Phil Farinholt Registrar IIPS Conference July 2014 Based on our logo and location, we had to be a shell college!

Why shells? Fewer sections to create.Fewer sections to create. Financial Aid could pay once for whole semester.Financial Aid could pay once for whole semester. College could be more flexible on time spent on each module.College could be more flexible on time spent on each module. Students can complete and receive credit for additional modules.Students can complete and receive credit for additional modules.

The downside…. Shells don’t satisfy prerequisites!Shells don’t satisfy prerequisites! Students and faculty have to be educated as to how to translate DMA needs into DMS courses.Students and faculty have to be educated as to how to translate DMA needs into DMS courses. Faculty enter DMS grades in WebAdvisor but the Registrar’s Office has to post DMA grades by completing a full screen of data (NCWS).Faculty enter DMS grades in WebAdvisor but the Registrar’s Office has to post DMA grades by completing a full screen of data (NCWS). My office enters approximately 1200 DMA’s every 4 weeks during the semester requirement about 100 man hours.My office enters approximately 1200 DMA’s every 4 weeks during the semester requirement about 100 man hours. Colleges receiving our transcripts don’t understand how DMS and DMA’s are posting on transcripts.Colleges receiving our transcripts don’t understand how DMS and DMA’s are posting on transcripts.

The Current Process Students register for shell courses based on how many DMA’s they need with a maximum of 4 per semester.Students register for shell courses based on how many DMA’s they need with a maximum of 4 per semester. The math department can adjust schedules for the first days of the semester.The math department can adjust schedules for the first days of the semester. The math department determines which DMA’s are needed based on placement testing and previous completions of modules.The math department determines which DMA’s are needed based on placement testing and previous completions of modules.

The Current Process (cont.) A “cloud” document is created that lists every student and the modules they need that semester.A “cloud” document is created that lists every student and the modules they need that semester. Every 4 weeks, faculty update the “cloud” with a CC, RR, or NR grade.Every 4 weeks, faculty update the “cloud” with a CC, RR, or NR grade. The Registrar accesses the cloud and prints grades for that 4 weeks and distributes to staff for input into NCWS.The Registrar accesses the cloud and prints grades for that 4 weeks and distributes to staff for input into NCWS. Careful attention has to be given to grades from previous 4 weeks as they often change due to retesting.Careful attention has to be given to grades from previous 4 weeks as they often change due to retesting.

Sample of Cloud Document

Sample of NCWS Screen

And then NCRS….

The Future Process NCCCS is developing an upload process.NCCCS is developing an upload process. Colleges will create a database to match the data needed for import.Colleges will create a database to match the data needed for import. Every 4 weeks, grades will be uploaded directly into the NCWS screen.Every 4 weeks, grades will be uploaded directly into the NCWS screen. Additional data field may have to be entered manually.Additional data field may have to be entered manually.

Questions?