Until recently, the University of North Carolina at Chapel Hill (UNC-CH), with more than 15,000 degree-seeking undergraduate students, tracked undergraduate academic progress manually using first paper worksheets (written in pencil so things can be erased as needed) and then PDF-fillable worksheets.  Graduation clearance, at that time, required advisors to check academic records online then manually update and review each student’s worksheet for completion of requirements, including checking compliance with university academic policies (e.g., course repeats and degree-applicable hours).  Exceptions to major/minor requirements were submitted via email and then applied to the worksheet.  To accomplish this, hundreds of staff hours were invested each term to check graduation requirements and approve students for graduation – time that could have been better used actually advising students.  As well, since this was a manual process, some human error was inevitable.

Looking to improve the process, Office of the University Registrar at UNC-CH embarked on a multi-year journey to leverage existing and new technologies that culminated with moving graduation clearance online through the PeopleSoft-delivered Academic Advisement module.  This achievement required a partnership with several university units, including Admissions, Information Technology, Academic Advising and others.  This not only necessitated a change in business practices but also a culture change, especially for academic advisors who were reluctant to let go of their worksheets.  During this process, the University also implemented a new general education curriculum, requiring additional project/change management.

Topics include:  timeline, project and change management, stakeholders, technology, business practices, next steps and mistakes. We will discuss how to achieve “buy-in” and the steps needed to produce a working functional degree audit that your school can be proud of.