GARNETT SALMON, Ms.Ed Registrar Florida SouthWestern State College AUTO GRAD @FSW Introduction: Registrar for the past 3 Years, but been in Admissions and Registration in supervisory roles for the past 10 years Prior to that I was in Accounting. Decided I wanted a change, something “more fun” GARNETT SALMON, Ms.Ed Registrar Florida SouthWestern State College

AUTO GRAD @FSW AGENDA: FSW (Intro/background) Past Graduation Process Current Auto Grad Process A few Other Things Future Improvements FL SOUTHWESTERN STATE College (will share some background info that may be helpful for you to better understand where we were versus where we are now. Outside of the actual graduation process, there is a few things we had to take into consideration, so I will highlight a few of those As well as highlighting some future enhancements.

FSW Established in 1962 as Edison Junior College Fall 2016: 16,616 Students 3,120 Degrees Conferred (2016-2017) 3 Campuses , 1 center Registrar & IT reports to Academic Affairs/Provost Name changes throughout the state of FL. Any one else here from FL? Edison Junior College, Community, State, now FL SW STATE… logical right? Summer Degrees not yet conferred. 2015-2016 conferred under 3k degrees. Multi-campus. However graduation is centrally operated. Anyone else does that? Reporting structure certainly affects progress and priorities. Collaborative efforts are pertinent.

Past Graduation Process Student meets with an Advisor to ensure degree progress or completion Students would register (in person) to a CRN for graduation, based on degree (BAS, AA, AS, Certificate). Students would register (in person) to a CRN for commencement. Graduation CRN generates $20 fee CRNs are programmed with different credit level, as not to be reflected on transcripts or flagged in any reports as other (courses) CRNs. EOT: Individually check audits to verify completion. Later developed a batch process. Manually flip SHADEGR codes, then process graduation. ON EACH POINT: ANY ONE ELSE DOES THIS (show of hands)

PROs v CONS PROS Multiple checks and Balances Income to FSW It worked for years! CONS 7 Steps Students visiting multiple departments In person process $20 Cost Lower graduation rate due to administrative steps. PRO: $20 per degree (even if it is one student) PRO OR CON? Had one dedicated person that graduated students. Plus Registration staff would register the students) CONS: F/A abuse undetected (SAP is at 90cr/150%) Students took everything but realize LATE that they did not graduate.

Currently: AUTO GRAD @FSW Student meets with an Advisor to ensure degree progress or completion Students would register (in person) to a CRN for graduation, based on degree (BAS, AA, AS, Certificate). Students would register (in person) to a CRN for commencement. CRN generates $20 fee CRNs are programmed with different credit level, as not to be reflected on transcripts or flagged in any reports as other (courses) CRNs. EOT: Individually check audits to verify completion Process graduation. Student meets with an Advisor to ensure degree progress or completion Students would register (in person) to a CRN for graduation, based on degree (BAS, AA, AS, Certificate). Students would register (in person) to a CRN for commencement. CRN generates $20 fee CRNs are programmed with different credit level, as not to be reflected on transcripts or flagged in any reports as other (courses) CRNs. EOT: Individually check audits to verify completion Process graduation. Batch process to run CAPP on all students against their programs (primary and secondary). Designed a report that identifies students with 100% compliance, which we check randomly, then run process to mass graduate. Students do nothing! (pass their classes of course!)

Currently: AUTO GRAD @FSW

A FEW OTHER THINGS Staffing: - Functional and Technical staff commitment - No longer a need for a full time graduation staff Communication Plan: inform students, faculty and staff. Catalog and COPs update. Opt Out policy Financial Aid and Completers Process works with CAPP or DW Inform students: new/prospects, current (including those expecting to graduate soon) Inform Faculty & Staff; one message. Change the culture. FL statutes v. opt in/out

A FEW OTHER THINGS 6. Internal practices: alter and train where needed. 7. Create commencement application in portal. 8. Confirm graduation with students, and provide a link to commencement application. 9. No graduation fees. Nada! 10. Implementation time line (< 3 months) 6. District wide training. 1 field in SFAREGS/SGASTDN 7. App provides excel report. Enhancing it. 8. Communicate via email. Also contact ‘Opt Out’ students. 9. The only Spanish I know

Future improvements Continually enhance retention and graduation by defining and developing a ‘close to 100%’ compliance. Review and provide to Advising. Be able to identify compliance against all degree programs.

AUTO GRAD @FSW GARNETT SALMON Registrar ggsalmon@fsw.edu 239-489-9056