Adding to Your Bag of Tricks A few SR and AA Solutions University System of Maryland PeopleSoft Conference October 8, 2004 Ken Epstein, The Cedar Group

Very special thanks to Cheryl Holden-Duffy, UMES registrar

AGENDA REALLY excluding repeated courses Academic Clemency Generic transfer courses –and how they become specific on the transcript A University General Education Degree Progress Report –that everyone can use

Excluding Repeated Courses Repeat rule –The course with the best grade counts –All other attempts are excluded from academic statistics Not in GPA Not included in attempts Not included in earned hours Introduction

Excluding Repeated Courses The Problem

Excluding Repeated Courses The Problem

Excluding Repeated Courses The Fix

Excluding Repeated Courses Business Process –For individual students Use Enrollment Request (Normal Maintenance) or Enrollment to remove the repeat codes. Run Repeat Checking by term. –To apply globally or for large groups Build a process to remove repeat codes. Run Repeat Checking for all terms. The Fix

Excluding Repeated Courses The Fix

Excluding Repeated Courses Tuition calc loses the course entirely Usually not a problem, but be aware that “excluded” courses are lost to SF. Consider the impact on Financial Aid Satisfactory Academic Progress How does FA compute SAP? Does your custom program count “excluded” courses if necessary? Surprises and Warnings

Academic Clemency Under special circumstances, a small number of courses may be excluded from academic statistics calculations –Display the course on the transcript. –Make it clear on the transcript that clemency has been granted. –Provide the same exclusions as those for “Excluded” repeated courses. Introduction

Academic Clemency There is no delivered process to handle Academic Clemency. We are very eager NOT to build customized processes. The Problem

Academic Clemency The Problem

Academic Clemency Build an Academic Clemency Repeat Rule –Have the rule apply whether or not the course is repeated. Build a Transcript Note to explain that clemency is applied Develop a business process for applying the rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build an Academic Clemency repeat rule The Fix

Academic Clemency Build a transcript note The Fix

Academic Clemency Develop a business process –Design approval procedures and documentation. –Use Enrollment Request (Normal Maintenance) or Enrollment to enter the Clemency code and the transcript note. –Run transcripts. The Fix

Academic Clemency The Fix

Academic Clemency The Fix

Academic Clemency This procedure does not remove grades or enrollments. A grade inquiry will not show the Clemency code. The same warnings that applied to the excluded repeat courses apply to this exclusionary rule. The implications of a clemency exclusion may be different than those of a repeat course exclusion. Surprises and Warnings

Generic USM Transfer Courses UMES students may take courses at University System of Maryland (USM) institutions and transfer those courses to UMES as though they had enrolled in them on campus. –Courses are treated as regular enrollments, not as transfer courses, requiring a special course in the catalog for each USM course. –USM courses are entered retroactively when students present transcripts. –Billing Units must be reset to 0.00 since tuition and fees are paid to the original institution. Introduction

Generic USM Transfer Courses Create a course in the course catalog –Use the Subject and Catalog number of the corresponding UMES course, adding USM to the catalog number –Include USM in parentheses after the UMES course description –Do NOT include the course in any course equivalency groups The Fix

Generic USM Transfer Courses Create Generic USM Courses The Fix

Generic USM Transfer Courses Create Transcript Notes for each campus The Fix

Generic USM Transfer Courses Add the course to the schedule (if necessary) Enroll students using the Enrollment page –Billing units must be changed to 0.00 (Tab 1) Billing units cannot be changed using Enrollment Request –Reset the enrollment and grading dates if necessary (Tab 2) –Add the transcript note (Tab 3) The Fix

Generic USM Transfer Courses The Fix

Generic USM Transfer Courses The Fix

Generic USM Transfer Courses The Fix

Generic USM Transfer Courses The Fix

Generic USM Transfer Courses Do NOT add these types of courses to the schedule of classes until AFTER student registration. We do not want students to accidentally register for the course. Changing Billing Units can produce warnings. –Ignore them. Surprises and Warnings

University General Education Generic, University wide, General Education Requirements –Based on USM guidelines Department specific variations on the General Education Requirements –Pre-requisites for major courses –Department faculty recommendations Introduction

University General Education Students, especially those who change majors, may want to satisfy graduation requirements with the University wide general education requirements. At the same time, degree progress reports should reflect department beliefs. Standard degree progress reports are linked to students’ academic structure. How can we provide both types of information? The Problem

University General Education Build a special purpose degree progress report using a Special Requirement Usage for the University wide general education requirements. Include Department specific general education requirements in each plan degree progress report. The Fix

University General Education Special Requirement Usage The Fix

University General Education Special purpose transcript type The Fix

University General Education Special purpose transcript type The Fix

University General Education Build the degree progress report The Fix

University General Education The Fix Build the degree progress report

University General Education The Fix Build the degree progress report

University General Education The Fix Build the degree progress report –The Special Requirement Usage is only required on the Requirement Group –The Academic Advisement Requirement Usage can be used with Requirements and Course Lists –Use the “Course Catalog” Course Ranking Scheme to force more basic courses to be used in satisfying general education requirements

University General Education Use the GENED transcript type to run University wide degree progress reports The Fix

University General Education Students, faculty, and advisors must be aware of the differences between the two types of degree progress reports Policy is required to resolve differences between the University wide general education requirements and department specific requirements Surprises and Warnings

University General Education Questions and comments