Planning Meeting Minutes
Date: Thursday, August 17, 2006 Conference Line: 877-326-2337
Time: 1:00PM - 2:00PM CDT Conference ID: 7401279
Duration: 1 Hour
Customer: University of Wisconsin - Oshkosh (Oshkosh, WI)
Customer Attendees: Scott, Julie, Laura, Chris, Margie, Beth, Rick, Lisa
PSI Attendees: Project Manager - Melissa Markert; Project Manager Coordinator - Megan Hild
Purpose: Begin planning activities and discussion of process for workflow and indexing.
Implementation Weeks:
PeopleSoft 8.8 & C-Tree (Unix)
Implementation & Training
· Determine Implementation Dates - October 2nd
Financial Aid
· Call Meghann re: script.
o The CSV file is being written, but there is no data being created within the document.
Department Overview
· Dept size and roles
o Registrar
§ 5 Roles
· Registration Unit - Add/Drop/Course Registration
· Transcripting & Record Unit - Grade/Transcripts
· Veterans Office & Scheduling, Bulletin, Course Catalog
· Credit Examiners - Perform credit checks
· Administration - Administration & Troubleshooting
§ 12 Full Time People - Some Student Workers
o Admissions
§ Multiple resources within the Admissions department.
§ Process all undergraduate applications
§ Admissions decisions for Transfer, Special, and Freshman applicants
§ Process transfer credits
§
§ New & returning student file creation is started in Admissions. Depending on the type of applicant, the file may move to Registrar.
§ The permanent student file (Vault File) is created in Admissions and continue to have access to the file at various points during the applicant lifecycle.
§ At some point, the documents will be transferred to Registrar for future processing.
· Division of work
· Document access
o In Admissions, Student Status Examiners work Transfer or Freshman files. Any questionable decisions go to the Assoc. Director or Director for further review.
o Counselors are not involved in the Admissions decisions although they may need access to files.
o The Transfer Director would need access to all Transfer files and other related documentation.
o All Admissions resources can access all documents even though they may not be part of the workflow.
o The Registrar Office staff may also see all of the documents.
o There may some limitation on what documents student workers may see.
· Document volume
Current Process Review
· Basic process walk-through
Transfer, Freshman, & Re-entry Students
· E-Apps FTP & Paper Application Received
o E-App is a text file. When these files are received, the file contains information for multiple applicants. There is a unique identifier on each document that determines when an application starts/ends.
§ Some of the data is created in PeopleSoft when the E-App is loaded.
§ These files would need to be moved into ImageNow.
o Paper applications are received via mail or walk-in, etc.
o Admissions is handling both of these processes. They are in the intake for new applicants.
· Processor views files
o A processor understands the application process and is viewing the file.
o With electronic applications, they are loaded directly into PeopleSoft and reviewed to ensure all of the fields are populated.
o Any corrections are made.
o The paper application information is entered into PeopleSoft.
o The Processor may contact the student directly for more information.
· Is the student a re-entry
o An existing PeopleSoft record would determine if the student is a reentry.
o There is a field on the application that the student can indicate if they are re-entry.
o The vault folder is for re-entry students. The department already has a file for the particular student - ie: original application, transcripts, other documentation, etc. Also contains any other documents associated w/ the student from the time they attended earlier.
o The vault folder is the student’s permanent file for the University.
o If an existing vault folder is found, the folder is pulled by Admissions. They are contained in a filing cabinet and filed by alpha.
o The file then goes to the Registrar Office for matriculation and activation. Registrar takes care of re-entry students. Admissions just verifies that the data is entered into PeopleSoft. The file is walked across the hall.
o When the file is sent to Registrar, it is placed on a desk - one person handles all of these files.
o The file is then filed by term & alpha in Registrar.
o For people that are suspended, they are pulled aside in a special file folder.
· Is the student a transfer student
o Student file enters transfer admission process.
§ Note: An additional process for transfer is in process of being created.
o Is the student admitted, the file goes to the Registrar Office for activation.
o If the student is NOT admitted, the file sits for a term and then goes into a “dead” file. The files are kept for 2-years.
o Before the file goes to Registrar, the file is matriculated & term activated via Admissions. This is the same for Special Students as well.
o The file is complete when the Application, Fee, Transcripts, etc. are received. Once the file is complete, an admission decision can be made.
o Once the student is admitted, a transfer credit evaluation is performed before the matriculation and term activation. This is performed in the Admissions office.
o Registrar Office contacts student for Titan transfer day. The student attends and the student enrolls. The file is then in Registrar Office.
· Is the student a CAPP student
o High-school students that take college level courses during high-school. The application comes in as packets from the instructor.
o The files are created in PeopleSoft in Admissions, and the Registrar Office enrolls them.
o The files are only kept for 3-years. A transcript is created, but the application is not kept.
· Is the student a new Freshman
o The student file enters new Freshman processing.
o For Freshman, an Application Fee, High-School Transcripts, and ACT/SAT scores are required.
§ ACT/SAT scores primarily come in as an electronic load into PeopleSoft. There are some paper copies received.
o Some Freshman applicants may take college courses during High-School. They are still considered new Freshman. They are evaluated for transfer credits.
o Admissions admits and matriculates the student.
o The Registrar Offices receives the Odyssey attend list. Odyssey is the orientation program. The list identifies the number of students attending orientation.
o A paper file is then created in the Registrar office.
o The Registrar folder is used as an advising folder.
o When the student graduates, the Registrar folder is combined with the vault folder. There are 2 folders used for continuing students … vault & advising folder.
§ In ImageNow, one Drawer will be used to house documentation for both folders.
o If the student does not attend, the Admissions file is held for 2-years. The Registrar file is kept for a semester.
Student Cancellation or Withdrawal Process / Student Late Add or Drop Process
· Cancellation or Withdrawal Form OR Late Add or Lat Drop Form received in Registrar Office
o A form is used for withdrawal and is completed in the Registrar Office once the student contacts the department. The form may also be completed in the Admissions Office.
· An update is made in the SIS (Student Information System) in PeopleSoft.
· A multiple copy form is distributed between 4 other Administrative Offices.
o Registrar keeps the original.
o One copy goes to Financial Aid, Cashier Office (billing services), Residence Life, and Admissions.
o Other departments needing access to Financial Aid will have access into ImageNow. A separate drawer will be created so they can only access certain documents. This will probably be the Student Temp Folder (Drawer).
o For the Late Add/Drop Process, a copy goes to Cashier Office and Department/Instructor.
· Document types to be scanned/linked
o Already submitted to Melissa (Yea!)
· Entry points (mail, email, fax, internet)
o Mail
o Internet
o TXT File
· Host application screens used
o In Progress (Woo hoo!)
· Process exceptions
Requested Deliverables
· (list here)
Questions
· (list here)
Next Steps
· Schedule 2nd Planning Call - Thursday, August 24th at 1:00PM CDT
University of Wisconsin - Oshkosh August 17, 2006 Page 1 of 4
1st Planning Meeting Minutes