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 Implemented five baseline modules and three Web For products Banner 5.x (soon to be Banner 6) Oracle 9i, OAS (soon to be 9IAS) Sun Solaris

Overview Need For Online Application Solution Issues Future Plans Questions

Need For Online Application Make it easier for students to apply Reduce data entry for Registrars Office Save time Save money Save half-time position Do not want to give departments access to SHADEGR RPE 28710

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, youll be notified Must be a junior or senior Must have taken a course in the last 10 years

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 - Continued Option to Apply For Graduation under Student Self-Service - Continued Fields changed on SHADEGR: Status (to PN for Pending) Appl Date (to todays 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

Deans 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

Deans 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

Deans Issues - Continued Deans - deadline dates Wanted their own deadline dates Had to shut down web application Finally agreed on common dates Deans – information text Didnt like all messages directing students to their office Changed some to direct students elsewhere

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 (Registrars Office) Parameters: Term Level Only Registered Students (Yes or No)

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 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 distribution, for advisor query Future Workflow process

Questions? Doug Rutledge – Rich DiStanislao – Thank you!