Assigning Different Web Registration Rules to Different Student Populations

Lebanon Valley College Student Populations There are varying reasons why a school would want different Web Registration rules for different populations of students. A little history….

Lebanon Valley College Student Populations 1993 Full Time Undergraduates ~965 Part Time Undergraduates ~200 Part Time Masters programs ~38

Lebanon Valley College Student Populations 2003 Full Time Undergraduates ~1530 Part Time Undergraduates ~235 Part Time Masters programs ~140

Lebanon Valley College Student Populations 2010 Full Time Undergraduates ~1610 Part Time Undergraduates ~165 Part Time Masters programs: –Masters of Business Administration ~220 –Masters of Science Education ~140 –Masters of Music Education ~50 Doctorate in Physical Therapy ~60

Web Registration Implementation Lebanon Valley College tested Web Registration in the Fall of 2002 Live on Web Registration in Spring of 2003 for full time undergraduate students.

Web Registration Implementation Created custom advising module in Very specific rules for full time student registration. Other populations were handled well enough by Continuing Education office or Physical Therapy Department.

Web Registration Implementation Implemented Web Registration for MBA students in spring of 2009 for fall 2010 classes. Needed different rules for this population. We will eventually need different rule sets for each of the other populations.

Web Registration Implementation No Problem! We’ll just assign MBA students to a different REG.USERS record. Hey, where do we do that? –It’s been five years since setting up REG.USERS Now What?

Web Registration Implementation Colleague defaults all WebAdvisor users to one REG.USERS record. –Unless they are already assigned to a REG.USERS record (usually employees). We did not want to build convoluted rules to accommodate all populations with one REG.CONTROLS record.

Web Registration Rules – Section Lookup FT_UG:SEC.ACAD.LEVEL = “UG” MBA:SEC.ACAD.LEVEL = “GR”

Web Registration Rules – Student Eligibility Both: WR-BUHLD - no business office hold UG: WR-FULLT - full time student UG: WR-ALLOW – advisor allows registration UG: WR-CLSD – closed on certain days UG: WR-HLD – Health form received

Web Registration Rules – Course Eligibility UG: WR-OVRLT – not over 20 credits UG: WR-NOGR - undergrad courses only MBA: WR-MBA – only MBA courses

Web Registration Rules – Completion Eligibility Both: RADDRP – can not drop certain courses UG: WRUGOV – 20 credits in reporting term MBA: WR-MOV – 6 credits in reporting term UG: WR-LT12 - cannot drop below 12 credits via web during add drop period

How to Handle Our Web Registration Rules? We could have devised complex rules to cover each situation. Rules would become even more complex with each added population. We may also end up with ‘sub-populations’ in some programs. This is really the purpose of REG.USERS records (RGUS)

How to Handle Our Web Registration Rules? We did not want to add customizations to Web Registration forms to handle this. Wanted the solution to be as “native Colleague” as possible. We did not want to disturb already working registration process. Could we automatically populate a REG.USERS record?

RGUS Form – Normal REG.USERS creation

RGCT Form – Registration Rules

RGUS Form – Normal REG.USERS creation

SVM Form – Normal STAFF creation Only people with STAFF records can be assigned REG.USERS records STAFF type code can only be 1 character (A for MBA).

Project Requirements WEB_MBA record in REG.CONTROLS table WEB_MBA record in REG.USERS table. STAFF record for MBA students. –Only people with STAFF records can be assigned REG.USERS records.

Project Requirements – Daily Processes Assign STAFF records Load WEB_MBA REG.USERS record

Assigning Staff records First delete all “A” type STAFF records to eliminate non-current students Select all active MBA students Create records in STAFF table

Assigning Staff records * “A” type staff records already deleted * Active MBA students already selected * Cycling through list of active MBA students V.STAFF.ID = X.ID FOR_THE STAFF.ID NEW IF STAFF.ADD.MODE = 1 THEN * create the staff record if it doesn’t exist V.STAFF.INITIALS = UPCASE(X.MAIL.NAME) V.STAFF.TYPE = 'A' V.STAFF.STATUS = 'A' V.STAFF.LOGIN.ID = UPCASE(X.MAIL.NAME) END END_THE STAFF.ID

LOAD REG.USERS record * Again, looping through list of active MBA students * Check for ID already on an existing REG.USERS record CALL S.GET.INDEX(X.ASSIGNED, "REG.USERS", "RGU.STAFF.IDS", "EQ", X.ID) * Build the list of IDS for this REG.USERS record IF (X.ASSIGNED = "" OR X.ASSIGNED = "WEB_MBA") THEN XL.RGU.STAFF.IDS = X.ID END * Write out the list to the WEB_MBA REG.USERS record V.REG.USERS.ID = 'WEB_MBA' FOR_THE REG.USERS.ID VL.RGU.STAFF.IDS = XL.RGU.STAFF.IDS END_THE REG.USERS.ID

Assigning REG.USERS records Finished!

But Wait – There’s more!! MBA office also wanted their students to have different security access. Required assigning them to different alias OPERS record.

UPDATE ORG.ENTITY.ENV records Use savedlist from previous processes. DMB034 “WEB_MBA” “” “U” (every now and then you get an easy one)

The End! Bob Dillane