10th Anniversary 1999 - 2009

Who’s Here and Who’s Not?Tom Hale & Joanna Hadley-Evans

Messiah College

General Announcements

Please turn off all cell phones/pagers If you must leave the session early, please

do so as discreetly as possible Please avoid side conversations during the

session Feel free to ask questions throughout the

presentation as well as at the end

Thank you for your cooperation

Class Roster Reconciliations

Identification of Problem Process of Creating the Application Demo of Self-Serve Application &

Registrar’s Process to Reconcile Opportunity for Questions & Answers

Identification of Problem

Online registration may result in some discrepancies, which need the collective intervention of faculty & the Registrar’s Office to solve

Incorrect student registration can cause complications for students in financial aid & billing, as well as end-of-term grading

Class roster review provides an opportunity to confirm the students enrolled in each class

Identification of Problem

Previous method included prompting instructors to submit emails with individual changes to rosters

e.g. “Tommy’s been in attendance of my ACCT 141 class since the start of the semester, please add him to list.” OR “I don’t know who Susie is – she’s never been in my class, please remove her from my THEA 120 list.”

Process of Creating the Application

Registrar’s Office needs three things from the classroom:

Students who are in the class but not on the roster

Students who are on the roster but not in the class

Free form information to build communication between the office and the classroom

Process of Creating the Application

Getting Buy-in from Faculty: Ease of use – roster check off, name look-

up, technology with which they’re familiar Formatted information – free form emails

sometimes generated more questions than answers

A process that can be followed up – all instructors, all classes

Process of Creating the Application

Limitations of the System: Not an attendance tracking system (chapel,

service learning, college honors) Registrar’s Office maintains control

Students’ responsibility Registrar’s Office proactivity

Limited window of opportunity Setting expectations – not interactive like

grade processing

Process of Creating the Application

Application Consists of Local Code: 1 script

Email information to Registrar’s Office and instructor

3 screens Class Roster Reconciliation Class Roster Reconciliation Review Confirmation Page

Based on the Class Roster Summary bwlkfcwl.P_FacClaListSum

Demo of Self-Serve Application

Faculty members are prompted with an instructional email to complete their class roster reconciliations to coincide with the final two weeks of our drop period (end of first third of our semester)

They have two full weeks in which to complete these reconciliations, after which point we turn the application off in our web control edits

Demo of Self-Serve Application

Submission of reconciliations is tracked through a spreadsheet of all instructors & their classes

As submissions arrive in Registrar’s Office email, names & CRNs are checked off the spreadsheet

Several days before application is turned off, the Registrar sends a reminder email to those instructors who have not yet responded

Demo of Self-Serve Application

From the Faculty & Advisors Tab in Self-Service Banner, faculty members are instructed to click on “Class Roster Reconciliation”

Demo of Self-Serve Application

Faculty members select the appropriate term, followed by CRN of their course

Demo of Self-Serve Application

In Section 1, instructors have the opportunity to review their roster & remove anyone who has not been in attendance of their class by unchecking the box under “Attends Class”

In our example, Huey A. & Louie A. Nephew have not been in attendance so the boxes associated with their names have been unchecked

Demo of Self-Serve Application

In Section 2, instructors have the opportunity to add anyone who has been in attendance of their class by double-clicking on their name

In our example, Minnie Mouse & Goofy A. Dog have been added

In Section 3, there is free form space for instructors to further comment before clicking on the “Next” button to arrive at the confirmation screen

Demo of Self-Serve Application

On the confirmation screen, instructors have the opportunity to return to the previous screen to make edits or to submit final changes to the Registrar’s Office

This screen also reminds them that the changes are not automatically processed through this submission, but rather that the Registrar’s Office will manually reconcile the rosters as requested

Demo of Self-Serve Application

The instructor & Registrar’s Office receive confirmation emails

Registrar’s Process to Reconcile

Changes are made to student record in SFAREGS & applicable fees assessed in SFAEFEE

Email is sent to student, instructor, and student’s advisor indicating that a change was made to their registration, including any fee assessments & a reminder of their responsibility for their own schedules

Opportunity for Q & A

Questions ? Comments ?