTS EXCEPTIONS DARWIN THE STUDENT CAN NOW REQUEST AND RECEIVE A DEGREE AUDIT VIA THE WEB. DEGREE AUDIT VIA WEB ARCHIVED PROFILE

17. THE WHOLE BALL OF WAX ASSIST KEY ENTRY ADABAS/ MVS DEGREE REQUIREMENTS EXCEPTIONS SPEEDE TTS TEAS DARWIN DEGREE AUDIT VIA WEB ARTICULATION AGREEMENTS ARCHIVED PROFILE OCR

18. QUESTIONS OF SCALE • 20 • 200 • 20,000

19. QUESTIONS OF SCALE • 20 RULE WRITERS, COURSE KEYERS, AND OCR RUNNERS. • 200 EXCEPTION MAKERS • 20,000 AUDIT REQUESTORS