Adding to Your Bag of Tricks A few SR and AA Solutions

1. Adding to Your Bag of TricksA few SR and AA Solutions University System of Maryland PeopleSoft Conference October 8, 2004 Ken Epstein, The Cedar Group Kenneth.Epstein@TheCedarGroup.Com

2. Very special thanks to Cheryl Holden-Duffy, UMES registrar

3. AGENDA • REALLY excluding repeated courses • Academic Clemency • Generic transfer courses • and how they become specific on the transcript • A University General Education Degree Progress Report • that everyone can use

4. Excluding Repeated Courses Introduction • Repeat rule • The course with the best grade counts • All other attempts are excluded from academic statistics • Not in GPA • Not included in attempts • Not included in earned hours

5. Excluding Repeated Courses The Problem

6. Excluding Repeated Courses The Problem

7. Excluding Repeated Courses The Fix

8. Excluding Repeated Courses The Fix • Business Process • For individual students • Use Enrollment Request (Normal Maintenance) or Enrollment to remove the repeat codes. • Run Repeat Checking by term. • To apply globally or for large groups • Build a process to remove repeat codes. • Run Repeat Checking for all terms.

9. Excluding Repeated Courses The Fix

10. Excluding Repeated Courses Surprises and Warnings • Tuition calc loses the course entirely • Usually not a problem, but be aware that “excluded” courses are lost to SF. • Consider the impact on Financial Aid Satisfactory Academic Progress • How does FA compute SAP? • Does your custom program count “excluded” courses if necessary?

11. Academic Clemency Introduction • Under special circumstances, a small number of courses may be excluded from academic statistics calculations • Display the course on the transcript. • Make it clear on the transcript that clemency has been granted. • Provide the same exclusions as those for “Excluded” repeated courses.

12. Academic Clemency The Problem • There is no delivered process to handle Academic Clemency. • We are very eager NOT to build customized processes.

13. Academic Clemency The Problem

14. Academic Clemency The Fix • Build an Academic Clemency Repeat Rule • Have the rule apply whether or not the course is repeated. • Build a Transcript Note to explain that clemency is applied • Develop a business process for applying the rule

15. Academic Clemency The Fix • Build an Academic Clemency repeat rule

16. Academic Clemency The Fix • Build an Academic Clemency repeat rule

17. Academic Clemency The Fix • Build an Academic Clemency repeat rule

18. Academic Clemency The Fix • Build an Academic Clemency repeat rule

19. Academic Clemency The Fix • Build an Academic Clemency repeat rule

20. Academic Clemency The Fix • Build an Academic Clemency repeat rule

21. Academic Clemency The Fix • Build a transcript note

22. Academic Clemency The Fix • Develop a business process • Design approval procedures and documentation. • Use Enrollment Request (Normal Maintenance) or Enrollment to enter the Clemency code and the transcript note. • Run transcripts.

23. Academic Clemency The Fix

24. Academic Clemency The Fix

25. Academic Clemency Surprises and Warnings • This procedure does not remove grades or enrollments. A grade inquiry will not show the Clemency code. • The same warnings that applied to the excluded repeat courses apply to this exclusionary rule. • The implications of a clemency exclusion may be different than those of a repeat course exclusion.

26. Generic USM Transfer Courses Introduction • UMES students may take courses at University System of Maryland (USM) institutions and transfer those courses to UMES as though they had enrolled in them on campus. • Courses are treated as regular enrollments, not as transfer courses, requiring a special course in the catalog for each USM course. • USM courses are entered retroactively when students present transcripts. • Billing Units must be reset to 0.00 since tuition and fees are paid to the original institution.

27. Generic USM Transfer Courses The Fix • Create a course in the course catalog • Use the Subject and Catalog number of the corresponding UMES course, adding USM to the catalog number • Include USM in parentheses after the UMES course description • Do NOT include the course in any course equivalency groups

28. Generic USM Transfer Courses The Fix • Create Generic USM Courses

29. Generic USM Transfer Courses The Fix • Create Transcript Notes for each campus

30. Generic USM Transfer Courses The Fix • Add the course to the schedule (if necessary) • Enroll students using the Enrollment page • Billing units must be changed to 0.00 (Tab 1) • Billing units cannot be changed using Enrollment Request • Reset the enrollment and grading dates if necessary (Tab 2) • Add the transcript note (Tab 3)

31. Generic USM Transfer Courses The Fix

32. Generic USM Transfer Courses The Fix

33. Generic USM Transfer Courses The Fix

34. Generic USM Transfer Courses The Fix

35. Generic USM Transfer Courses Surprises and Warnings • Do NOT add these types of courses to the schedule of classes until AFTER student registration. We do not want students to accidentally register for the course. • Changing Billing Units can produce warnings. • Ignore them.

36. University General Education Introduction • Generic, University wide, General Education Requirements • Based on USM guidelines • Department specific variations on the General Education Requirements • Pre-requisites for major courses • Department faculty recommendations

37. University General Education The Problem • Students, especially those who change majors, may want to satisfy graduation requirements with the University wide general education requirements. • At the same time, degree progress reports should reflect department beliefs. • Standard degree progress reports are linked to students’ academic structure. • How can we provide both types of information?

38. University General Education The Fix • Build a special purpose degree progress report using a Special Requirement Usage for the University wide general education requirements. • Include Department specific general education requirements in each plan degree progress report.

39. University General Education The Fix • Special Requirement Usage

40. University General Education The Fix • Special purpose transcript type

41. University General Education The Fix • Special purpose transcript type

42. University General Education The Fix • Build the degree progress report

43. University General Education The Fix • Build the degree progress report

44. University General Education The Fix • Build the degree progress report

45. University General Education The Fix • Build the degree progress report • The Special Requirement Usage is only required on the Requirement Group • The Academic Advisement Requirement Usage can be used with Requirements and Course Lists • Use the “Course Catalog” Course Ranking Scheme to force more basic courses to be used in satisfying general education requirements

46. University General Education The Fix • Use the GENED transcript type to run University wide degree progress reports

47. University General Education Surprises and Warnings • Students, faculty, and advisors must be aware of the differences between the two types of degree progress reports • Policy is required to resolve differences between the University wide general education requirements and department specific requirements

48. University General Education Questions and comments