Online Graduation Application
Tracking Commencement Participation
Current enrollment – 24,537Number of students applying for graduation – 5000Spring Commencement Participants – 3400Fall Commencement Participants - 850
UNIVERSITYOF
ARKANSAS
The Graduation Application Card
Oldest card on record:1949
TIME FOR A CHANGE!
Cards have been the same size since the beginning.
WHY!
They had to fit in the special file cabinet.
What we wanted to accomplish:
◦User friendly◦Students complete the data entry◦Commencement participation ◦FERPA release for commencement◦USA report survey information◦Fees applied directly to student account◦Information compiled in one location◦Enforce Deadlines
Who had to be involved?◦Programmer
Demo to present◦Individual colleges
Input for deadlines◦Treasure Office
Fee structure setup◦Students
Testing
Wish List!Diploma nameDiploma addressFerpa consentSidewalk nameBilling informationCommencement ParticipationCommencement NamePronunciation of nameU.S. Armed Forces questionQuestionnaire E-mail Conformation
What was delivered with the information system.
Limited to students applying for degree, term and deadline enforcement.
Solution:◦New page on the student center with all the
information.
◦Validation to ensure all fields are complete.
◦E-mail conformation sent to University e-mail
◦New table attached to student degree page with all data elements.
Here is what it looks like!
Students will only receive the Apply for Graduation link if they have earned greater than 85 hours.
More than one degree plan?
Can apply for one or both but must complete 2 applications.
Only current terms may be selected.
Billing information will appear after term has been selected.
If a student chooses No they will not be attending Commencement, the commencement information box does not appear.
If they choose Yes, they will be required to complete their college and Name to be called at the ceremony. Pronunciation is not required.
Validation for each field.
Fees are applied directly to student account immediately after submission of application.
Fees can be paid using the student center by credit card. Payments no longer taken in the Registrar’s Office.
Student receives a confirmation e-mail
Administrative ViewFrom many to one
Before After
Data Entry on four different screens about 5 to 10 minutes per card
Reports four different tables. Must join tables and sort data correctly.
Data entry on one page.
Reporting one tableData entry done by
student.
Before:
Handwriting analystSidewalk nameCollect paymentsLong lines Stress
After:
Data typedLimited characters Direct BillingNo linesHappy
February Deadline
Before:
Commencement participation card
Data entry of returned cards
Cards not receivedBookstore reportDean’s Office
After
No mail outNo data entryAll accounted forBookstore access Dean’s Office
accessCost savings
2011- 1789 2012- 97
Weeks to Hours!
Reports loaded to Share Point and distributed to colleges on weekly basis.
Clearance list submitted electronically back to Registrar’s Office.
Denied student removed from report, honors added.
All degrees for each college posted at the same time.
Report converted to Excel list and used to print diplomas and labels
For smaller colleges mailed same day.
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Commencement information is e-mailed to students.
Commencement website with all the information to complete.
Live streaming video for family and friends
Senior Walk Information
Click icon to add picture
Questions?