Enhancing Service Delivery: Degree Progress Report

Shawn Kirkup, Astra AvensOffice of the Registrar, Systems

Introduction

“We are all here today because we believe in York. We believe that this place has great strengths and even greater potential. No other university in Ontario – maybe in Canada – has the potential that York has. But before we can realize that potential, we must address the challenges that threaten our institution and our academic reputation. York is at a critical point in our history, and we need to change.”

Mamdouh Shoukri, York University President & Vice-Chancellor- excerpt of address to the University’s Senate February 26, 2009

Registered as Active stats (SIS Reports - March 9, 2009 )

Voluntary Withdrawal stats(SIS Reports - March 9, 2009)

Institutional Landscape

2 Campuses 10 Faculties Graduate, undergraduate and professional programs 46,000+ undergraduate students 5,000+ graduate students Approximately 20 undergraduate degrees More than 100 different major subjects Most majors can be combined into double majors or

major/minors Combinations of programs, and combinations of courses are

endless

Degree Audit Issues

Thousands of students apply to graduate each year

Every record has to be thoroughly reviewed to verify their eligibility to graduate

Degree requirements, legislative regulations and, if necessary, course waivers and substitutions are all taken into consideration

Determining which source of degree requirements sometimes challenging:

• Undergraduate Calendar• Faculty advising offices• Departmental handbooks• Undergraduate chairs, program directors and professors

This level of scrutiny is critically important as it ensures the integrity and world-wide recognition of the York degree

Degree Audit – The Old Way

Manual audits Time consumingAudits done by a small group of specialized staffIneffective methodology for auditing thousands of

graduating studentsAuditing process difficult since options were endless Audits completed at the end of the Degree Audit

cycle resulting in poor student service delivery

York Degree Audit (YDA): The New Way

New on-line degree audit system created (an in-house module within York University’s Student Information System)

Developed by the Registrar’s Office and the CNS SIS team for the June 2003 convocation exercises

Designed to help staff review the academic records for degree completion for the thousands of graduating students

Expanded to accommodate the first graduating class (June 2007) from the newly created Faculty of Health

Automated batch audits more effective => upload records = timely accurate results within 1 hour

Improved service delivery to students and to the York community

Online Student View:Degree Progress Report

Enhanced innovation of York Degree Audit project

Permit students to have an online tool (Degree Progress Report) to verify their degree requirements

Currently available to approximately 2,700 students with single major of Psychology – launched October 2008

Allows 24/7 access for students to monitor their progress throughout their studies

Enhancement of student services at York

Improved functionality of on-line degree audit system

Future project plans

Faculty of Health – launch remaining programs Psychology Kinesiology Health Science and Health Studies

Faculty of Liberal Arts and Professional Studies (approx 26,000 students) code and launch programs

Create a revised student version to be used an advising tool no enrolments required for students to generate their audits

Remaining Undergraduate faculties code and launch programs

Feedback from Students regarding Pilot launch

“I think that the Degree Progress Report is a great idea that is going to help students when they need quick info on what courses to add when they are not able

to meet with an advisor in time before courses fill up, waiting for an appointment etc). it helps keep you on track. and such a time saver. ”

“This is so great - It is my first year and I was totally lost, but the progress report really help me put things into perspective and it let me see how many

other credits i need to complete and what area I need to select courses from.”

“First of all, I think that this Degree Progress Report is an excellent idea. I found it difficult to keep track of my courses and to make sure that I was

taking the right courses to graduate. This will definitely reduce the number of students who are unable to graduate because they didn't take the required

courses.”

Technical Resources

Office of the Registrar, SystemsShawn Kirkup, skirkup@yorku.ca, extension 30541Astra Avens, astra@yorku.ca, extension 44459