Web-Based Application For Graduation

Doug Rutledge and Rich DiStanislao

Indiana University of Pennsylvania

Monday, October 27, 2003

About IUP 14,000 students and 1,800 employees Largest Member of SSHE 3 campuses Doctoral I Clock-hour programs

Banner at IUP Implemented five baseline modules and

three “Web For” products 1998-2000 Banner 5.x (soon to be Banner 6) Oracle 9i, OAS (soon to be 9IAS) Sun Solaris

Overview Need For Online Application Solution Issues Future Plans Questions

Need For Online Application Make it easier for students to apply Reduce data entry for Registrar’s Office

Save time Save money Save half-time position

Do not want to give departments access to SHADEGR

RPE 28710

Solution Option to Apply For Graduation under

Student Self-Service Implemented Feb 2003 for Aug 2003 grads Undergraduate students only Most recent SHADEGR record must be

“Sought” – if “Pending”, you’ll be notified Must be a junior or senior Must have taken a course in the last 10 years

Solution - Continued Option to Apply For Graduation under

Student Self-Service - Continued Can only apply during fall and spring If program, level, majors, or minors do not

match on SGASTDN and SHADEGR, you cannot apply (contact your associate dean)

Graduation Date is the end date of the term – apply for spring date in fall, apply for summer and fall dates in spring until the deadlines

Solution - Continued Option to Apply For Graduation under Student

Self-Service - Continued Fields changed on SHADEGR:

Status (to “PN” for Pending) Appl Date (to today’s date) Graduation Date (selected from list) Graduation Term (based on graduation date) Graduation Year (based on graduation date) Authorize (to “WEB”)

Name and address changed on SHADIPL

Dean’s Issues Deans, advisors missed the paper trail – “How

do I know who applied?” Solution: SWRGRAP

Pro*C report of graduation applications Run from job submission by the end-user Parameters:

Report Order (Student, Advisor & Student, or Primary Major & Student)

Term Include Awarded Degrees (Yes or No) Level, College, Department, Major, Secondary Major, Minor

Dean’s Issues - Continued

Afraid that adviser will not be able to properly advise for last semester of registration

Solution: Although SWRGRAP can be run any time, create a batch run “academic progress sheets” by graduation “Pending” record using SWPGRPT. Can order by department, major, college, degree, level, advisor or individual student

Dean’s Issues - Continued Deans - deadline dates

Wanted their own deadline dates Had to shut down web application Finally agreed on common dates

Deans – information text Didn’t like all messages directing students to

their office Changed some to direct students elsewhere

Issues - Continued SGASTDN/SHADEGR mismatches

Several hundred of these cases, mostly major changes and secondary curriculums rolled into a second record

Process to automatically fix these on SHADEGR? Too risky with curriculum rules

SWRGSDM Pro*C report of mismatches Run from job submission by the end-user (Registrar’s

Office) Parameters:

Term Level Only Registered Students (Yes or No)

Issues - Continued Students entering their name incorrectly Students unable to change information after

initial submission Late applications have to be entered

manually There are always late applications that are

approved

Future Plans Graduate School version of application RPE to keep SGASTDN/SHADEGR in sync Have CAPP processing completed for all

majors. Can already order custom CAPP reports by graduation pending records

Integrate into Web for Faculty product – for email distribution, for advisor query

Future Workflow process

Questions?

Doug Rutledge – darutled@iup.edu

Rich DiStanislao – rdistani@iup.edu

Thank you!