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Web-Based Application For Graduation. Doug Rutledge and Rich DiStanislao Indiana University of Pennsylvania Monday, October 27, 2003. About IUP. 14,000 students and 1,800 employees Largest Member of SSHE 3 campuses Doctoral I Clock-hour programs. Banner at IUP.

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Web-Based Application For Graduation

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Web based application for graduation l.jpg

Web-Based Application For Graduation

Doug Rutledge and Rich DiStanislao

Indiana University of Pennsylvania

Monday, October 27, 2003


About iup l.jpg

About IUP

  • 14,000 students and 1,800 employees

  • Largest Member of SSHE

  • 3 campuses

  • Doctoral I

  • Clock-hour programs


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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


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Overview

  • Need For Online Application

  • Solution

  • Issues

  • Future Plans

  • Questions


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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


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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


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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


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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


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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


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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


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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


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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)


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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


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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


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Questions?

Doug Rutledge – [email protected]

Rich DiStanislao – [email protected]

Thank you!


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