1. Type here College of the Arts 2-3:30 p.m. Wednesday, Oct. 4, 2017
Fine Arts Building A, Suite 101, Dean's Conference Room

2. Campus-wide Modernization Program to Advance Student Services
Will update, standardize and upgrade information processes and systems
Improve user experience for students, faculty and staff
Offer innovations and abilities in areas such as constituent relationship management, learning ecosystem, master data management and governance, reporting and analytics, and ONE.UF and myUFL portals

3. Our Destination: The Connected Campus
Students
Parents
Alumni
Faculty & Staff Corporations
Prospects
Donors
ONE.UF and myUFL
System of
Engagement
Community
Recruitment
Student Success
Advancement
System of
Intelligence
Record
Analytics
Master Data Management and Data Governance
SIS
Housing
HCM Financial Aid
LMS Degree Audit GL
Meal Plans Payroll
Image courtesy of SalesForce

4. COMPASS Releases
Follows student academic lifecycle. Functionality across myUFL, ONE.UF, Enterprise Reporting & Analytics, and CRM
Release
Functionality
Go-Live Date 1
Created graduate, professional and UF Online applications with CollegeNET for Fall 2018 admissions.
SIS receiving applications (graduate, transfer, and certificate) for students admitted to Fall 2018 term and external organizations from where they are applying. Primed systems for future upgrades, including customized CRM and“360 degree” record of applicants and UF interactions. Centralizing data, replacing prospecting and recruiting systems, streamlining and consolidating processes from different systems.
Aug. 7, 2017 2
Course Catalog, Institutional Student Information Record (ISIR) Loads, Transfer Credit Evaluation
Nov. 6, 2017 3
ISIR Processing, Career/Program/Plan Stack (Major/Minor), SHCC Immunizations, Residency Processing
Jan. 16, 2018 4
Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction)
March 5, 2018 5
Registration, Enrollment Verification
March 26, 2018 6
Tuition Calculation, Student Billing, Admissions Processing
Aug. 6, 2018 7
Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data)
Aug. 20, 2018

5. Change Cycle
Inform: Uncertainty drives resentment and resistance. Messaging must also be responsive, reassuring, and supportive
Engage: Make staff part of the process
Prepare: Training is key
Integrate: Measure effectiveness of messaging and training to support compliance
There are many different models of the stages of change and representations for what we experience, the type of feelings and the effects on our cognition.
Earlier we saw a roller-coaster like graph to represent change. Here the cycle is captured in a circle.
Regardless of the graphic, the experiences are similar:
Initially, we’re likely to feel a sense of loss, be cautious or a bit afraid.
We often move toward skepticism or resentment. “I don’t like this. Why do I have to do this? We tried this before 10 years ago.”
We can become anxious and confused. “I’m not going to know how to do this. I’ll make mistakes. This takes too long. I have to think through every single step.”
With some time and patience, we can find that things are becoming more familiar and we start to feel some excitement and energy again. The new way starts making sense, clicking. We become more confident and get our focus back until the new becomes the norm.
Or, if things don’t go well, we might fall backwards from discomfort into more feelings of loss and become paralyzed and stuck. We don’t want that.

6. COMPASS Change Management
Communications plan with strategies, objectives, and tactics; messaging; audience analysis; breakout plans for teams and topics; communication vehicles and channels; presentations; program timeline, key dates and action items
COMPASS website (compass.ufl.edu) offers information and resources
Targeted constituent engagement and messaging through roadshows, team interactions, training, and committees
Fact sheets, articles and ads (UF at Work, MyUFL splash page, and UF’s other established communication channels, including publications, and listserves, and social media)
Videos for marketing and training

7. Training Online chart updated as project progresses
Resources available a month prior to releases in a Student Information System toolkit on the HR “Just-in-Time” training website (alongside HR and Financial toolkits)

8. Security New security roles with each release
End users will be notified of appropriate roles for their jobs and DSAs notified of new roles/setups required
Information will be available on Identity Access Management (IAM) website, with links from HR and COMPASS websites

9. What’s Next: Release 2, Nov. 6, 2017
Course Catalog (Student Records area), Institutional Student Information Record (ISIR) Loads (Financial Aid), Transfer Credit Evaluation (Admissions)
Core offices engaged
Training needed for staff who evaluate student transfer data

10. Looking Forward: Release 3, Jan. 16, 2018
ISIR Processing (Student Financial Affairs area)
Career/Program/Plan Stack (Student Records)
SHCC Immunizations (Campus Community, Student Health)
Residency Processing (Admissions, Student Records)
Core offices engaged
Training needed for staff who manage student majors, minors and certificates; graduate coordinators and staff; and those who need to view student records

11. Looking Forward: Releases 4-7
Release 4, March 5, 2018: Degree Audit, Registration Prep, Award Aid, Schedule of Classes (will not impact Summer or Fall 2018 course correction)
Release 5, March 26, 2018: Registration, Enrollment Verification
Release 6, Aug. 6, 2018: Tuition Calculation, Student Billing, Admissions Processing
Release 7, Aug. 20, 2018: Grades, Transcripts, Aid Disbursement, Graduation, Master Data Management Person Hub (Registry data)
2019 and beyond…Evolving functionality in Admissions, CRM, Reporting and Analytics

12. Student Records
Colin Yokomi, Nancy Soletti, Cathy Smith, Mallori Wojcik, Nancy Wiegand, Christina Monesar, Joe Uong, Diana Hull

13. Student Records, Overview
Release 1, Aug. 7, 2017: Academic structure framework interacts with admissions application to identify what UF programs exist, allowing students to select those in application process
Release 2, Nov. 6, 2017: Catalog (not published document), maintained in both environments until at least release 5
Release 3, Jan. 16, 2018: Career/Program/Plan Stack
Release 4, March 5, 2018: Registration prep, step-by-step process to review degree audit, check service indicators, get registration times. Convert Fall 2018 course schedule to Campus Solutions
Release 5, March 26, 2018: Department and student; summer in legacy, fall in Campus Solutions
Release 7, Aug. 20, 2018: Grades, Transcripts, Degree Certification and Posting

14. Academic Advising: Degree Audits
Ross Leisten, Tobin Shorey, Andrea Williams

15. Academic Advisement Overview
Conversion of 300+ degree, minor, and certificate audits
Effective catalog years 2011-present
Writing CALS and CLAS audits first
Create standard format for audits

16. Academic Advising Release Schedule
Release 4: March 5, 2018
Internal training: November 2017
Functional User Testing: December 2017
Call for training sessions: December 2017
User training for Academic Advising access: February 2018

17. Academic Advising Release Schedule
March-April 2018
Audits viewable by advisors in new system
Advisors enter exceptions from old system into new system
Degree Certification, UT, Excess Hours occurs in current system

18. Academic Advising Release Schedule
May-August 2018
Students will see new degree audit in ONE.UF
Advisors will have access to current and new audits
Advising Notes will only be written in new system
Advisors enter exceptions in old system for Summer graduates ONLY. All other exceptions are entered in the new system
Degree Certification, UT, Excess Hours occurs in current system

19. Academic Advising Release Schedule
August-December 2018
Students will see new degree audit in ONE.UF
Advisors will access only the new audits
Advising Notes will only be written in new system
Advisors enter exceptions in the new system
Degree Certification, UT, Excess Hours occurs in new system

20. Sneak Peak of New Degree Audits

21. New Concepts
Student Groups
Milestones

22. What is Toby doing? Building Audits Still Building Out and Testing
CALS & CLAS Nearly Complete
Minors & Certificates
Exceptions
Advisor Notes
ONE.UF UT
Excess Hours
What-If Functionality

23. What’s Next? Hands-on College Demonstrations (not training)
February Training
Continued feedback and engagement with advising community

24. Admissions (SIS, CRM)
Brittany Hypes, Juan Yip, Greg Patterson, Mike Miller, Jeff Rivell, Shannon Parrish, Rick Bryant

25. Constituent relationship management (CRM)
Centralizes data, replaces prospecting and recruiting systems, streamlines and consolidates processes now managed in different systems
Replacement of current application processing system scheduled for Release 6 on Aug. 6, 2018
Tracks prospective and current student interactions throughout prospect to admission cycle and makes records and contacts quickly and easily accessible
CRM released first for undergraduate prospecting and recruiting, followed later by graduate and professional prospecting and recruiting

26. Introduction to Transfer Credit Evaluation
What is Transfer Credit Evaluation?
The process by which internal (UF) course credit is awarded for external course, test or other credit
Why do we need to evaluate or articulate Transfer Credit?
Transfer credit evaluation is essential to the admissions process. Various applicants require complete TE evaluation before being reviewed for admission
Who, exactly, is doing the articulating?
You! The departmental reviewer!
When does the new process begin?
Release 2 go-live date is November 6, 2017

27. Transfer Credit Evaluation – Basic Terminology
Articulation – the process by which external (non-UF) courses are evaluated for internal UF course equivalency
Campus Solutions – the (new) student information system
External Education – Campus Solutions term for a student’s educational record
FASTER – Florida Automated System for Transferring Educational Records. System used to electronically exchange student records and transcripts
OnBase – Document management and imaging software
Statewide Course Numbering System – Agreement between Florida public colleges and universities to standardize subject areas and course numbering between all institutions
Transfer Credit Model – Campus Solutions term for a student’s record of external coursework that has been compared against UF course transfer rules

28. Transfer Credit Evaluation - Training
Online self-paced course via UF Human Resource Services
Available October 2017 – one month before go-live date
Successful course completion tied to security access in CS
Admissions creating a Transfer Evaluation handbook
Instruction guide on using CS also available

29. Transfer Credit Evaluation – What’s Changing. What’s the Same
Transfer Credit Evaluation – What’s Changing? What’s the Same? What’s Improved?
How is this process changing?
Will be done in Campus Solutions
Equivalency rules will be articulated at college level
What will remain the same?
Admissions will still “own” the process
What’s improved?
The ability for faculty/staff to articulate rules directly in the system
Process is more centralized with greater communication between Admissions and the colleges.

30. Transfer Credit Evaluation – Business Process
Initiated by the receipt of a transcript
Arrives via OnBase or FASTER
Admissions staff review to determine if a document is needed, a duplicate or unofficial
If official and needed for Transfer Evaluation, Admissions staff add external coursework to student’s External Education record in CS
If course has UF equivalent, CS will automatically populate the student’s Transfer Credit Model

31. Transfer Credit Evaluation – A Short Lesson on Course Taxonomy
The SCNS uses a course designation that consists of a three-letter prefix and a four- digit number and, when necessary, a one-letter laboratory (L) or lecture/laboratory (C) suffix. A level code, which roughly corresponds to pre-college work or the year in college the course is normally taken (i.e., freshman, sophomore, etc.), is placed between the course prefix and the course number.
Example: SCNS COURSE ID
ENC
Prefix Level Denotes Content Laboratory Suffix
Explanation: ENC 1101, English Composition, in the sub-classification area of English Composition, taught at the freshman level (no lab)

32. Transfer Credit Evaluation – FL Public
There are four options for equivalency rules within SCNS:
One-to-one match: Two courses share the same prefix and course number

33. Transfer Credit Evaluation – FL Public
The SCNS establishes rules for course equivalency for participating institutions. These rules dictate that courses that share the subject area and the last three digits of the course number are equivalent.

34. Transfer Credit Evaluation – FL Public
The course does not have a direct UF equivalent but it may still qualify for generic, elective credit. In this case, choose from three course options:
XXX U000 (non-equivalent upper division elective credit)
XXX L000 (non-equivalent lower division elective credit)
XXX T000 (non-equivalent, undetermined elective credit)
The course has no direct equivalent and should not earn credit. In this case, indicate with NPR NOCRED.

35. Transfer Credit Evaluation – Non-FL Public
The same four options apply
The only difference is the way you’ll provide the equivalency
This will be an with an attached form asking for articulation
The form is ed back to Admissions with the new rule
The rule will be added by Admissions staff

36. Transfer Credit Evaluation – Articulation for Transients
Student-initiated, must download form from Admissions
One form per course
Form must be completed with course descriptions and syllabi to receive articulation
(student section of Transfer Course Equivalency Form)

37. Transfer Credit Evaluation – Articulation for Transients (Continued)
Department provides articulation, submits form to Admissions and notifies student of decision
Admissions processes the form and adds the rule to Campus Solutions
(Office-use section of Transfer Course Equivalency Form)

38. Transfer Credit Evaluation - Timeliness
Transfer, certificate and post-baccalaureate admissions processes rely heavily on transfer evaluation being complete
The Office of Admissions will offer a suggested course equivalent when notifying the department of the pending course equivalency
If the department does not respond within a 4-week period, then the Office of Admissions will use the suggested course equivalency

39. Transfer Credit Evaluation - Communication
Communication with Admissions
For questions about the transfer evaluation process or how to articulate credit with the SCNS, contact:
Melissa Sisk, Assistant Director for Campus Relations
To submit course equivalencies or other information needed for articulation, contact:
Transfer Evaluation Team

40. Questions? Concerns? Online at compass.ufl.edu
Training questions to