1. Utilizing PeopleSoft Tools to Streamline Graduation Processes
7/29/2018
Utilizing PeopleSoft Tools to Streamline Graduation Processes
Suzanne Lambeth, Assistant Registrar
Graduations, Curriculum, and Scheduling
Washington State University
Template-WSU Hrz 201.ppt

2. Washington State University
7/29/2018
Washington State University
Enrollment >30,000 on 6 Campuses
Centralized degree review and conferral
>6,000 Undergraduate and Professional Degrees awarded annually
SIS PeopleSoft Fall 2012 Conversion
Template-WSU Hrz 201.ppt

3. Starting Point July 2013
Significant conversion issues delayed degree conferral
Still processing Spring 2013 degrees
Individual paper file for each applicant – contained multiple print copies of advisement reports
All exceptions to major requirements done by RO
Ability to run “All Satisfied” list moderately successful but temperamental
Manually changing status in program plan stack from applied to approved– limits number of degrees awarded daily
Batch process to move students from Approved to Awarded

4. Other Issues No advisor confidence in PeopleSoft
Major issues with Advisement Report
Requirements were copied from previous SIS not the catalog
Not all majors and minors were coded
Additional majors, minors and certificates were previously verified at department level-now being checked by RO
Paper graduation applications required graduation staff to individually change degree checkout status on program plan from eligible to applied

5. Taking it one step at a time: 2013-2017
Batch
status change
Specialty Queries
Graduation Information Verification Task
Degree Conferral Notification
Related Activity/Related Content
Graduation Dashboard
Notification to students eligible to apply
Implement Graduation Tracking
Catalog Comparison Project
Online graduation application
Fillable PDF application and date change form
Train departments to enter milestones and exceptions.

6. Communication
Nightly process to send to any student who is now eligible to apply for graduation – added to task list that advisor can see in student center
Two months prior to degree conferral all students in applied status receive an and task assigned to verify graduation information

7. Requirement Review Process
Use query or dashboard to identify group of student records to review
Create batch of Advisement Report PDFs
Review PDFs for missing requirements
Utilize graduation tracking
Note missing requirements
Update graduation status
Document communication with advisor and student

8. Graduations Dashboard

9. Graduation Tracking Run batch PDFs for students by department
Review PDF for missing requirements
Indicate Graduation Review Status – incomplete or in-process complete

10. Graduation Tracking
Enter a note indicating which requirements are still missing. Document s and communication with advisor, student, etc.
Possible to review status history if needed.

11. Related Activity Right clicking on Academic Program opens window with
Advisement Report
Right clicking on Academic Plan opens Program Plan Stack

12. Authorize Student Exceptions
Related Activity
Direct links to the following pages minimizes the need to open up new windows.
Student Center
Authorize Student Exceptions
Request Transcript
Student Degrees
Advising Notes

13. Ongoing updates to Graduation Tracking Records
Query to identify when milestones and exceptions have been entered allows staff to review only those records that have been changed. Provides opportunity to change graduation tracking status from incomplete (INCP) to in process complete (IPC)
Query to identify changes to program plan prompts a re-review of requirements

14. Degree Conferral Run “All Satisfied” Report – PDFs generated and saved
Query to determine which students on “All Satisfied” list have a grad tracking status as incomplete. These records are re- reviewed and grad tracking status is changed to in-process complete
Students with Grad Tracking status as In Process Complete (IPC) are not re-reviewed

15. Degree Conferral For students on “all satisfied” list
Batch process to change grad tracking status from IPC to Complete
Batch process to change degree checkout status to approved
Batch process to change degree checkout status from approved to awarded

16. Communication
As degrees are posted, nightly sent out to any student whose degree was awarded
Two weeks prior to the close of class, all students still in applied status receive an notifying them that their requirements are not yet complete and the deadline for completion
All students whose requirements have not been satisfied by the class closing date are sent a registered letter letting them know that they did not complete their requirements

17. Class clean-up
Graduation tracking status and the degree status (program plan stack) changed to inactive
Completion of an online date change form triggers an to graduation staff prompting update of Graduation tracking status and degree status
As time permits, graduation staff occasionally review requirements for those who are inactive from previous semesters to see if requirements are now complete ( finished an incomplete grade, transfer credit, etc.)

18. Where we are now – Fall 2017
80% of Spring degrees awarded within one day of grades posting!
Fall 2017 review completed ahead of schedule

19. Summary
There are tools in PeopleSoft that can make the degree conferral process easier
Graduation Tracking
Graduation Processing
Related Content/Activity
3Cs
Tasks
Accurate advisement reports are essential
Partnership with IT personnel is critical to success
Use test environment prior to moving to production to avoid major errors
Frequent communication reduces the amount of phone calls

20. Thank you Suzanne Lambeth, Assistant Registrar
Washington State University