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Session E3 UCSB’s Degree Audit Exception Workflow

Session E3 UCSB’s Degree Audit Exception Workflow. Presented by: Sara Cook and Anthony Schmid University of California, Santa Barbara November 6, 2012. UC Santa Barbara. 18,620 undergraduate students 3,065 graduate students

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Session E3 UCSB’s Degree Audit Exception Workflow

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  1. Session E3UCSB’s Degree Audit Exception Workflow Presented by: Sara Cook and Anthony Schmid University of California, Santa Barbara November 6, 2012

  2. UC Santa Barbara • 18,620 undergraduate students • 3,065 graduate students • Approximately 160 undergraduate majors across three colleges at UCSB • Exception workflow was released in March 2009 to fill a need created by implementation of the Degree Audit Reporting System (DARS) • Works through our DARS web interface for staff, Academic Advising Assistant (AAA) • 55 department staff, 22 College staff, and 10 Registrar staff utilize the workflow • To date 15,982 petitions processed via the workflow; 85% have required no manual processing

  3. Before DARS • Petitions for degree requirements were handled via a paper process • Petitions were originated by students or staff, went through an approval process, and the approved petition went into the student file • The petition sat there until the student asked for a progress check or declared candidacy to graduate

  4. DARS Implementation • The campus started making a significant push to implement DARS during 2005/2006. • Before releasing a major to students, files for all current students in the major were pulled and all paper petitions were data entered by Registrar’s Office staff • Went live with degree audits to undergraduate students in August 2007 with 11 major audits and five progress checks • After release to students, all newly received petitions for degree requirements were manually entered by Registrar staff.

  5. DARS Implementation • As more major audits were released, this data entry workload increased for Registrar staff • Quickly became apparent that the workload needed to be distributed • Led to formation of an Exceptions workgroup and eventually development of a workflow to replace the existing process

  6. 54 major audits and seven progress checks live to students when Degree Audit Exception Workflow released in March 2009 • Currently 99 major audits and seven progress checks live to undergraduate students

  7. Goals of the electronic workflow • Attempt to mimic the current paper process to minimize training needed and increase user buy-in • Distribute responsibility for data entry across campus departments • Route petitions for approval • Limit the number of petitions which require manual intervention by Registrar’s Office staff

  8. Workflow Permissions • We identified four “roles” in the existing process: • Department advisor • Department chair • College advisor • Registrar staff • Each user is assigned a Role and Department (up to 4) or College affiliations • Permissions are coded as part of the SIS permissions and are passed to AAA at login.

  9. Workflow Permissions 1. Dept Chair initiation also functions as Dept. Recommendation action 2. College initiation also functions as College Decision action. 3. Options available to the user will vary depending on their assigned role

  10. The Basics • Petition is initiated • Someone in a Dept. Advisor, Dept. Chair or College role data enters a petition into an online form. • The pertinent data is saved as a record in a SQL Server table. • The petition is assigned a status by the program • The status assigned is dependent upon the role of the user and the action taken.

  11. The Basics • Petition Statuses • Awaiting Dept Chair Review • Assigned after initiation by Dept. Advisor • Awaiting College Review • Assigned after approval action by Dept. Chair • Awaiting Registrar Processing • Assigned to certain petitions after College approval • College Approved • Assigned after approval action by College or processing by Registrar depending on petition type • College Denied • Assigned after denial action by College • Withdrawn • Assigned after withdrawal

  12. The Basics • Approval Process • Driven by the user roles and petition status • Petitions are displayed in ‘My Work Queue’ • Dept Chair – Awaiting Dept Chair Review • College – Awaiting College Review • Registrar – Awaiting Registrar Processing • Users access their petitions and take an action available to their role. • The Action taken determines the new status.

  13. The Basics • College Approved • At this point, the petition data is used to create an Exception in DARwin. • College Denied or Withdrawn • The petition remains visible in the workflow, but never passes into DARwin • If a College Approved petition is subsequently denied or withdrawn, the status is changed and the exception is removed from DARwin

  14. The Basics

  15. UCSB Implementation • March 2009: released to staff in AAA • Initial release: staff in three departments and two Colleges • Remaining departments and college with “live” degree audits trained over time by college staff • Currently, as departments “go live” with degree audits they receive access to the Workflow

  16. Technical Aspects • AAA (Staff Degree Audit interface) • C#.Net • SQL Server • SIS (Mainframe-based) • NATURAL • ADABAS • DARwin v.3.5.4

  17. Types of petitions • Advisor approval (exception type depends on requirement) • Action E • Action R ruflg U • Course add • Action R with ruflg I • Course substitute • Action R with ruflg S • Universal equivalency • Action C with delig + • Other • Manually processed by Registrar’s Office staff in DARwin • Can be used for other types of requests not processed in DARwin (i.e., credit adjustments, change student catalog year)

  18. Add Course Petition Adds course(s) to a requirement area. Program or GE area options are determined by user’s department or College affiliation. If the petition being entered is for the student’s currently declared program, it will default to their catalog year (stored in our SIS). A different program or catalog year can be selected by the department or College if necessary. Action R with ruflg I

  19. Requirements are populated from an Excel file. This file also indicates which exception types are allowed for each sub-requirement.

  20. Multiple courses can be selected and added in one petition.

  21. Substitute Course Petition • Substitute a course for another course in a requirement. • Courses can be substituted: • one to one • (Action R with ruflg S) • one to many • many to one • (Action R with ruflg I)

  22. Universal Course Equivalency Petition A transfer course is petitioned to be used in place of a UCSB course throughout the audit (not specific to one requirement). This petition type is also used by the student registration system in determining course pre-requisites. Action C with delig +

  23. Advisor Approval Petition Special requirement areas only. Example: American History and Institutions requirement Waiver for International Students on a non-immigrant visa. -or- Student is required to meet with an advisor. Petition is then entered by the advisor. Action E

  24. When a petition is approved or denied the student receives an email… From: DarsExceptionPetitionManager@sa.ucsb.edu Sent: Friday, August 31, 2012 4:21 PMTo: lcwhcpcot@jvczw.jfml.roj Subject: Degree Audit Exception Petition Approved (PTN 15109) Hello LPCUOTU CWHCPCOT, The petition mentioned below has been approved by the College. If you have questions, please contact your college office. The petition mentioned below has been approved by the College. This information should be reflected in the student's Progress Check and/or Degree Audit shortly.  Please allow extra time for processing of "Other" petitions.  For more information, please see the petition. PLEASE NOTE: This course substitution petition is valid only for the major and requirement shown below.  If the student switches majors, the substitution will not carry over to the new major automatically, and will require that a new petition be initiated. Please save this email for your records. -------------------------------------------------------------------------------- Name: LPCUOTU CWHCPCOT Perm Number: 000000 Petition ID: 15109 Petition Type: Substitute Courses Date Submitted: 08/22/2012 14:55 PM Petition for Major: Chemistry Department: CHEM Course: REEDLEY: Spring 2010 - PHYS  4A/PHYS      1     - Physics for Scientists and En [C, 6.00] Applied to GE/Area: Chemistry: Physics 6A-AL-B-BL-C-CL Substitute For: PHYS      6A PHYS      6AL Justification: Physics coursework completed at Reedley College approved by Physics department as acceptable for substitution for UCSB Physics 6A and 6AL. --------------------------------------------------------------------------------- This email was automatically generated by the Degree Audit petition processing system. Please do not reply to this email.

  25. Sample Petitions • Add Course • Substitute Course • Universal Course Equivalency • Other

  26. Sample “Add Course” Petition: The Chemistry department wants to submit a petition for two transfer courses to count towards MATH 3A and 3B for this student.

  27. Department initiates the petition • First select the student. • Select “Initiate new petition.”

  28. Select a petition type

  29. Lists all of the courses the student has taken (UCSB and transfer courses)

  30. Add Course Petition • Advisors and chairs in the academic departments only have access to submit petitions for majors in their department.

  31. Add Course Petition • When the student’s declared major is selected, the Catalog Year defaults to the student’s catalog year (data stored in our student information system).

  32. Add Course Petition • The “filter” can be used to sort the list of courses the student has taken by department or by school. • Only scheduled or completed courses can be petitioned.

  33. Multiple courses can be selected and added in one petition.

  34. Add Course Petition • DARwin program Course numbers appear in the Note

  35. Add Course Petition

  36. Sample “Substitute Course” Petition: The Chemistry department wants to submit a petition for two transfer courses to count towards CHEM 1A, 1B, and 1C for this student.

  37. Substitute Course Petition

  38. Substitute Course Petition Substitute two courses for three courses

  39. Substitute Course Petition Required course count for this area has been reduced (two courses for three substitution) “Substitute for” course numbers appear in the Note

  40. Substitute Course Petition

  41. Substitute Course Petition • One-to-one substitution

  42. Substitute Course Petition • Substituting three courses for six courses. • Reduces required courses in area from six to three.

  43. Sample “Universal Course Equivalency” Petition: The Chemistry department wants to submit a petition for a transfer course to count as the equivalent of CHEM 109A for this student.

  44. Universal Course Equivalency • The advisor or chair selects the UCSB course from the drop-down menu of all UCSB Chemistry courses. (Advisors and chairs can only submit this type of petition for UCSB courses in their home department.)

  45. Universal Course Equivalency

  46. Universal Course Equivalency

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