Operations Reports and Activities

Who we are: Kimberly Mayfield – full time staff and oversees all duties Joyce Lessig – part time staff with USSS. Helps with creating rules for regional campuses and footprint issues. Also processes duplicate test credit report. Supervised by USSS Chris Mandeville – contract worker for USSS, helps update/create/format reports for IUIE

Who we help: All IU Campuses with a specific focus on regional campuses Regional campuses are:

o IU Easto IU Kokomoo IU Northwest o IU South Bend o IU Southeast

IUPUC is part of IUPUI but we still assist with helping them with issues. Complicated relationship and feelings on this issue.

Weekly Activity: TES Export – Kimberly runs reports

o Processing equivalencies and creating ruleso Joyce main processors. Kimberly is backup when neededo Approximately 2000 rules a month are processed for regional

campuses

Process issues and requests from campuseso Trying to get them to send emails to UTO but not working so well o Most sent to Kimberly

Transfer Credit Footprint Issues – worked weekly by Joyce o Shared between USSS and UTOo Joyce main person who processes

Semester Reports (Fall and Spring): Duplicate Credit Report – once a month

o Not in IUIE yet (waiting since Spring 2016)o Test and Transfer credit o Transfer credit report processed by Kimberly – Spring 2017 had

285 records, Fall 2016 had over 500.o Test credit processed by Joyce – Spring 2017 had almost 3000

records

Ivy Tech Multiple posted credit – once a month o Find students who are receiving duplicate credit because more

than one Ivy Tech transcript from multiple campuses are posted. o Last time had to sort through 62 records

Ext Org Data Audit (subject and course) – Every 4 months o IE_SIS_ADM_EXT_ORG_DATA_AUDITo Check effectives dates for errorso Could go beyond effective dates in future – find typos o Processed by Kimberly

Academic Program Report – Every 4 monthso IE_SIS_ADM_PS_ACAD_PROG_TBLo Check to see if new program has been added at a campus.o If new program, will have to update Program/Source

Equivalencies in SIS o Processed by Kimberly

Zero Credit Report – Every 4 monthso IE_SIS_ADM_TRNFR_CRS_STUD_DTLo Find student who have courses posted worth zero credito Could be by accident due to automated process, because the

course is a lab, or IU o doesn’t accept it and the transfer specialist left is blank. o Processed by Kimberly

100-200 Level Rules Issue Report – Every 4 monthso IE_SIS_ADM_ARTICULATION_RULE_LOOKUPo Check to see if rules set up in SIS follow policyo Set up process to see if issues were fixed (not created yet)o Complied by Kimberly and sent to each campuso First run:

Collection and interpreting UTO operations stats – On the first of each month o How many rules have been created for certain time periodso How many students were used the rules vs didn’to What else should we know?

Yearly Reports:

CLT Reviewo Wait on Commission to make their updateso In 2016 we started the process in August, 2017 started end of Julyo Processed by Kimberlyo IUPUC not in CTL so no processing needed.

Projects Ongoing:

Find missing rules from SIS that should be in TES and vice versa – No schedule/no activityo Still searching for best practiceso Kimberly main person working on project but also uses information

from Joyce and Chris

Find missing policies and statements – No schedule/no activity o Create more structure and consistency within transfer credit o Assist transfer specialists with their jobso Kimberly main person

Learn the online process to better assist students – No schedule/no activity

o Mainly Kimberly Learn how advisors deal with and manipulate transfer credit – No

schedule/no activity o Mainly Kimberly

Report for Batch Load process – waiting for Chris o Chris has run first try through Test Instanceo Kimberly does testing after Chris has created reports and

spreadsheetso Once this is finalized Kimberly will be main person to run this

report and get it processed

o Updating Ext Org data also occurs when issues are found. Chris sends spreadsheet to Kimberly who updates info

Transfer Specialist Guidelines – No schedule/no activity o Finalize and send to transfer specialists o Created by Kimberly

CTS and TES maintenance– No schedule/no activity o Audit rules to find discrepancies o Not very active project

Yearly Visits to each regional campus – May was a good time o Check in with transfer specialists and see how they are doingo Only with transfer specialists because I want to know about

their issues and not admissions as a whole just yet.o Might need a second visit or multiple meetings if we add all of

admissions o Get the best results when no one else is there to push their

own agenda

Waiting:

Report that pulls all test credit posted and process by term – No schedule/no activity

o Not created o Right now only report is for duplicate test credit o Run by Kimberly

Clean up Rules created with IU Courses that don’t exist o Courses exist in IU Catalog that were never taught or taught

years ago and then were used in rules o Report could find Max term offered and we send those for

reevaluation. Still in testing

Duplicate transfer credit and duplicate test credit report – waiting for Todd

o Needs to have IUIE report created by Todd Woodruff. Once created Kimberly will run report when needed

o USSS and Todd Woodruffo Added Ivy Tech to this listo Suggested run more than once a semester

NTRN rules (first run sent April 20, 2017) – No schedule/no activityo Pulled all NTRN rules set up in SIS and make sure they were

not made due to the oversight when creating rules through the SIS report from posted credit

o Do we need to make this a regular report?o Run by Kimberly

Equivalency Table report that is actually searchable and more user friendly – No schedule/no activity

o Not created o Better understanding needed in which IU Courses are the

equivalent Evaluate Rules set up for Single Catalog Institutions – No schedule/no

activity o Ivy Techo Chicago City Collegeso Purdue Calumet and NCo Kentucky Comm & Tech Colleges o Baker Colleges o Davenport University o DeVryo Maricopa CCo Ohio University o more to come

Plan for reevaluation of rules after a certain time period – No schedule/no activity

o All rules created need to be reviewed on a regular basis, every 3 or 5 years?

o What standards are we going to followo What process should be set up, TES?o What communication process are we going to use

Troubleshooting student records – No schedule/no activityo Is there more we can do to help campuses find the student’s

records that have to be fixed Already pull duplicate credits but is it pulling enough Missing credits or calculations don’t match Find missing articulations but is there more to do there

Setting rules up by program – No schedule/no activityo Will be very labor intensive. Run in test instance first

o Allow rules to be set up by program which will decrease manual processing

TES Exports – better ways to use – No schedule/no activityo Explore Course List Reports, Course Change Explorer, Export

Options and Groups to see what we can use to make the process more efficient

Clean up of Ext Org ID’s so there are not multiple ID’s for one campus – No schedule/no activity

o Too many ID’s for the same institution causing issues Rules only under one ID Applicant’s choose ID’s that are not used anymore Too many options on CTS

o Probably should be done by USSS Need a procedure manual for how to process transfer credit and other

areas – No schedule/no activity o What happens at USSSo What if there are no ruleso What can you articulate without sending to department or

advisoro What is the process for getting credit evaluatedo How much should be posted and what should happen with the

leftovers o OnBase SIS unofficial transcript etc.

Yearly meeting between all transfer specialists – Hopefully soon though no activity at the moment

o Preferablyinpersonsotheycanallmeeteachothero Create support network for specialists who don’t have a

backup or anyone else on their campus who do what they doo Learn more about issues each campus faces and figure out

how to fix them by the people who know it best o Possibility to create uniformity between campuseso Learn best practices and create a uniform procedure everyone

will follow o Maybejustregionalcampuseso Maybe bring in USSS for part of it

Student Undergraduate Program Summary doesn’t match Indiana University Undergraduate Summary – No schedule/no activity

o Why is this issue happening?

o Is there a way to find these issues before advisors?o “It may be more of a registrar problem as the totals are

affected by more than just transfer and tests credits, since the repeat rules and special IU credits can also mess with it. We just hear about the ones connected with transfer/test credits.” Joyce

o Kimberly is following up on this issue, not active Test Credit Rules – No schedule/no activity

o Currently only able to be updated by on person from USSS (Jenni Webb-Kellermeier)

o Not standardizedo Spreadsheets are hard to fill outo Some campuses don’t even know what rules are already set

up Appeals Process for transfer credit – No schedule/no activity

o Some campuses have an appeals process on their website, most don’t

o What does a student do when their credit doesn’t come in how they think it should.