Agenda

Graduation Clearance: From Paper to Automation

Track: Student Information System (SIS)

Session Number: 9592
Date: Tue, Feb 28th, 2023
Time: 9:00 AM - 10:00 AM

Description:

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.
Sub-Categorization: Academic Advisement
Session Type: Presentation

Session Length: Regular Length (60 min)
Cross Listed Areas: trk-1599
ERP Systems: PeopleSoft
Platform Type: On-premise
Target Audience: All
Knowledge level: Basic
Tell us about you!: Roger Kaplan holds a BA from the University of California at Berkeley and an MA and Ph.D. from New York University. He is a former faculty member at Duke University and The Ohio State University. At the University of North Carolina at Chapel Hill, he began as an academic advisor and later became an Assistant Dean in Advising. In the Registrar's Office, Roger oversees the graduation process (from degree audit to diplomas), reporting and other special projects.
Sub-Categorization: Academic Advisement
Session Type: Presentation

Session Length: Regular Length (60 min)
Cross Listed Areas: trk-1599
ERP Systems: PeopleSoft
Platform Type: On-premise
Target Audience: All
Knowledge level: Basic
Tell us about you!: Roger Kaplan holds a BA from the University of California at Berkeley and an MA and Ph.D. from New York University. He is a former faculty member at Duke University and The Ohio State University. At the University of North Carolina at Chapel Hill, he began as an academic advisor and later became an Assistant Dean in Advising. In the Registrar's Office, Roger oversees the graduation process (from degree audit to diplomas), reporting and other special projects.

Speakers

Primary Presenter
Roger Jay Kaplan
Senior Assistant Registrar for Graduation, Reporting and Special Projects
University of North Carolina at Chapel Hill