Web-Based Application For Graduation

1. Web-Based Application For Graduation Doug Rutledge and Rich DiStanislao Indiana University of Pennsylvania Monday, October 27, 2003

2. About IUP • 14,000 students and 1,800 employees • Largest Member of SSHE • 3 campuses • Doctoral I • Clock-hour programs

3. Banner at IUP • Implemented five baseline modules and three “Web For” products 1998-2000 • Banner 5.x (soon to be Banner 6) • Oracle 9i, OAS (soon to be 9IAS) • Sun Solaris

4. Overview • Need For Online Application • Solution • Issues • Future Plans • Questions

5. Need For Online Application • Make it easier for students to apply • Reduce data entry for Registrar’s Office • Save time • Save money • Save half-time position • Do not want to give departments access to SHADEGR • RPE 28710

6. Solution • Option to Apply For Graduation under Student Self-Service • Implemented Feb 2003 for Aug 2003 grads • Undergraduate students only • Most recent SHADEGR record must be “Sought” – if “Pending”, you’ll be notified • Must be a junior or senior • Must have taken a course in the last 10 years

7. Solution - Continued • Option to Apply For Graduation under Student Self-Service - Continued • Can only apply during fall and spring • If program, level, majors, or minors do not match on SGASTDN and SHADEGR, you cannot apply (contact your associate dean) • Graduation Date is the end date of the term – apply for spring date in fall, apply for summer and fall dates in spring until the deadlines

8. Solution - Continued • Option to Apply For Graduation under Student Self-Service - Continued • Fields changed on SHADEGR: • Status (to “PN” for Pending) • Appl Date (to today’s date) • Graduation Date (selected from list) • Graduation Term (based on graduation date) • Graduation Year (based on graduation date) • Authorize (to “WEB”) • Name and address changed on SHADIPL

15. Dean’s Issues • Deans, advisors missed the paper trail – “How do I know who applied?” • Solution: SWRGRAP • Pro*C report of graduation applications • Run from job submission by the end-user • Parameters: • Report Order (Student, Advisor & Student, or Primary Major & Student) • Term • Include Awarded Degrees (Yes or No) • Level, College, Department, Major, Secondary Major, Minor

17. Dean’s Issues - Continued • Afraid that adviser will not be able to properly advise for last semester of registration • Solution: Although SWRGRAP can be run any time, create a batch run “academic progress sheets” by graduation “Pending” record using SWPGRPT. Can order by department, major, college, degree, level, advisor or individual student

21. Dean’s Issues - Continued • Deans - deadline dates • Wanted their own deadline dates • Had to shut down web application • Finally agreed on common dates • Deans – information text • Didn’t like all messages directing students to their office • Changed some to direct students elsewhere

22. Issues - Continued • SGASTDN/SHADEGR mismatches • Several hundred of these cases, mostly major changes and secondary curriculums rolled into a second record • Process to automatically fix these on SHADEGR? Too risky with curriculum rules • SWRGSDM • Pro*C report of mismatches • Run from job submission by the end-user (Registrar’s Office) • Parameters: • Term • Level • Only Registered Students (Yes or No)

24. Issues - Continued • Students entering their name incorrectly • Students unable to change information after initial submission • Late applications have to be entered manually • There are always late applications that are approved

25. Future Plans • Graduate School version of application • RPE to keep SGASTDN/SHADEGR in sync • Have CAPP processing completed for all majors. Can already order custom CAPP reports by graduation pending records • Integrate into Web for Faculty product – for email distribution, for advisor query • Future Workflow process

26. Questions? Doug Rutledge – darutled@iup.edu Rich DiStanislao – rdistani@iup.edu Thank you!