Annual Registration Meeting for the Web - University...

Offi f h i i iOffice of the University Registrar

Annual Registration MeetingAnnual Registration Meeting

September 19, 2012

9/19/2012

A l R i t ti M tiAnnual Registration MeetingWelcome!

Scott Campbel l

Universi ty Registrar

scottcampbel [email protected]

Office of the Uni ersit Registrar’sOffice of the University Registrar’sMission Statement

T h O f f i f h U i i R i T h e O f f i c e o f t h e U n i v e r s i t y R e g i s t r a r f a c i l i t a t e s f a c u l t y t e a c h i n g , s t u d e n t l e a r n i n g ,

a n d i n s t i t u t i o n a l r e s e a r c h . A s t h e s t e w a r d s o f s t u d e n t d a t a , a c a d e m i c s y s t e m s , a n d , y ,

c e n t r a l c l a s s r o o m s w e p r o v i d e s e r v i c e t o a l l f a c u l t y , s t u d e n t s , a d m i n i s t r a t o r s , a n d

a l u m n i . W e s e e k t o d e m o n s t r a t e t h r o u g h a c t i o n a c o m m i t m e n t t o b u i l d i n g c o m m u n i t a c t i o n a c o m m i t m e n t t o b u i l d i n g c o m m u n i t y

a t t h e U n i v e r s i t y o f C h i c a g o .

Office of the University RegistrarOffice of the University RegistrarResearch & Reporting

Administrative Support pp

A n d y H a n n a h

S e n i o r A s s o c i a t e U n i v e r s i t y R e g i s t r a r

h h h i da s h a n n a h @ u c h i c a g o . e d u

S h o s h a n n a h C o h e n

h i lR e s e a r c h & R e p o r t i n g A n a l y s t

s h o c o @ u c h i c a g o . e d u

Office of the University RegistrarOffice of the University RegistrarFaculty Support Team

K e l l y S i m m o n s

A s s o c i a t e U n i v e r s i t y R e g i s t r a r

J u l i a K y l e

A s s i s t a n t U n i v e r s i t y R e g i s t r a r

J o h n J . W . P l a m p i n


Office of the University RegistrarOffice of the University RegistrarFaculty Support Team

M S f i kM a r y S t o f c i k

F a c u l t y S u p p o r t A r e a L e a d

L T JL a T a n y a J o n e s

P r o j e c t A s s i s t a n t

h i l iS h e i l a E r v i n


@ l i t h i dr e g - c o u r s e s @ l i s t s . u c h i c a g o . e d u

Office of the University RegistrarOffice of the University RegistrarStudent Support Team

R i t a V a z q u e z

A s s o c i a t e U n i v e r s i t y R e g i s t r a r

R i c h a r d F o r d


H e a t h e r M a y e r


Office of the University RegistrarOffice of the University RegistrarStudent Support Team

J A C iJ o A n n C r e v i s t o n

S t u d e n t S u p p o r t A r e a L e a d

S h H d kS h a r o n H u d a k


i i k f f l lT i m i k a H o f f m a n - Z o l l e r


r e g s i s @ u c h i c a g o . e d u

Heather Mayer

b i iWebsite Preview

9/19/2012

9/19/2012

d S hAndrew S. Hannah

FERPA for Staff of the University of FERPA for Staff of the University of Chicago

9/19/2012

What is it?

F.E.R.P.A. stands for:Family Educational Rights and Privacy Act of 1974

§ 513 of P.L. 93-380 (The Education Amendments of 1974)( k th B kl A d t)(a.k.a. the Buckley Amendment)

It is a federal statute that defines “educational records” and identifies who can access them and under what circumstances.

University of Chicago HR policies require all employees to comply with FERPAemployees to comply with FERPA.

9/19/2012

Basic FERPA for University of Chicago Staff

Most information and data kept on students are considered “educational records”, thus FERPA protected.

As employees of the University of Chicago we are allowed to access and use all the individual student “educational records” we need to be able to do our jobs.

We are restricted from releasing this information to people OUTSIDE of the University or to students.

9/19/2012

EMAIL and FERPA

Email is the great seducer, so easy and convenient, even for passing information to a person five feet from you . . . But

t T th t t ibl b hnot secure. To the extent possible, be aware whenever you email information about students . . . Strip out identifiers like UCID . . . NEVER email really confidential data like G ’ SGPA’s or Salaries.

9/19/2012

What information is NOT an Education Record . . .

“Sole Possession” Notes . . . i.e. personal confidential t f lt b k t d tnotes you or a faculty member make on a student.

Police Records

HR Employment Records. . . (exception, Work-Study)

( )Medical and Health records (via HIPAA)

Information about alumni created AFTER they stopped being students (gray area).

9/19/2012

What happens if something goes wrong . . .

Use common sense. Be careful with student data. IDENTITY THEFT occurs. We are dealing with material upon which careers, personal finances, legal status, and ability to reside in this country depend.ability to reside in this country depend.

If unsure about what to do when working with student information . . . Ask the Registrar . . .

E i i l i h lth d/ f t FERPAEmergencies involving health and/or safety . . . FERPA regulations allow you to release information, just document to whom you provided it and what were the circumstances. y p

9/19/2012

Who do I contact?

For day-to-day operational issues, contact: Scott Campbell, University Registrar: [email protected] Campbell, University Registrar: [email protected] Hannah, Sr. Assoc. Univ. Registrar: [email protected]

For legal interpretation, contact: Ted Stamatakos, Associate Counsel: [email protected]

9/19/2012

Student “Directory Information” Items

Name: The full official name of the student, First, Middle, LastC“Current” Mailing Address and associated phone numbers

Email Address: The [email protected] addressProgram-of-Study (Degree sought, Department, Major, Minor)

dYear of Study (e.g. College First-Year, 3rd Year Law, AR Year 8)Awards and Honors (Dean’s List, Student Marshal)Dates of Attendance: Start quarter at University or in a Program-of-Study,

t t t t f i t ti (NOT f t t )current or most recent quarter of registration (NOT future quarters) Degrees conferred by the University: Degrees, Dates, Fields, Dissertation/Thesis Titles. Most recent institution attended including High SchoolsMost recent institution attended, including High SchoolsStudent ID Card Photographs, as arranged via University Registrar

9/19/2012

Always Confidential (Besides SSN’s)

GRADES, old grades, new grades, missing grades, any grades . . .G fGPA informationCOURSES which the student has taken or is takingINSTRUCTORS of those coursesTUITION and FEES assessed of the student, amounts paidFINANCIAL AID awarded to the student, loans and stipends BIRTHDATE (age), GENDER (well . . .), RACE . . . FAMILY information, marital status, names and ages of children, roommates . . .RESTRICTIONS, Disciplinary Actions . . .VISA d CITIZENSHIP i f tiVISA and CITIZENSHIP informationANYTHING ELSE . . . When in doubt, treat it as confidential . . .

ANY “DIRECTORY” INFORMATION ( di ) IF THE STUDENTANY “DIRECTORY” INFORMATION (preceding page) IF THE STUDENT HAS SAID, “DON’T RELEASE IT”

9/19/2012

Some General Advice

Have an office policy about how long you retain student data and where it is kept. Registrar can advise . . .If t SSN’ l t l h dl thIf you must access SSN’s, learn to properly handle them.Do not save confidential student information on your PC—use TANK or an ITS-provided service that your PC canuse TANK or an ITS provided service that your PC can access. Never save confidential student information on a laptop, or

th b d iworse, a thumb-drive. Incorporate University policies about handling confidential information into job descriptions.information into job descriptions.

9/19/2012

h l iJohn Plampin

The AnnouncementsThe Announcements

9/19/2012

The Announcements

The College and most of the professional schools are g pnow in the Courseleaf system for 2012-13. The Graduate Divisions have been migrated for 2011-12. Th Di i i l A t f ill The Divisional Announcements for 2012-13 will complete the implementation.

Time lines for completing 2012 13 and 2013 14 to be Time lines for completing 2012-13 and 2013-14 to be established.

Training in late Oct./early Nov. for graduate dept. editors.g / y g p

Training in late Nov./early Dec. for College editors that need a refresher.

9/19/2012

The Announcements

2012-13 College Catalog3 g ghttp://collegecatalog.uchicago.edu

G d AGraduate Announcements

To be arranged.

PDF Archives of past editions:

http://catalogs.uchicago.edu

9/19/2012

First Door Prize First Door Prize Drawing!g

S P O N S O R E D B Y

COLLEGE PROGRAMMING

9/19/2012

l i lJulia Kyle

Classroom SchedulingClassroom Scheduling

Important Dates

Autumn 201210/5/12 – Winter Time Schedules due

10/31/12 – Winter Proofs sent to departments0/3 / W te oo s se t to depa t e ts

11/5/12 – Revisions due to Registrar’s Office

Winter and Spring quarter dates are available on

the Registrar home page

S ff C S h d li i fil d ‘C l d E ’-> Staff -> Course Scheduling->in files under ‘Calendar Events’

http://registrar.uchicago.edu/staff/coursescheduling.shtml

Autumn Classroom Scheduling

Registrar’s Office scheduled fall classes

1950

2000

Registrar s Office scheduled fall classes

1900

1800

1850

1750

17002010 2011 2012

l l SiKelly Simmons

Astra Schedule ImplementationAstra Schedule Implementation

9/19/2012

Astra Schedule Implementation

What is Astra Schedule?Web-based enterprise course, event, and resource scheduling.

Registrar uses it to schedule classes, exam space, and room bookingsbookings.

Why Astra Schedule?Provides stakeholders with access to view and update course Provides stakeholders with access to view and update course, event, and room information.

Optimizes room assignment and space utilization.

ili i i h h k fl d iFacilitates communication through work flow and reporting.

Allow users to take into account the pedagogical space needs of faculty and students.y

Tracks and manages resources and inventory.9/19/2012

Astra Schedule Implementation

Implementation processp pData strategy – data gathering, import and conversion, SIS integration – September

Data and system configuration September/OctoberData and system configuration – September/October

User testing – October/November

User training and transition – December/Januaryg / y

Deploy February, 2013 for Spring quarter scheduling

9/19/2012

Richard Ford

Registration Timeline

9/19/2012

Class Schedules & Registrationclasses.uchicago.edu

Rita VazquezAssociate Registrar, Office of the Registrar

Lynn BarnettManager of Site Development, Web Services, IT Services

h l iJohn Plampin

Convocation DeadlinesConvocation Deadlines

9/19/2012

Convocation

Autumn Convocation is December 14 at 2:00 pm.4 p

There are no major changes to the deadlines and j gschedules for 2012-13.

Note that since Thanksgiving falls during 8th week this year, the regular 9th week deadlines are not affected by the holiday.

Th d dli d h d l b f d tThe new deadlines and schedules can be found at:http://registrar.uchicago.edu/policies/convocation.shtml

9/19/2012

S d D P i Second Door Prize Drawing!Drawing!


U OF C ATHLETICS

COLLEGE PROGRAMMING

A N DA N D

THE BARNES & NOBLE CAMPUS BOOKSTORE

9/19/2012

Karen Warren Coleman

Vice President for Campus Life & Student Services

9/19/2012

UChi Ad i iUChicago Admissions

Ji N d fJim NondorfVice President & Dean of Col lege

Admissions and Aid

Karen SchrumExecutive Director & Director of

OutreachOutreach

9/19/2012

University Financial Aid

FA U d tFA Updates

Amanda FijalAmanda Fijal

Online Financial Aid!

In early May, online access to financial aid opened in y y, pmyUChicago

Students with CNET ID can now view all financial aid awards

Overview

Review all aid awarded

View needed FA documents

Next steps

Apply online for returning students!pp y g

Link to more documents directly from myUChicago

Federal Loan Changes, as of 7/1/12

Graduate and professional students eligible for p gUnsubsidized loans only

College students have one additional year of lowered (3.4%) interest on Subsidized loans

Interest subsidy, after July 2013, will last for only 6 years

Deborah Nelson

Deputy Provost for Graduate Education

9/19/2012

Third Door Prize Third Door Prize Drawing!g


THE SEMINARY CO-OP BOOKSTORE

A N D

THE BARNES & NOBLE CAMPUS BOOKSTORE

9/19/2012

Tamara Felden

Director of the Office of International Affairs

9/19/2012

Student Health ServiceStudent Health Service5839 S. Maryland Ave – Suite R 100

Appointment Based ClinicMonday – Thursday: 8:00 am – 6:00 pmFrida 8 00 am 5 00 pmFriday: 8:00 am – 5:00 pmSaturday: 8:00 – 11:00 am (DCAM – 3B)

Phone: 773-702-4156S iServices:

Acute and Chronic CareSports MedicineRoutine Physical/Travel HealthRoutine Physical/Travel HealthVaccine administration: allergy, influenza, immunizations, travel relatedNutritionFemale health

healthcare.uchicago.edu

Student Counseling Serviceg5737 S. University Ave

Monday-Friday: 8:30-4:45pmPhone: 773-702-9800Phone: 773-702-9800Psychological/Psychiatric Services

Individual, Couples, and GroupsShort term and Crisis CounselingMedication ConsultationsLet’s Talk ProgramU-SHIP ReferralsU-SHIP Referrals

Academic Skills Assessment Programs

counseling.uchicago.edu

Health Promotion & Wellness

Provides:ServicesServicesOutreach EducationResources

Peer education programTopics include: stress management ATOD sexual health mental health ATOD, sexual health, mental health, nutrition education and general.

wellness.uchicago.edu

SHS: 5839 S. Maryland, R100SCS: 5737 S UniversitySCS: 5737 S. UniversityHPW: 5801 S. Ellis

University Student Health Insurance Plan (U SHIP)Health Insurance Plan (U-SHIP)

All students are automatically enrolled in U-SHIP

D dli O t b 26 2012 ll t d t t k Deadline: October 26, 2012 all students must make an intentional decision to either:

Waive out of U-SHIP (proof of comparable coverage required) orEnroll dependents

United Health Allies Discount Card: Eye CareD t l CDental CareBooks and Media

Enroll or waive at:Enroll or waive at:http://studentinsurance.uchicago.edu

U-SHIP Health Care Access

Office Visits and/or Consultation: /Student Health Service & Student Counseling Service

Visits are covered by Student Life FeeStudent ID necessary for servicey

Referrals:must be made by SHS/SCSmust be made by SHS/SCSOne referral per condition per lifetimeReferral NOT obtained in advance, additional $50 penalty fee per service/session

U-SHIP Two Plans

Student $2 757Student $2,757S + 1 $7,482S + 2 or more $11,550

There is no Prescription Drug max

S + 2 or more $11,550Seminary Student $4,724

There is no Prescription Drug max

** Only approved Mid-Year Changes allowed after initial purchase within the policy year **

Contact Information

U-SHIP policy~My Accountwww.uhcsr.com/uchicago/ g

UnitedHealthcare, Student ResourcesOn-campus:

S d R I C diStudent Resource Insurance CoordinatorsAdministration, rooms 231 & 232Hours: M-F: 8:30am-5pmPhone: 773-834-4543 (press option #2)(p p )

Home Office:Customer Service: [email protected]

studentinsurance.uchicago.edu

Optional Delta CoverageOptional Delta CoverageDental and Vision

groupaccess.deltadentalil.com/uofchicago

Best of Health!Best of Health!ff

S T U D E N T D I S A B I L I T Y S E R V I C E SS T U D E N T D I S A B I L I T Y S E R V I C E S

G E T T I N G T O K N O W S D S

9/19/2012

Who We Are

Gregory Moorehead, Ed.D, Directorg y , ,773-702-7776

[email protected]

R Ad i i i B ildiRoom 234 Administration Building

Doug Lawson M Ed Assistant DirectorDoug Lawson, M.Ed., Assistant Director773-358-1732

[email protected]

Room 233 Administration Building

9/19/2012

What’s new?

The 2012-13 Academic Year will be the first full 3school year with a centralized Student Disability Services office.

The centralized office will fund all “Direct Services”.

What are Direct Services?

9/19/2012

Direct Services

Direct Services are the efforts immediately involved in providing bl d i li ibl d O f reasonable accommodations to eligible students. One way of

understanding this concept is to view it from a cost perspective. For example, “Direct Services” and their associated costs may include: wages paid for note taking services; wages paid for proctoring; wages wages paid for note-taking services; wages paid for proctoring; wages paid for converting texts to alternate formats; and wages paid for captioning and Sign Language Interpreting Services.

Thus, these efforts and services have an immediate impact on the student’s ability to access and participate in University courses, programs and activitiesprograms, and activities.

9/19/2012

Direct Services are not…

Direct Services do not include: salaries for university clerical/administrative staff or faculty; funding for infrastructure projects/modifications;

l i ( hor personal assistance (such as: computers, wheelchairs, hearing aids, eye glasses, or individuals who assist with personal care)individuals who assist with personal care).

9/19/2012

How will services be funded?

Each academic unit should maintain good quarterly g q yrecords of expenses incurred for Direct Services.

Submit those expenses quarterly to [email protected]

Student Disability Services will reimburse units for t i t d ith Di t S icosts associated with Direct Services.

9/19/2012

Isn’t there more to centralization?

Centralization also includes activities and functions managed by the central office which are labor intensive, and/or require expertise which may not be

dil il bl i th itreadily available in other units.

Currently some of those centralized functions include: appropriating and reviewing required include: appropriating and reviewing required documentation; determining reasonable accommodations; converting texts to alternate ; gformats; and assigning captioning and Sign Language Interpreting Services.

9/19/2012

Will any other functions be centralized?

The 2012-13 school year will provide an opportunity 3 y p pp yto refine processes and assess the need for additional staff before other functions may be centralized.

We’re sensitive to much of the work being done l ll i th i it d ill l dl d i locally in the various units and will gladly advise, consult and support when needed.

9/19/2012

What if a student comes to you?

The accommodation process for any student, p y ,regardless of the academic unit, begins in Student Disability Services.

Students may request accommodations at any time.

Students provide current supporting documentation hi h d ib h th i diti i t th i which describes how their condition impacts them in

an academic setting.

The review of documentation may take up to ten The review of documentation may take up to ten weeks.

9/19/2012

How are students, staff and faculty notified?

Once accommodations are determined, the student ,is sent an Accommodation Determination Letter (ADL), which is copied to their Dean of Students.

The ADL outlines the accommodations for which the t d t h b d d i f th t d t student has been approved and informs the student

to meet with their Dean of Students (or designee) near the start of each quarter to discuss how near the start of each quarter to discuss how accommodations may be implemented.

9/19/2012

Ten weeks is a long time…

In some instances students may receive provisional y paccommodations if there is a valid history of accommodations, and the student is working to

id i d d t tiprovide required documentation.

In addition, not all requests are granted. If students are dissatisfied with the outcome they may request a are dissatisfied with the outcome, they may request a review by the Director, and if the outcome still is not satisfactory they may appeal the decision with the y y y ppAssociate Provost.

9/19/2012

How many students do we serve?

There are currently about 235 students on our roster y 35who are enrolled for Fall Quarter 2012. This number represents about a 30% increase over last year.

Some of the increase may be attributed to more students in the “pipeline” (K-12) who are accustomed to receiving accommodationsto receiving accommodations.

Some of the increase may be attributed to advanced medicine and technology which now allow those who medicine and technology which now allow those who in previous generations would have been sidelined, to participate in many major life activities.

9/19/2012

What kinds of students are served?

Roughly 50% of our students have Learning g y 5 gDisabilities

Roughly 25% have Physical Disabilities

Roughly 25 % have Psychological/Developmental Disabilities

Roughly 36% are graduate students

Roughly 64% are undergraduate students

9/19/2012

Some New Initiatives

Student Handbooks have been developed for each pacademic unit. In the next few weeks we plan to inform students about the handbooks.

The handbook defines for students their responsibilities as active participants in managing their accommodationstheir accommodations.

We’ve also developed a University-wide Access Committee which will convene again this Fall Committee which will convene again this Fall Quarter.

9/19/2012

Thank you for your attention & your time!

For more information visit our website at:

http://disabilities.uchicago.edu

9/19/2012

Guest Networkuchicago‐guest.uchicago.edu

Oren SreebnySenior Director, Emerging Technologies & Communications,

IT S iIT Services

How does it work?How does it work?

• Faculty and full‐time staff can sponsorFaculty and full time staff can sponsor network access for guests

• Guest IDs can last up to fourteen days• Guest IDs can last up to fourteen days

• Sponsors can create up to 20 active accounts

• Separate wireless network (uchicago‐guest)

• Sponsor login: uchicago‐guest.uchicago.edup g g g g

80

Student Data WarehouseStudent Data Warehouse

Suneetha VaitheswaranDirector, Business Information Services, IT Services

The Student Data Warehouse is:The Student Data Warehouse is:

• An application built and supported by IT Servicespp pp y

• Designed for easy and flexible student data reporting

• Moves data from Gargoyle, HR, and other source systems into a ‘warehouse’ that lets you slice/dice data

• Uses Business Objects, the University standard query tool

• Includes ‘reporting packages’ to answer important questions• Includes ‘reporting packages’ to answer important questions

• Lets you navigate including ‘drilldown’ and ‘slice‐dice’, and various prompts to filter datap p

• Rolls out in phases, to eventually capture the student data lifecycle

82

Student Data Warehouse

83

Accessing the Data Warehouse

84

SDW Data

• Student data is stored per academic quarter

E h t t i ll ti t d t d i th t t• Each quarter contains all active students during that quarter

• Each student in each quarter has their own attributes

i 20 2 S d

Academic UnitProgram of StudyDegree

Winter 2012

Autumn 2011

Student 1

Student 2

MajorMinorOptionTerm Record

Summer 2011 Student 3Academic StatusEntry StatusAdviserStart Quarters‐ Other attributes

85

Reporting Package Examples

• Enrollment Summary – 4 reports with drill to detail‐ Enrollment Counts by Quarter

‐ Summarized by Academic Units; Programs; Status then grouped by Degree‐seeking and Non‐Degree; Full time/part time status

• Active Term Record Detail – 5 reports with drill to detail‐ Student Term Record Each Quarter

‐ Query various student populations

‐ Sorted alphabetically by Student; Enrollment status; Sub‐status;Sorted alphabetically by Student; Enrollment status; Sub status; FT/PT/Other status; NSC status

• Student Profile – 2 reportsStudent Profile: Profile as of the student’s most recent quarter‐ Student Profile: Profile as of the student s most recent quarter

‐ Enrollment History: Term record history and academic program history of a student

• College Adviser Detail – 3 reports

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Planned Rollouts

G d tiG d tiGraduation & CohortsGraduation & Cohorts

RegistrationRegistration

Grad TeachDash‐board

Grad TeachDash‐board

PersonPerson

Fall ‘12 Winter ‘13 Spring ‘13 Summer ‘13 Fall ‘13 Winter‘1487

Need Help?

• AccessAccess

• Training

l d k S• Helpdesk Support

• Enhancement Requests

sdw‐[email protected]

Want an overview/demo for your unit? suneetha@uchicago [email protected]

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cMore Transition to myUChicagocMore Transition to myUChicago

Rita VazquezAssociate Registrar, Office of the Registrar

Lynn BarnettManager of Site Development, Web Services, IT Services

cMore is ready to retire.

myUChicago offers moremyUChicago offers more

• Everything that is currently in cMoreEverything that is currently in cMore• University announcements & news• Links to library tools• Links to library tools• Other useful information (safety, transportation)transportation)

• Campus & Student Life informationC t i bl ( tl t RSS f d E t )• Customizable (portlets, RSS feeds, Events)

• Single‐sign‐on to other systems

How do I find things in myUChicago?

Chalk Changes: What’s new for fall?

Kaylea ChampionAcademic Technology Services, IT Services

Fall Updates

• More streamlined look and feelMore streamlined look and feel

• Improved reporting

l i b k i i• Electronic textbook integration

• Web Single Sign‐On– Just like Faculty Access and my.uchicago.edu

– If test accounts are needed, please contact us (via [email protected] and 2‐5800 as normal)

New Look & Feel

Thank You for Thank You for Attending

F I N A L D O O R P R I Z E S S P O N S O R E D B Y

g

F I N A L D O O R P R I Z E S S P O N S O R E D B Y

UCHICAGO DINING

A N D

COLLEGE PROGRAMMING

9/19/2012

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