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UCD Registry
Administrative Services
Belfield
Dublin 4
Ireland
Clárlann UCD
Seirbhísí Riaracháin
An Coláiste Ollscoile, Baile Átha
Cliath
Belfield,
Baile Átha Cliath 4,
Éire
Compliance Implementation at University College Dublin
Caroline Barrett
UCD Registry - Administrative Services
2January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Topics
Background/Context
Issues and Solutions
Setting Up Compliance
Running Batch Compliance
Running Individual Compliance
Viewing Compliance Results
Linking Compliance and GPA
Manual Processing & Supporting Reports
The Future…
3January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
4January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
Glossary of Terms: Major/Minor– An area of study that forms part/all of a
degree.
Level – This is an indication of the difficulty of a module. Levels range from ‘0’ denoting a Foundation level module up to ‘5’ which denotes a Doctoral level module.
Stage – A section of a qualification normally totalling 60 credits. A standard stage will normally take one academic year to complete.
Area – UCD uses Banner Baseline Areas to record the Core modules and Option rules and modules for a given major and stage.
5January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
From 2005 UCD made a phased transition from a traditional to a modular, semesterised system entailing the following changes:
Flexible option and elective choices Self-Service online registration Progression to a subsequent stage carrying
outstanding modules Substitution of failed modules Joint Major and Major with Minor qualifications Registration to modules associated with a subsequent
stage
6January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
In 2008, we completed our first full cycle of modularised undergraduate programmes, requiring the implementation of a final modularised business process:
Traditional approach (students pass all courses so eligible to complete) is no longer feasible because: More flexible Major structures Students responsible for own registration Progression carrying failed modules
Need for reliable, automated system which would assess students for eligibility for degree award and link with our local Degree GPA calculation tables.
7January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
Eligibility assessed across three strata:1. Academic Requirements: (Compliance)
Core Modules Option Modules
2. Credit Accumulation: (Local Reporting) Total Credits per Programme (eg 180 or 240)
3. General Regulations: (Local Reporting) Required number of credits at each level (difficulty)/
eg <10 credits at foundation level.
8January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Background/Context
Figures:
Total students: 22,500
Compliance required for all Final-stage undergraduate students – 2,350 students on 33 Programmes.
Need to include penultimate stage structures. Total of 257 Areas
9January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Issues/Solutions
10January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Issues/Solutions
Issue 1: Dynamic vs. Captive Compliance. Captive: Students are only complied against areas
explicitly attached to the Programme Dynamic: Students are complied against any area for
which they fulfill the Area qualifier (in UCD’s case, only Major is used for this purpose)
Solution 1: Captive Compliance Found Unsuitable Some advantages to Captive BUT incompatible with UCD structures where modules are
shared across Areas within 80% of Programmes Modules complied across multiple Areas so student is found
fully compliant for none So, need to use Dynamic processing
11January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Issues/Solutions
Issue 2: Highly Variable Area Structures UCD uses Area to hold Core Modules and Option Rules
for each Major and Stage Up to 70% of Area structures may change from year to
year Compliance refers to effective term of Area that
matches student Catalog term Catalog term updated yearly Requirement to comply students against both final and penultimate stages Students no longer compliant against penultimate
area where structures have changed
12January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Issues/Solutions
Issue 2: Highly Variable Area Structures (Cont)
Catalog Term: 2006 2007
Student: Stage 2
2006 StructuresStage 3
2007 Structures
Stage 22007 Structures
2006: Student completes Stage 2 under 2006 structures2007: Student completes Stage 3 under 2007 structuresStudent has completed all requirementsBUT, since student has 2007 Catalog when compliance is run
student is assessed against 2007 structures for stage 2
Student Entitled to Comply? YESStudent Compliant? NO
13January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Issues/Solutions
Solution: Duplicate 2006 Penultimate structures with Effective Term of 2007
1. Save Compliance Area code and title in SMAALIB using consistent unique coding convention
2. ‘Default All Detail from Another Area’ (under Options menu) in SMAAREA
3. Copy 2006 structures (including Area Qualifiers) under new code with effective term of 2007
4. Remove dynamic flag in SMAALIB for genuine 2007 penultimate areas to exclude from Compliance processing
Employing this process, we duplicated 128 Areas in 1.5 days.
14January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Compliance
15January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Setting Up Compliance
SMAPROG
Minimum Compliant Grade must be Entered
16January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Setting Up Compliance
SMADFLT
Types of courses for inclusionMin/Max terms for inclusion
Order in which courses are assessed
17January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Setting Up Compliance
SMAALIB
Insert Duplicated Compliance AreasUnflag non-Compliance Areas for Dynamic
18January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Setting Up Compliance
SMAAREA
Insert Duplicated Compliance Area Code‘Default All Detail from Another Area’
19January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Batch Compliance
Define Population Selection in GLRSLCT
Term, Program, Type & Student Status
20January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Batch Compliance
Run Population Selection in GJAPCTL
Enter Variables
‘GLBDATA’
21January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Batch Compliance
Run Batch Compliance for Population in GJAPCTL
‘SMRBCMP’
Enter Population Identifier
22January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Batch Compliance
Using this method we successfully
complied 2,357 students in under two
hours.
23January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Individual Compliance
SMARQCM
Ability to Override Default Settings (SMADFLT)
Enter Student ID
24January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Running Individual Compliance
SMARQCM (Cont)
Enter Record Details or Duplicate from Student Record, Degree Record or a previous Compliance Request
25January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
View by Group in SMACACT
Student Details Compliance Details
26January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
View Individual in SMICRLT
RequirementsMet/Not MetCourses etc Used/Unused
27January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
SMICRLT (Cont)
Requirements Met/Not Met Courses Etc Used/Unused
Area Details
Met Ind
28January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
SMICRLT (Cont)
CAPP Area Rules (SMAAREA)
CAPP Rule Met?
29January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
SMICRLT (Cont)
Course Used Ind
30January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Viewing Compliance Results
SMICRLT (Cont)
Module DetailsSource eg Registration/Academic HistoryCredits/Grades
Term
31January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Linking Compliance and GPA
SMBAOGN Table
Compliance Request No
PIDM Area Compliance Met Indicator
Local Degree GPA is not calculated for any student where SMBAOGN_MET_IND = ‘N’ for their maximum SMBAOGN_REQUEST_NO
32January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
33January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
Manual Processing was required for a number of reasons:
Inability to systematically process exemptions/transfers/substitutions
Students who had begun one/both of their compliance stages under a traditional system and finished in a modular environment
Difficulties complying modules shared across a student’s majors against the appropriate area
Quantity of manual cases (c. 359) made use of student adjustment functionality procedurally unfeasible
34January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
What student cohorts required manual tracking?
Students with substitute modules (97 - 3.6%)
Students with exemptions/transfer credits (129 – 4.8%)
Students who had both traditional and modularised records (c. 120 – 4.4%)
Students who completed modules shared across their Areas (13 – 0.5%)
Out of a total population of 2,712 Students, 2,353 (86.8%) needed no manual
intervention
35January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
How did we do it?1. Identify manual cohorts2. Identify students on those cohorts3. Students assessed for eligibility to complete by
Programme Offices using suite of Business Objects reports
4. Students deemed provisionally eligible (pending Semester II results) flagged using SPACMNT
5. Once results are finalised, list of ‘COM’ students who have completed their modules forwarded to Assessment Office
6. Assessment Office calculate Degree GPA without reference to Compliance tables
36January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
Current Registration
Modular Academic History
Traditional Academic History
37January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
SWHDGPA – Local Degree GPA Generation Form
Ability to manually override reference to Compliance Tables
38January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Automated Compliance
‘Regular’ Students
Compliance Generates ‘Y’ Record
Compliance Verifies
Requirements Met
Local Form
Generates Degree
GPA
39January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Manual Processing
Manual Students
Requirements Previously Verified by Programme
Offices
Business Objects
Report used to verify
Academic History
Assessment Office
Generates Individual
Degree GPA
40January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
Conclusion
Objectives: Reliability
100% Accurate
High level of automation
86.6% of students assessed automatically with limited data build and technical enhancements required
Fit to purpose
Assessed most complex aspect of eligibility – verification of meeting structural requirements – for 2,357 students in less than two hours
Link directly to Degree GPA tables
Effectively linked directly to local Degree GPA generation process
41January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
The Future…
Compliance run for all Students
Online Student Self-Service ‘Where am I now?’ ‘If I change now, where can I go?’
Dynamic Facility for Staff Supporting Student
Streamlined Manual Process: Recording Substitutes No Conversion (Traditional/Modular) Process
42January 2009 UCD Registry - Administrative Services Clárlann UCD - Seirbhísí Riaracháin
And Finally…
Any Questions?