Using Banner’s Online Application for Graduation

SACRAO 2012Session: T4.10

Presenter:Larry HammerUniversity Registrar

Recognition to:Amelia Schlott – Assistant RegistrarLaura Mallonee – Graduation Specialist

Presentation

Covers• Business Processes• Timeline• Student View of SSB• Communication Flow• Tips & Techniques

Doesn’t Cover• Technical Set-up

Good Process

Grad App

Degree Audit

Not to Distant Past

• Students applied to graduate at 90 hours• Hand-checked by their Advisor, Dept Head, and Dean’s

Office • Applications weren’t due to RO until after the term of

graduation had begun• Applications frequently went missing• Final term details were hand-check by RO• 3 to 5 weeks to clear everyone• 2 to 3 weeks to print & mail• Students would call, Advisors would call….

About WCU’s Graduation…Quick Facts

Confer Degrees Spring, Summer and Fall

Charge a $60 Graduation Fee

Hold Commencement in Fall and Spring

August Graduates walk in December

Do Not Rehearse Commencement

Hood Doctoral Candidates

Call Names as Candidates Cross the Stage

Print Bulletin in Line-up Order

Use Paradigm for Diploma Fulfillment

Degrees Awarded

Spring 1200

Summer 450

Fall 650

Process FlowApply Online

Degree Awarded

Clears First Check

Clears Second Check

Sought

Clears Final Check

Email to Student cc: advisor dept mailbox

WorkFlow also charges the Graduation Fee to the

student’s account

Automated Batch JobsApply Online

Degree Awarded

Clears First Check

Clears Second Check

Sought

Clears Final Check

Weekly

Initial Batch then Nightly

Timeline

Summer Application AvailableSpring Application Available

FALL SPRING SUMMER FALL

Fall Application Available

Commencement

GradApp Availability

Application AvailableApplication Available

SPRING

Late Registration Ends

Early Registration Begins

Commencement

Process TimelineRoll C1’s to C2

andPublish Graduation List

Verify ALLC1’s Remain C1’s

Late Registration Ends

Registration For Next Term Begins

Commencement

Continue to Clear SO’s to C1’s

End of Term Processing

Grading Final Check

Commencement

Problem People

• Fail Final Requirements• Incompletes• Cum GPA falls below 2.0• Major GPA falls below 2.0• Waiting On Transfer Work

The Numbers

85% Clear Immediately

10% Clear Late

5% Pushed

What the Student Sees

Spring CommPlan1. Confirming Receipt (WF) at time of application

2. First Contact (MS-Word) Jan 23

3. Cleared Second Check (MS-Word) Feb 20

4. Graduation List Online (MS-Word) March 9

5. Commencement List Online (MS-Word) April 13

6. Email with Line-up Numbers (MS-Word) April 27

Commencement May 4 & 5

7. Certified Letter to Not Cleared May 11 & June 1

Mail Merge Toolkit by MAPILabs

Outcomes

• Increased Satisfaction• Confer 85% of our degrees within 48 hours • Release graduation list to media 10 days • Drastically Cut Advisor/Dept Head/College

time• Significantly cut RO time• Fewer mistakes at the end• Fewer phone calls

Questions

Larry HammerUniversity Registrar828-227-2408hammer@email.wcu.edu