1. Self-Service/Student Planning Demo
Presented by:
Paula Roberts, Assistant Registrar of Records and Registration at Wake Tech Community College
Elizabeth Giddens, Registrar at Millsaps College
Luis Fernandez, Director of Admissions and Registrar at Southwest Texas Junior College
Conference Details:
Southern Association of Collegiate Registrars and Admissions Officers (SACRAO) Annual Conference
St. Petersburg, Florida
Monday, February 13, 2017
Session M :30-2:30pm in Indian Key Room

2. Introduction of Presenters

3. Let’s go over the terms. What is Self-Service
Let’s go over the terms! What is Self-Service? What does it have in it so far? - lf

4. Student Planning

5. Student Planning Setup- eg
Roles: ORGR, AROR, MRPR, FCTY, SVM
Registration Processes: RGCT, ARGT, RYAT, SUBJ, RGWP, WSRP
Degree Audit: PROG, APRS, REQU
Curriculum Tracks/Blocks: CUTK, CSBL
Waivers and Petitions: SRQW, STPE

6. Student Planning Training/Implementation- eg
Wrote instructions and divided them to five steps
1. Plan/Pre-Register for Classes
2. Get approval from your advisors
3. Officially register
4. Make schedule changes
5. Plan future terms
Created two videos: 1 for students and 1 for advisors. The one for students went over steps 1, 3, 4, and 5. The one for advisors went over step 2.

7. Student Planning Training/Implementation- eg
For faculty/advisors, we actually trained them. Here’s how the training for faculty/advisors went:
They came into a computer lab and watched both videos and were given a PDF of instructions too as a complement to the video.
They were assigned a test student.
They worked through the instructions, first logging in as a test student to do steps 1 and 2.
They logged out as the student and logged in as themselves to complete step 3.
They then re-logged back in as the test student to complete the official registration, steps 4 and 5.
For students, we just sent them the video and PDF instructions.
Before we decided to go this route, we did invite a select students to register early. We had a pizza/registration party. Because that went well, we did not see a reason to hold hands with all the students through the process.

8. Student Planning Training/Implementation- eg

9. Student Planning Training/Implementation- pr
Wake Tech Community College
Getting your team on board!
Joint team sessions on all campuses with Advising and Registration staff to include both advising and registration perspective
Group sessions with front line staff in Registration and Advising to include live demonstration
Group faculty sessions and demos with Curriculum Divisions-Ongoing
Allow and expect lots of questions from your team!

10. Student Planning Launch- pr
Wake Tech Community College
Two phases:
Soft Launch-April 2016 for Fall 2016 registration- we did not change the look of webadvisor
For fall, without any marketing or communication, over 9,000 students logged onto student planner and many registered from there. We did not receive lots of calls to indicate they had any trouble or were not satisfied with that interface. So the team knew it was time to move from soft launch to hard launch.
Hard Launch-October 2016 for Spring 2017 registration-we did change the look of webadvisor
We streamlined links on webadvisor to push students into student planner/self service

11. Old and New Systems when implementing Student Planning- pr
Wake Tech Community College
During Soft Launch--Both registration systems available in Webadvisor because students and staff not familiar enough with Self-Service
During Hard Launch--Both registration systems available in Webadvisor because new to student and we experienced issues with speed in Self-Service.
Our students were receiving a message saying there was a “server error” when in fact there was not a server issue.
IT reached out to Ellucian-here were some of their suggestions for speed: Ellucian identified the problem as “listeners” and they have to be limited. Once we hit a certain amount of users, it would get slower. Students were using the refresh button and the back button and doing that was causing the “message of server error”. Also, Ellucian recommended active users in the settings be dropped as we were trying to limit the max number of people who can hit the same button at the same time

12. Videos- eg and pr
So now that we have gone over launching Student Planning, let’s look at some videos.
The first is from Wake Tech and is a general video for student:
This next one is from Millsaps and goes over how to register from a student perspective:
The final one is from Millsaps and goes over how approve courses from an advisor perspective:

13. 2 and 4 year Planning in Student Planning - lf
Year long class schedule
Pathways Project
Two year Academic Calendar

14. Updating Web Advisor links after Student Planning launched- eg
Some colleges embedded link to Self-Service within their Web Advisor. These screens will need to be edited to do that: HLKM, UIPM, and SVCF.
My college, Millsaps College, decided to keep them separate for public relations reasons. We wanted to keep the two products separate to show we’re moving away from Web Advisor. You can get to either Web Advisor or Self-Service from our college website.

15. Reporting in Student Planning - lf
Forecast scheduling
Reporting of class needs
Enrollment Trends
Data Sharing
Division chairs
Deans
VPs

16. Student Planning Setup Lessons Learned- eg
Millsaps College:
We had a problem with students not being able to drop courses during the registration period. We added the term to the look-up restrictions in RGCT and that solved it.
We had a problem with the system not being available off-campus; our IT had to create an external DNS entry.
We had a problem with the Registrar’s Office staff not being able to override add/drop dates after the end of the add/drop period. We fixed this in RGUT.
We continue to have a problem with the program evaluation/degree audit sort-order in Student Planning. We used a custom sort-order of classes, not the default from AEST. The custom sort works in Colleague when you run EVAL, but doesn’t work in Student Planning. I had to submit an idea to Ellucian for this.

17. Student Planning Setup Lessons Learned- lf
Southwest Texas Junior College
Slow
Old habits hard to break
Timing of use by Advisors
No letter cuts
Performance
Continued Training

18. Student Planning Setup Lessons Learned- pr
Wake Tech Community College
No options for choices in plans-At this time, we don’t have the capability to build placeholder/generic course, and this limits our ability to create academic plans for those programs which have choices, specifically College Transfer. We are currently working with the NCCCSO to explore and test options to address this. This is specific to the custom-NC Colleague/Ellucian product.
Clear distinctions regarding program options-Degree, diploma, and certificate programs are all listed as their parent major which doesn’t provide a clear explanation to students of the differences between each option (ex, accounting degree, diploma, and certificate are all listed as “accounting” when looking at “what if” scenarios.
“Tech” issues-For example, when Spring schedules were posted online, staff reported that they couldn’t view the schedules in Self-Service but they could see them in WebAdvisor. A follow up conversation with ITS indicated that a simple “check box” step had not been completed.
Search capabilities-When searching for courses, we found that if students were very specific with how they entered the course information, that could greatly limit the number of course options returned (DMS-002 compared to DMS 002).
Faculty adoption-Efforts were made to offer large-scale training to faculty, but it was offered among other professional development activities. As a result, no faculty took advantage of this opportunity. Faculty later reported that they were unaware of and lacked training on the new tool.
Regularly-scheduled project team meetings-Implementation of bi-weekly or even monthly team meetings among the project leads (ITS and Student Services) would have been helpful in potentially avoiding or more quickly addressing issues.

19. Ordering Electronic Official Transcripts in Self Service

20. How the process works- lf

21. Self-Service Financial Aid

22. Where are we in process? -all
Allows students to use Colleague Self-Service Financial Aid to assist in managing Financial Aid package from submission to completion
Wake Tech Community College-fully implemented
Millsaps College- purchased but not implemented
Southwest Texas Junior College- partially implemented (live) fully (test)

23. Overview of Financial Aid- pr
Financial Aid Home
Required Documents
My Awards
Report/View Outside Awards
Request a New Loan
Award Letter
Federal Shopping Sheet
Correspondence Option
Satisfactory Academic Progress

24. Self-Service Business Office

25. Where are we in process? -all
Allows students to use Colleague Self-Service Student Finance to assist in managing account to include payment plans
Wake Tech Community College-implemented (with exception of 1098-T forms)
Millsaps College- fully implemented
Southwest Texas Junior College- implemented (exception of a couple features)

26. Overview of Business Office- pr
Account Summary (Shows current and past terms)
Pay Without a Payment Plan
Pay With a Payment Plan (New for Spring 2017!)
Account Activity
Charges
Tuition
Fees
Payments
Receipt #, Date, Amount, Pay Method, Reference Number
Sponsorships
Sponsorship ID, Sponsor Name
Registration Activity

27. Self-Service Human Resources

28. Where are we in process? -all
Wake Tech Community College-in progress
Millsaps College- not purchased
Southwest Texas Junior College-exploring stage

29. Overview of Human Resources- lf

30. Self Service for Faculty
Roster and Grades

31. Roster- eg

32. Entering Grades- eg

33. Waivers and Requisites- eg
Q: From Self Service, how can I waive a student's pre or corequisites so they can get into my course?
A: See PowerPoint presentation here: instructions-instructor.pdf
Q: I teach a class that, per the college catalog, is registration by "permission of instructor" only. From Self Service, how can I give students permission to enroll in my course?
A: See PowerPoint presentation here: students-into-courses-that-are-registration-permission-instructor-only.pdf
Q: From Self Service, how can I allow a student to register for a class that has been closed due to course capacity?
A: You can't do this online. Please have the student fill out a printed “change of schedule form” and get your handwritten signature.

34. Application for Graduation in Self-Service

35. Setup/Implementation- lf

36. Setup/Implementation- lf

37. Setup/Implementation- lf

38. Setup/Implementation- lf

39. What’s coming to Self-Service next?

40. Product Roadmap - eg

41. Thank you!
Please visit our resources on the SACRAO website. We included this PPT, instructions in WORD, and instructions in other PPTs. Feel free to use them when you make your own documentation for your college.
Best of luck!

42. Contact Us