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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

Web-Based Application For Graduation

Doug Rutledge and Rich DiStanislao

Indiana University of Pennsylvania

Monday, October 27, 2003

about iup
About IUP
  • 14,000 students and 1,800 employees
  • Largest Member of SSHE
  • 3 campuses
  • Doctoral I
  • Clock-hour programs
banner at iup
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
overview
Overview
  • Need For Online Application
  • Solution
  • Issues
  • Future Plans
  • Questions
need for online application
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
solution
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
solution continued
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
solution continued8
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
dean s issues
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
dean s issues continued
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
dean s issues continued21
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
issues continued
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)
issues continued24
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
future plans
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
questions
Questions?

Doug Rutledge – [email protected]

Rich DiStanislao – [email protected]

Thank you!

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