Type here College of the Arts 2-3:30 p.m. Wednesday, Oct. 4, 2017 Fine Arts Building A, Suite 101, Dean's Conference Room

Campus-wide Modernization Program to Advance Student Services Will update, standardize and upgrade information processes and systems Improve user experience for students, faculty and staff Offer innovations and abilities in areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

Our Destination: The Connected Campus Students Parents Alumni Faculty & Staff Corporations Prospects Donors ONE.UF and myUFL System of Engagement Community Recruitment Student Success Advancement System of Intelligence Record Analytics Master Data Management and Data Governance SIS Housing HCM Financial Aid LMS Degree Audit GL Meal Plans Payroll Image courtesy of SalesForce

COMPASS Releases Follows student academic lifecycle. Functionality across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM Release Functionality   Go-Live Date 1 Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions. SIS receiving applications (graduate, transfer, and certificate) for students admitted to Fall 2018 term and external organizations from where they are applying. Primed systems for future upgrades, including customized CRM and“360 degree” record of applicants and UF interactions. Centralizing data, replacing prospecting and recruiting systems, streamlining and consolidating processes from different systems. Aug. 7, 2017 2 Course Catalog, Institutional Student Information Record (ISIR) Loads, Transfer Credit Evaluation Nov. 6, 2017 3 ISIR Processing, Career/Program/Plan Stack (Major/Minor), SHCC Immunizations, Residency Processing Jan. 16, 2018 4 Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction) March 5, 2018 5 Registration, Enrollment Verification March 26, 2018 6 Tuition Calculation, Student Billing, Admissions Processing Aug. 6, 2018 7 Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data) Aug. 20, 2018

Change Cycle Inform: Uncertainty drives resentment and resistance. Messaging must also be responsive, reassuring, and supportive Engage: Make staff part of the process Prepare: Training is key Integrate: Measure effectiveness of messaging and training to support compliance There are many different models of the stages of change and representations for what we experience, the type of feelings and the effects on our cognition. Earlier we saw a roller-coaster like graph to represent change. Here the cycle is captured in a circle. Regardless of the graphic, the experiences are similar: Initially, we’re likely to feel a sense of loss, be cautious or a bit afraid. We often move toward skepticism or resentment. “I don’t like this. Why do I have to do this? We tried this before 10 years ago.” We can become anxious and confused. “I’m not going to know how to do this. I’ll make mistakes. This takes too long. I have to think through every single step.” With some time and patience, we can find that things are becoming more familiar and we start to feel some excitement and energy again. The new way starts making sense, clicking. We become more confident and get our focus back until the new becomes the norm. Or, if things don’t go well, we might fall backwards from discomfort into more feelings of loss and become paralyzed and stuck. We don’t want that.

COMPASS Change Management Communications plan with strategies, objectives, and tactics; messaging; audience analysis; breakout plans for teams and topics; communication vehicles and channels; presentations; program timeline, key dates and action items COMPASS website (compass.ufl.edu) offers information and resources Targeted constituent engagement and messaging through roadshows, team interactions, training, and committees Fact sheets, articles and ads (UF at Work, MyUFL splash page, and UF’s other established communication channels, including publications, email and listserves, and social media) Videos for marketing and training

Training Online chart updated as project progresses Resources available a month prior to releases in a Student Information System toolkit on the HR “Just-in-Time” training website (alongside HR and Financial toolkits)

Security New security roles with each release End users will be notified of appropriate roles for their jobs and DSAs notified of new roles/setups required Information will be available on Identity Access Management (IAM) website, with links from HR and COMPASS websites

What’s Next: Release 2, Nov. 6, 2017 Course Catalog (Student Records area), Institutional Student Information Record (ISIR) Loads (Financial Aid), Transfer Credit Evaluation (Admissions) Core offices engaged Training needed for staff who evaluate student transfer data

Looking Forward: Release 3, Jan. 16, 2018 ISIR Processing (Student Financial Affairs area) Career/Program/Plan Stack (Student Records) SHCC Immunizations (Campus Community, Student Health) Residency Processing (Admissions, Student Records) Core offices engaged Training needed for staff who manage student majors, minors and certificates; graduate coordinators and staff; and those who need to view student records

Looking Forward: Releases 4-7 Release 4, March 5, 2018: Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction) Release 5, March 26, 2018: Registration, Enrollment Verification Release 6, Aug. 6, 2018: Tuition Calculation, Student Billing, Admissions Processing Release 7, Aug. 20, 2018: Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data) 2019 and beyond…Evolving functionality in Admissions, CRM, Reporting and Analytics

Student Records Colin Yokomi, Nancy Soletti, Cathy Smith, Mallori Wojcik, Nancy Wiegand, Christina Monesar, Joe Uong, Diana Hull

Student Records, Overview Release 1, Aug. 7, 2017: Academic structure framework interacts with admissions application to identify what UF programs exist, allowing students to select those in application process Release 2, Nov. 6, 2017: Catalog (not published document), maintained in both environments until at least release 5 Release 3, Jan. 16, 2018: Career/Program/Plan Stack Release 4, March 5, 2018: Registration prep, step-by-step process to review degree audit, check service indicators, get registration times. Convert Fall 2018 course schedule to Campus Solutions Release 5, March 26, 2018: Department and student; summer in legacy, fall in Campus Solutions Release 7, Aug. 20, 2018: Grades, Transcripts, Degree Certification and Posting

Academic Advising: Degree Audits Ross Leisten, Tobin Shorey, Andrea Williams

Academic Advisement Overview Conversion of 300+ degree, minor, and certificate audits Effective catalog years 2011-present Writing CALS and CLAS audits first Create standard format for audits

Academic Advising Release Schedule Release 4: March 5, 2018 Internal training: November 2017 Functional User Testing: December 2017 Call for training sessions: December 2017 User training for Academic Advising access: February 2018

Academic Advising Release Schedule March-April 2018 Audits viewable by advisors in new system Advisors enter exceptions from old system into new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule May-August 2018 Students will see new degree audit in ONE.UF Advisors will have access to current and new audits Advising Notes will only be written in new system Advisors enter exceptions in old system for Summer graduates ONLY. All other exceptions are entered in the new system Degree Certification, UT, Excess Hours occurs in current system

Academic Advising Release Schedule August-December 2018 Students will see new degree audit in ONE.UF Advisors will access only the new audits Advising Notes will only be written in new system Advisors enter exceptions in the new system Degree Certification, UT, Excess Hours occurs in new system

Sneak Peak of New Degree Audits

New Concepts Student Groups Milestones

What is Toby doing? Building Audits Still Building Out and Testing CALS & CLAS Nearly Complete Minors & Certificates Exceptions Advisor Notes ONE.UF UT Excess Hours What-If Functionality

What’s Next? Hands-on College Demonstrations (not training) February Training Continued feedback and engagement with advising community

Admissions (SIS, CRM) Brittany Hypes, Juan Yip, Greg Patterson, Mike Miller, Jeff Rivell, Shannon Parrish, Rick Bryant

Constituent relationship management (CRM) Centralizes data, replaces prospecting and recruiting systems, streamlines and consolidates processes now managed in different systems Replacement of current application processing system scheduled for Release 6 on Aug. 6, 2018 Tracks prospective and current student interactions throughout prospect to admission cycle and makes records and contacts quickly and easily accessible CRM released first for undergraduate prospecting and recruiting, followed later by graduate and professional prospecting and recruiting

Introduction to Transfer Credit Evaluation What is Transfer Credit Evaluation? The process by which internal (UF) course credit is awarded for external course, test or other credit Why do we need to evaluate or articulate Transfer Credit? Transfer credit evaluation is essential to the admissions process. Various applicants require complete TE evaluation before being reviewed for admission Who, exactly, is doing the articulating? You! The departmental reviewer! When does the new process begin? Release 2 go-live date is November 6, 2017

Transfer Credit Evaluation – Basic Terminology Articulation – the process by which external (non-UF) courses are evaluated for internal UF course equivalency Campus Solutions – the (new) student information system External Education – Campus Solutions term for a student’s educational record FASTER – Florida Automated System for Transferring Educational Records. System used to electronically exchange student records and transcripts OnBase – Document management and imaging software Statewide Course Numbering System – Agreement between Florida public colleges and universities to standardize subject areas and course numbering between all institutions Transfer Credit Model – Campus Solutions term for a student’s record of external coursework that has been compared against UF course transfer rules

Transfer Credit Evaluation - Training Online self-paced course via UF Human Resource Services Available October 2017 – one month before go-live date Successful course completion tied to security access in CS Admissions creating a Transfer Evaluation handbook Instruction guide on using CS also available

Transfer Credit Evaluation – What’s Changing. What’s the Same Transfer Credit Evaluation – What’s Changing? What’s the Same? What’s Improved? How is this process changing? Will be done in Campus Solutions Equivalency rules will be articulated at college level What will remain the same? Admissions will still “own” the process What’s improved? The ability for faculty/staff to articulate rules directly in the system Process is more centralized with greater communication between Admissions and the colleges.

Transfer Credit Evaluation – Business Process Initiated by the receipt of a transcript Arrives via OnBase or FASTER Admissions staff review to determine if a document is needed, a duplicate or unofficial If official and needed for Transfer Evaluation, Admissions staff add external coursework to student’s External Education record in CS If course has UF equivalent, CS will automatically populate the student’s Transfer Credit Model

Transfer Credit Evaluation – A Short Lesson on Course Taxonomy The SCNS uses a course designation that consists of a three-letter prefix and a four- digit number and, when necessary, a one-letter laboratory (L) or lecture/laboratory (C) suffix. A level code, which roughly corresponds to pre-college work or the year in college the course is normally taken (i.e., freshman, sophomore, etc.), is placed between the course prefix and the course number. Example: SCNS COURSE ID ENC 1 101 - Prefix Level Denotes Content Laboratory Suffix Explanation: ENC 1101, English Composition, in the sub-classification area of English Composition, taught at the freshman level (no lab)

Transfer Credit Evaluation – FL Public There are four options for equivalency rules within SCNS: One-to-one match: Two courses share the same prefix and course number

Transfer Credit Evaluation – FL Public The SCNS establishes rules for course equivalency for participating institutions. These rules dictate that courses that share the subject area and the last three digits of the course number are equivalent.

Transfer Credit Evaluation – FL Public The course does not have a direct UF equivalent but it may still qualify for generic, elective credit. In this case, choose from three course options: XXX U000 (non-equivalent upper division elective credit) XXX L000 (non-equivalent lower division elective credit) XXX T000 (non-equivalent, undetermined elective credit) The course has no direct equivalent and should not earn credit. In this case, indicate with NPR NOCRED.

Transfer Credit Evaluation – Non-FL Public The same four options apply The only difference is the way you’ll provide the equivalency This will be an email with an attached form asking for articulation The form is emailed back to Admissions with the new rule The rule will be added by Admissions staff

Transfer Credit Evaluation – Articulation for Transients Student-initiated, must download form from Admissions One form per course Form must be completed with course descriptions and syllabi to receive articulation (student section of Transfer Course Equivalency Form)

Transfer Credit Evaluation – Articulation for Transients (Continued) Department provides articulation, submits form to Admissions and notifies student of decision Admissions processes the form and adds the rule to Campus Solutions (Office-use section of Transfer Course Equivalency Form)

Transfer Credit Evaluation - Timeliness Transfer, certificate and post-baccalaureate admissions processes rely heavily on transfer evaluation being complete The Office of Admissions will offer a suggested course equivalent when notifying the department of the pending course equivalency If the department does not respond within a 4-week period, then the Office of Admissions will use the suggested course equivalency

Transfer Credit Evaluation - Communication Communication with Admissions For questions about the transfer evaluation process or how to articulate credit with the SCNS, contact: Melissa Sisk, Assistant Director for Campus Relations msisk@ufl.edu To submit course equivalencies or other information needed for articulation, contact: Transfer Evaluation Team TE@admissions.ufl.edu

Questions? Concerns? Online at compass.ufl.edu Email UF-COMPASS@ufl.edu Training questions to training@ufl.edu