Jason Frost Central Oregon Community College July 30 th 2015 Enrollment amp Student Services Coeur dAlene Idaho Session Rules of etiquette Please turn off you cell phonepager If you must leave the session early please do so as discreetly as possible ID: 641365
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Slide1
Automatic degree awarding
Jason FrostCentral Oregon Community CollegeJuly 30th, 2015Enrollment & Student Services
Coeur d’Alene, IdahoSlide2Session Rules of etiquette
Please turn off you cell phone/pager
If you must leave the session early, please do so as discreetly as possiblePlease avoid side conversation during the sessionThank you for your cooperation!
Coeur d’Alene, IdahoSlide3Introduction
Please note – this presentation will primarily be for functional users of
DegreeWorks, Banner and Argos. If you have more technical questions please see me after the session and I can provide more detailed information as well as contact information for our programming team.Coeur d’Alene, IdahoSlide4Introduction
This presentation is an overview of the process used by Central Oregon Community College (COCC) to “automatically” award completed degrees and certificates to students without a graduation application.
Attendees should leave this session with:Information on how they might leverage DegreeWorks dataDifferent ideas on how to communicate to students/advisorsExcitement about automating aspects of their
awarding process
Coeur d’Alene, IdahoSlide5Introduction to
Cocc
Central Oregon Community College is a mid-sized community college in Bend, OR with a student body of approximately 6,500 FTE.Two full-time staff complete all transcript and degree evaluations.Prior to auto-awarding, graduation applications were mandatory and degree completion verifications were done manually with paper and pencil.COCC went live with DegreeWorks in 2011 and is currently on version 4.1.1. DW audits refresh on a nightly basis.
Coeur d’Alene, IdahoSlide6Session Agenda
Campus Discussions and Decisions
CommunicationDeveloping the ReportThe Auto-Awarding ProcessLessons Learned
Coeur d’Alene, IdahoSlide7Campus discussions & Decisions
How will your campus auto-award?
Coeur d’Alene, IdahoSlide8Campus Discussions & decisions
Questions to ask and answer prior to process development:
Does your campus culture support the concept of auto-awarding?Are there any financial aid or athletic eligibility concerns?Is your award process well documented?Do you have the necessary tools for auto-awarding including a reporting tool and an awarding mechanism?Who will be responsible for running the process and managing communication?What concerns specific to your college might there be?
Coeur d’Alene, IdahoSlide9communication
How will you communicate the implementation, as well as a student’s auto-awarding status to staff, students and faculty?
Coeur d’Alene, IdahoSlide10communication
COCC developed communications and schedules for both the Implementation and Maintenance phases.
Implementation PhaseInitial announcement to all current students – 10/2014Initial announcement sent to all faculty advisors, staff advisors and department chairs – 10/2014Initial announcement made on staff email lists – 10/2014
Coeur d’Alene, IdahoSlide11communication
Maintenance Phase
Remaining Course Notification S/A (85%) – sent every fall.Final Course Notification S (98%) – sent after each continuing student registration and mid-term.Award Notification S/A (100%) – sent at the end of every term, after grade rollNon-Course Requirements
S
(99%) – sent at the end of every term, after grade roll
Incomplete Requirements
S
(98%ers who did not hit 100%) – sent at the end of every term, after grade roll
Coeur d’Alene, IdahoSlide12communication
Maintenance Phase
Auto-Awarding status is displayed in the DegreeWorks header for complete transparency with students, staff and faculty.Coeur d’Alene, IdahoSlide13communication
Maintenance Phase
Auto-Awarding status is displayed in the DegreeWorks header for complete transparency with students, staff and faculty.Coeur d’Alene, IdahoSlide14Developing the report
How will you identify completers and near/non-completers?
Coeur d’Alene, IdahoSlide15Developing the Report
DegreeWorks
% DefinitionsReview the DW Technical Guide for more information on this topic.0-97% - Some requirements are incomplete98% - Remaining incomplete requirements are in-progress99% - Qualifier is incomplete (i.e. MinGPA, MinRes, Credits)100% - Requirements are completeCOCC modified the Argos
datablock
for
DegreeWorks
from
Evisions
which is available in the CO-OP.
Other populations we monitor as part of auto-awarding:
Non-completers. These are students who were slated to complete but did not.
85% complete. For most COCC students this is 2-3 terms prior to completion.
Coeur d’Alene, IdahoSlide16Developing the Report
Coeur d’Alene, IdahoSlide17The auto-awarding process
Consider using the section header slide as you transition from one topic/agenda item to the next.
Coeur d’Alene, IdahoSlide18The auto-awarding process
The Argos dashboard is used to:Identify specific groups of students by their % of completion.
Insert an appropriate record into Banner in SUAMAIL. Auto-awarding dataDegreeWorks -> Argos -> BannerCoeur d’Alene, IdahoSlide19The auto-awarding process
Identifying students and inserting SUAMAIL records
Freeze curricular recordsCompare mid-term 98% list to end of term 100% list to identify non-completers.SUAMAIL records for non-completers99% list is run and completely reviewedSUAMAIL records for 99%ers100% list is run and sampledSUAMAIL records for 100%ers
Coeur d’Alene, IdahoSlide20The auto-awarding process
Awarding Degrees and Certificates
A manual popsel is created for all students who have completedA custom Banner process is run, using the popsel, to create SO records in SHADEGRSHAMDEG is used to batch change all SO records to AW recordsAt this point, any manual awards can be completed for embedded certificates and curricular records can be un-frozen (thawed?)
Coeur d’Alene, IdahoSlide21The auto-awarding process
Communication and Cleanup
Emails are sent to students and advisorsGrad apps continue to trickle in and are manually awardedDegreeWorks updates the night of grade roll and posts the updated status in the header
Coeur d’Alene, IdahoSlide22Lessons learned
There is nothing “automatic” about Auto-Awarding
Coeur d’Alene, IdahoSlide23Lessons learned
Scribe is important
Processing order is importantFreeze the curricular records!There is nothing automatic about Auto-AwardingCommunicate, communicate, communicate
Coeur d’Alene, IdahoSlide24Session Summary
I hope you are leaving this session with:
Information on how you might leverage DegreeWorks dataDifferent ideas on how to communicate to students/advisorsExcitement about automating aspects of
your
awarding process
Coeur d’Alene, IdahoSlide25Questions & answers
Do you have any questions for me?
Any suggestions? This is a relatively new process with much room for improvement.We are happy to share our Argos datablocks, the sql from the datablocks, our communication templates and our custom Banner form.
Coeur d’Alene, IdahoSlide26Thank You!
Jason Frostjfrost@cocc.edu
Coeur d’Alene, Idaho