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

2. 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…

3. 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

4. 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

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

6. 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

7. 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

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

9. 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

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

11. 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

12. UG; GR; LA

17. 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

18. 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???)

19. QUESTIONS
Biljana Jovanovska