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Virginia Johns, Associate Registrar, UCSB Patrick McNulty, The Other Associate Registrar, UCSB CUMREC, 2000. THE WHOLE BALL OF WAX. UCSB. University of California at Santa Barbara 20,000 Students, about 17,000 Undergraduates
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Virginia Johns, Associate Registrar, UCSB Patrick McNulty, The Other Associate Registrar, UCSB CUMREC, 2000 THE WHOLE BALL OF WAX
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
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
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.
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
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.
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.
ADABAS: HOME-GROWN SYSTEM. GOOD FUNCTIONALITY. NOT EASY TO TALK TO. ADABAS/ MVS DARWIN DARWIN: DARS(C/S) IN SYBASE AND POWERBUILDER.
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.
TEAS: TRANSFER EVALUATION AND ARTICULATION SYSTEM ADABAS/ MVS TTS TEAS DARWIN TTS: TRANSCRIPT TRACKING SYSTEM
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)
ASSIST KEY ENTRY ADABAS/ MVS SPEEDE TTS TEAS DARWIN OCR
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
CERTIFIED TRANSFER WORK IS NOW AVAILABLE FOR FUTURE DEGREE AUDITS. KEY ENTRY ADABAS/ MVS SPEEDE TTS TEAS DARWIN ARTICULATION AGREEMENTS ARCHIVED PROFILE OCR
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.
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
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
QUESTIONS OF SCALE • 20 • 200 • 20,000
QUESTIONS OF SCALE • 20 RULE WRITERS, COURSE KEYERS, AND OCR RUNNERS. • 200 EXCEPTION MAKERS • 20,000 AUDIT REQUESTORS