How to Implement - PowerPoint Presentation

Slide1

How to Implement

Degree

Works in 9 MonthsSlide2

Presenters:

Marissa Boston, Degree Analyst

University of Northern Colorado

Marissa.Boston@unco.edu

Jennifer McDonald,

Degree Analyst

University of Northern Colorado

Jennifer.Mcdonald@unco.edu

Stacy Sharp, Assistant Registrar

University of Northern ColoradoStacy.Sharp@unco.edu Slide3

About UNC:

Located in Greeley, Colorado

Founded in

1889 as the State Normal School

Offering over 100 undergraduate and 100 graduate programsSpring 2015 enrollment: 8,847 undergraduates, 2,443 graduate students 83% of undergraduates are fulltime students

First Generation:

33%

of undergraduates are the first in their family to attend college

Spring

2015: 1162 undergraduate degrees awardedFall 2014: 583 undergraduate degrees awardedSlide4

Agenda:

Plan for Implementation

Key Stakeholders

Game Plan

Do your HomeworkCatalog ClarificationsPre-Scribing HomeworkSurecodeStart Implementation

Scribing

Testing

Marketing

Training

Lessons LearnedSlide5

Key Stakeholders

Have a meeting with key project stakeholders to discuss requirements, resources, expectations, and any concerns.

Include the following:

Registrar Office

Graduation StaffRegistrarAssistant and Associate Registrar

Graduate School

Graduation Staff for Graduate School

Graduate Dean

Information Technology

Project ManagerDatabase AdministratorsSlide6

Game Plan

Develop a Time Line and Resources Needed

Pick a go live date

UNC wanted to be live by Fall 2014

Select what you want scribed by Degree WorksUNC selected the 13-14 catalog year (most recent catalog available), 14-15 had not been approved at the point the catalog was turned over to Degree

Works

UNC had DW scribe one full catalog year

DW features make it easy to copy scribe

Reserve rooms for trainings and scribing

Private-quite rooms are needed for training and scribingEnsure there is enough space and an available computer for each attendeeSummer schedule for staffGrad Staff was out of office Tuesday-Thursday for entire summerSlide7

Catalog Clarifications

Note important information in your catalog and explain any complex policiesSlide8

Catalog ClarificationsSlide9

Catalog Clarifications

Also include course lists if specific details are not listed in the catalogSlide10

Lessons Learned

Review your catalogs well in advance to identify any curriculum errors or issues that may need to be addressed

Contact departments with curriculum questions

Recommend to departments what content could be updated

Tips:Have an excel file with all active program codes, degrees and majorsEnsure that grading tables are correctCourse equivalencies should be establishedFill out “Degree Works Scribe Kick Off Sheet” in detailCreate an FAQ page

Create a

disclaimer Slide11

Pre-Scribing Homework

Prepare Catalogs to be Scribed by

School

Important that multiple people learn scribe

Having multiple people familiar with scribe is helpful when troubleshootingUNC scribed 4 active catalogs backwards and one forward (14-15)Highlight all changes in all catalogs to be scribedCatalogs are active for 6 years at UNCSlide12

Prepare for ScribingSlide13

Surecode

Backup or extract

Surecode

tables after they are entered

Need to know all active major codesSlide14

Surecode

Need to know all active program codesSlide15

Surecode

Need to know all active concentration codesSlide16

Surecode

Need to know all active minor codesSlide17

Scribing

Copying blocks already scribed made the process much easierSlide18

Scribing

TIPS:

Only change/create blocks if necessary

If there are no curriculum changes for a major or program, simply change the active years rather than creating new blocks for each year

If catalogs expire, do not use “0000” as the beginning year, rather use the earliest active catalog yearNOTE: Catalog years are written as a single year meaning that 2013 means the 2012-13 catalog yearWork in pairs to help catch errors and provide a double check when moving from catalog to

scribeSlide19

Scribing

If you use the same major code for both an undergraduate and graduate program, you will need to assign degreeSlide20

Scribing

Updating Blocks or Creating New Ones

As a fail safe, always create a new block or ensure you have a copy of the original scribe block Slide21

Testing

TEST-TEST-TEST and TEST again!

Test every major and minor for each active

catalog

Test with multiple majors, multiple minors, previous degrees, etc.A list of active students in all majors and catalog years for testing is helpfulSlide22

Marketing Plan

Create a Logo

Posters

Business Cards

EmailUNC Today (daily university e-publication)Table Tents for Dining HallsScreen Savers for Computer LabsTV’sSlide23

Degree Works PosterSlide24

Trainings

Twice a week CETL workshops for three months so that faculty and staff could become familiar with the tool

Departmental meetings to offer more individualized support for programs, particularly those who had more complex requirements and policies

Group advising

Residence Hall meetings to inform students of the tool and provide assistance in using Degree WorksProvide both informative and hands-on trainings so that those who will use the tool have the chance to ask questionsSlide25

Lessons Learned at UNC

Be prepared and familiar with catalogs and curriculum

Understand any university or department policies that affect the completion of a degree (sharing, etc.)

Use numeric scale for GPA (i.e. 2.0 instead of C)

Class vs. Credit – only use credit if a minimum number of credits are requiredAdvisors should be added in current term, not 9999Transfer work needs to be processed for term courses were taken, not term when transcript was receivedEnsure attributes are correct on courses

Adjustments previously entered in Banner must be processed in Degree Works

SMASADJ report to replicate adjustments

SMASARA unable to pull changes for replicationSlide26

Lessons Learned at UNC

Prepare data standards for scribe so that all scribing is consistent (i.e. remarks, classes vs. credits, alphabetical listing)

Decide if you want to do a soft roll out to allow departments to review and use Degree Works to check for any errors or discrepancies within programs

Lessons Learned at UNCSlide27

Be prepared for surprises!

Don’t be surprised to come across policies or rules that you weren’t previously aware of.

10 year policy – coursework older than 10 years was not allowed to count towards degree requirements

No more than 6 credit hours can be used to satisfy both major and minor requirements

Minors should be attached to appropriate major (i.e. chemistry attached to B.S. not B.A. major)6 credit hours at the 300+ level must be taken in-residence to successfully complete a minorBusiness Administration: Accounting majors must have 30 credit hours of non-accounting business courseworkSlide28

Clean-up Projects

Clean-up projects could be required to ensure that Degree Works evaluates requirements properly

Catalog and field of study mismatches (per university policy)

Transfer work must have

the “count in GPA” box checked in order for it to be pulled properly into Degree WorksEnsure proper attributes are used for students who are seeking a second bachelor’s degreeSlide29

THANK YOU!

Questions?