Transcript Document 7750045

THE WHOLE BALL OF WAX
Virginia Johns,
Associate Registrar, UCSB
Patrick McNulty, The Other
Associate Registrar, UCSB
CUMREC, 2000
UCSB
University of California at Santa Barbara
20,000 Students, about 17,000
Undergraduates
Degree Clearance in the Office of the
Registrar
5000 Graduates per year
Slowly, and With Care
DEGREE AUDIT AT UCSB
About 80% have transfer units towards
degree
Admissions “Profile” is a paper document
in the Student Folder
Degree Audit must include online transfercourse detail
Articulated with our courses and degree
requirements
WHY WE DID IT
Student Service and office functionality
“Client-Server” was an administrative
requirement.
Admissions Office was our customer.
Some money, some encouragement, but
no mandate.
WHY WE’RE TELLING YOU THIS
This is not a recipe, but suggestions for a
menu.
Problem aspects and our solutions
File Relationships
System Features
WHERE WE ARE
All the pieces work (except Phase 2, of
course…)
The pieces talk to each other.
The Players are playing together.
No computer stress tests as yet.
DARWIN (DARS C/S)
We were very early.
Darwin now has happy customers.
We should have done the mainframe
version first.
Redundancies with Darwin:
 Our customer’s demands.
 They didn’t have it yet.
 We didn’t know it.
ADABAS: HOME-GROWN SYSTEM.
GOOD FUNCTIONALITY.
NOT EASY TO TALK TO.
DARWIN: DARS(C/S) IN SYBASE
AND POWERBUILDER.
ADABAS/
MVS
DARWIN
TEAS – TRANSFER EVALUATION
AND ARTICULATION SYSTEM
Lets our Admissions Evaluators have hands-on
control of transfer credit.
Examine multiple transcripts and UCSB work to
select among transferable courses.
Preserves an online archival “Student Profile”
Enables Evaluators to advantage the student
while staying within the rules.
Computerizing a very human process.
TEAS: TRANSFER EVALUATION AND
ARTICULATION SYSTEM
TTS
TTS: TRANSCRIPT TRACKING
SYSTEM
TEAS
ADABAS/
MVS
DARWIN
TTS – TRANSCRIPT
TRACKING SYSTEM
Keeps track of where the transcript is, why it’s
here, and what should happen to it.
Are all transcripts here for this student?
Getting the transfer-course detail online:
 Manual Keying
 Speede
 OCR – Optical Character Recognition (Phase 2)
KEY
ENTRY
SPEEDE
OCR
ASSIST
TTS
ADABAS/
MVS
TEAS
DARWIN
DATA FLOW SUMMARY
 Get transfer courses online, matched with institution info
 Admissions Evaluators examine the combined transfer
credit over all institutions
 A/E’s mark transferable courses, select from
redundancies
 Run articulation using Darwin
 Examine output and perhaps “certify” it.
 Transfer work will now be used by Darwin for
subsequent degree-audits
CERTIFIED TRANSFER WORK IS NOW
AVAILABLE FOR FUTURE DEGREE AUDITS.
KEY
ENTRY
SPEEDE
OCR
ADABAS/
MVS
TTS
TEAS
ARTICULATION
AGREEMENTS
DARWIN
ARCHIVED
PROFILE
TRANSCRIPT STATUS
VALUES:
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U-Transcript unloadable, see transcript error listing.
X-Missing crosswalk institution entry, or invalid institution type.
M-Missing institution in Master Reference tables.
O-Other data missing or in error, see transcript error listing.
P-Transcript requires Perm number.
D-Data entry in-progress
R-Transcript ready for loading into TEAS format.
L-Transcript loaded into TEAS format.
E-Evaluation initiated
C-Evaluation completed/certified
A-Transcript archived.
DEGREE
REQUIREMENTS
THE STUDENT CAN NOW
REQUEST AND RECEIVE A
DEGREE AUDIT VIA THE WEB.
ADABAS/
MVS
EXCEPTIONS
DARWIN
ARCHIVED
PROFILE
DEGREE
AUDIT
VIA WEB
THE WHOLE BALL OF WAX
ASSIST
KEY
ENTRY
SPEEDE
OCR
DEGREE
REQUIREMENTS
TTS
TEAS
ARTICULATION
AGREEMENTS
ADABAS/
MVS
EXCEPTIONS
DARWIN
ARCHIVED
PROFILE
DEGREE
AUDIT
VIA WEB
QUESTIONS OF SCALE
20
200
20,000
QUESTIONS OF SCALE
20 RULE WRITERS, COURSE KEYERS,
AND OCR RUNNERS.
200 EXCEPTION MAKERS
20,000 AUDIT REQUESTORS