Direct Graduation Process Batch Awarding of Degrees University of Idaho Banner School 8.13.1 Degree Works 4.1.6 Biljana Jovanovska, Assistant Registrar

Background Information University of Idaho-4 year institution Enrollment approximately 12000 Graduation Numbers: Fall-700 Spring-1600 Summer-300 Direct Graduation initiative-Fall 2015 Implemented in year and a half-as work schedule permitted Idea came from…

Background Information Process implemented Spring 2017 Two rounds completed thus far…things are looking great Mass awarding-not mass clearing Reasons for implementation 6-8 weeks given for processing and diploma production-prior to process implementation

Changes we made… Before After EX-status code-expected to graduate Argos reports-produced working document and percent of degree completion Focus was on 100% ready files first (70-80%) No additional code for files that were in- between EX-status code-ready to graduate Argos reports-detailed reports to evaluate graduation deficiencies In depth look at degree clearing process and resolution of missing requirements Focus on resolving deficient files first so batch for mass graduation is maximized (20-30%) PE-code was created for pending files

ALL code outcomes are assigned in SHADEGR banner form Learner outcome field code matched Graduation information field code

Initial Review of Applications SHAGAPP & SHADEGR Workflow Grad App approval process This process will work with any other graduation approval process you use as long as you feed SHADEGR with information. SHADEGR-grad app approval process creates a student file with WA (web-applied) outcome If student is READY for graduation, outcome is changed manually to EX-expected to graduate If waiting on deficiencies to be resolved-student is assigned PE code-pending graduation

Timeline… Grades Processing-wait overnight for degree audits to refresh Run Argos reports to determine 100% completers vs. students with deficiencies but have an approved graduation app. Identify deficiencies via Argos reports and notify stakeholders Run internal reports and processes for batch preparation while we wait on stakeholders response Prepare and finalize for first GRADUATION BATCH It takes one week to run the first BATCH GRADUATION These steps can be repeated as many times as needed until ALL applications are resolved

What makes BATCH GRADUATION successful? Detailed degree clearing processes Good communication with outside stakeholders

Detailed degree clearing processes Argos reports developed to identify almost any possible degree deficiency: Percent complete if less than 100% Transcript needed due to: transfer work or ISI course Degree requirement exceptions (substitutions or waivers) Incomplete grades Additional catalog rules: change of grades, repeatable courses, credits adjustment, second degree etc. Thesis, study plans and committee info (graduate students) Enrolled in future term (ensure that future enrollment was not manipulating current graduation outcome) OUTing students at a earlier stage Law School grades-two weeks later than everyone else

Transparent communication with outside stakeholders At time of graduation Month to Month prior to graduation Students College Reps Other Groups ???

HOW do you perform BATCH GRADUATION SHAMDEG-mass awarding banner form At this time the first batch for graduation is ready to go ALL students with graduation application code outcome of EX will be part of the Graduation batch-degree will be awarded and posted on student’s transcript

UG; GR; LA

Results In the first round of batch graduation we had 1600 graduates. And awarded their degrees in 15 minutes This process took us 2-3 weeks prior to implementation of Direct Graduation Graduation and diploma processing was decreased to 4-5 weeks-and we are improving Better costumer service and less degree completion and verification letters provided Batch freezing Capturing final GPAs-with a script

Lessons we learned Timing of certain processes is critical: Award honors BEFORE mass degree awarding Run the process during early hours in the day-give your self time in case of errors and before transcripts held for degree go out to students E-transcripts especially (clearing house pooling time frame???)

QUESTIONS Biljana Jovanovska 208-885-5561 biljanaj@uidaho.edu