One Year Under Our Belt:Self-Reported Academic RecordSession A4Gregg Perry, Thomas Skottene & Nancy WalshOffice of Undergr...
Agenda• Introduction• History• Reasons for Moving to SRAR• Technical Aspects• User Experience/Common Errors• 2013 Enhancem...
IntroductionGregg Perry  Associate Director, RecruitmentThomas Skottene  Associate Director, Data ServicesNancy Walsh  Sen...
Historical Perspectives of the SRAR
S RAR            TM                        B a c kg round• Self-Reported Academic Record  – Used by University of Californ...
Why S R A R ?• Staffing issues• Large administrative savings   – 7,000 vs. 30,000+ transcripts, automation possibilities• ...
S R A R Tim e lim e• Trial Run, 2011  – All freshman applicants with international credentials & applicants from    Glenbr...
Technical Perspectives of the SRAR
H ig h L e v e l                 Te c h n i c a l•           C o n s id e r a t io n s    Easy to use     – Our applicants...
Eas e of Us e•   The SRARTM is a web form     – Familiar Design         • applicants are used to it     – Flexible        ...
U s e r Te s t i n g R e s u l t s• Our initial approach was too process-centric   – i.e. what Admissions needed to get ou...
In t e g r a t io n w it h o u r          S ys te m s• Banner  – Illinois has used Banner as our main university wide data...
How It Was Before                                   Print out           Banner                              relevant mater...
How It Is Now                              Import relevant data               Banner            (our Student              ...
S R A R TM             B a n n e r ( S IS )•               In t e g r a t io n    Pulling Data    – Identity       • Login...
S c re e ns hot of         B a nne r S ta tus P a g e               – With open SRAR link                                 ...
Tw o S e r v e r s Passes the Applicant’s   Identify Securely
V o l u m e /L o a d• A very large portion of applicants procrastinate  and submit very, very close to the deadlines  • 10...
U n in t e n d e d           C ons e que nc e s• The Urbana admissions office releases the decisions  twice a year   – Mid...
Tw o In t e r f a c e s
S e c u r it y C o n c e r n s• Concerns   – Physical damage       • Fire       • Tornadoes   – Electronic break-in attemp...
A u t o m a t io n• Identify matched based on application ID   – We now know which “John Smith” logged in• Data as data an...
Tr a n s p a r e n c y• Stored in database – not paper• Audit points  – Who did what when?     • Users     • Tasks     • D...
Functional Perspectives of the SRAR
U s e r E x p e r ie n c e• User-friendly form; dropdown menus• Very important that applicants read ALL the  instructions•...
C ommon Us e r                E rrors•   Ignoring directions•   Not entering senior year courses•   ‘Creating’ their own g...
2 0 13 E n h a n c e m e n t s•   Tweaking directions•   Designated area for senior year courses•   Edit option in extreme...
A d va nta g e s• Easier application process for applicants &  counselors• Applications complete much sooner• Solved some ...
D is a d v a n t a g e s• Need to get the word out better; received too  many high transcripts• Applicants not following S...
Ve r if ic a t io n P r o c e s s• Official final transcripts needed by July 10th deadline.• If final not available by dea...
S umma ry• History – why we moved to SRAR• Technical – how was it created?• Functional – how did it work from user &  Admi...
Feedback/Questions & AnswersGregg Perrygperry@illinois.eduThomas Skottenetskotten@illinois.eduNancy Walshnjwalsh@illinois....
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
Upcoming SlideShare
Loading in …5
×

A4 One Year Under our Belt: Self-Reported Academic Record at Illinois

472 views
397 views

Published on

Staff from the Office of Undergraduate Admissions at the University of Illinois at Urbana- Champaign will recap the implementation of the Self-Reported Academic Record (SRAR) for its 2012 freshman applicants. Common user questions and errors will be discussed as well as enhancements to the process for 2013. High school counselors are encouraged to attend to learn how to best assist their students in completing the SRAR, as well as other colleges/universities who may be interested in implementing such a system.

Published in: Education, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
472
On SlideShare
0
From Embeds
0
Number of Embeds
2
Actions
Shares
0
Downloads
4
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

A4 One Year Under our Belt: Self-Reported Academic Record at Illinois

  1. 1. One Year Under Our Belt:Self-Reported Academic RecordSession A4Gregg Perry, Thomas Skottene & Nancy WalshOffice of Undergraduate AdmissionsUniversity of Illinois at Urbana-Champaign
  2. 2. Agenda• Introduction• History• Reasons for Moving to SRAR• Technical Aspects• User Experience/Common Errors• 2013 Enhancements• Pros/Cons• Verification Process• Summary• Feedback/Q & A
  3. 3. IntroductionGregg Perry Associate Director, RecruitmentThomas Skottene Associate Director, Data ServicesNancy Walsh Senior Associate Director, Operations
  4. 4. Historical Perspectives of the SRAR
  5. 5. S RAR TM B a c kg round• Self-Reported Academic Record – Used by University of California system, Georgia Tech, Rutgers, and others – Freshman applicants self report their academic record – Self-reported data is used to process & review applications – Once applicants accept their offer, final transcripts are checked for discrepancies
  6. 6. Why S R A R ?• Staffing issues• Large administrative savings – 7,000 vs. 30,000+ transcripts, automation possibilities• Enhanced Customer Service
  7. 7. S R A R Tim e lim e• Trial Run, 2011 – All freshman applicants with international credentials & applicants from Glenbrook North High School• All In, 2012 – All freshman applicants required to submit SRAR
  8. 8. Technical Perspectives of the SRAR
  9. 9. H ig h L e v e l Te c h n i c a l• C o n s id e r a t io n s Easy to use – Our applicants – Internal users• Integrate with our systems – Banner – our Student Information System (SIS) – eAdmitTM• Volume/Load – Handle current and expected future volume, including peaks around deadlines• Security Concerns• Utilize new possibilities – Automation – Transparency – Archiving
  10. 10. Eas e of Us e• The SRARTM is a web form – Familiar Design • applicants are used to it – Flexible • able to make changes quickly – The Regular Application Form is also a web form, though separate – Applicants need no special system requirements • Some schools reported very old browsers and could not submit – Warnings • When applicants do something unexpected such as not filling in all four years for coursework – Errors • When applicants make errors such as leaving required fields blank
  11. 11. U s e r Te s t i n g R e s u l t s• Our initial approach was too process-centric – i.e. what Admissions needed to get our process done• Applicants will guess and make (false) assumptions if they are not allowed to choose exactly what they expect/want – Drop downs have more options now • Even if we internally strictly don’t need it – Places for information we don’t really need • Applicants will find a way to give it to us anyway
  12. 12. In t e g r a t io n w it h o u r S ys te m s• Banner – Illinois has used Banner as our main university wide data repository and student information system since 2003 – Banner is a 3rd party tool made by Ellucian (Previously Sungard, previously SCT, etc…) – Banner is housed and controlled by Central IT – Gives Admissions very limited power over functionality and look and feel• eAdmitTM – eAdmitTM - Internal application processing system – Workflow and data repository for most internal admissions processes
  13. 13. How It Was Before Print out Banner relevant materials (our Student Paper manila folder Information System) Enter decision back when review was doneOnline Web Other paperApplication Test Scores Transcripts forms Form Electronic Paper
  14. 14. How It Is Now Import relevant data Banner (our Student eAdmitTM Information System) Push back data Online Web Other electronic Test Scores SRARTMApplication Form forms Electronic
  15. 15. S R A R TM B a n n e r ( S IS )• In t e g r a t io n Pulling Data – Identity • Login & PIN • Pre-logged-in credentials – Previous Schools information from application• Push Data – Academic calculations such as GPA – Language Other Than English (LOTE) – Pattern
  16. 16. S c re e ns hot of B a nne r S ta tus P a g e – With open SRAR link Message box telling applicants items are missing. Link directly to SRAR form. Pre-logged in. No need for username or PINSelf-Reported AcademicRecord
  17. 17. Tw o S e r v e r s Passes the Applicant’s Identify Securely
  18. 18. V o l u m e /L o a d• A very large portion of applicants procrastinate and submit very, very close to the deadlines • 10,000 applications in one week prior to November 1• We received no complaints of slow or non- responsive SRARTMs during the peak times
  19. 19. U n in t e n d e d C ons e que nc e s• The Urbana admissions office releases the decisions twice a year – Mid-December – Mid February• In the last two years the Central IT’s Status Page crashed during the December decision release• Admissions Status page stayed up – creating an alternative way for users to see their decision
  20. 20. Tw o In t e r f a c e s
  21. 21. S e c u r it y C o n c e r n s• Concerns – Physical damage • Fire • Tornadoes – Electronic break-in attempts • None have been successful• Solutions – Data is backed up daily and in different locations • Not possible or practical with paper – Data is stored in a server room with heightened security procedures • Our paper files were not as safe as we would have liked
  22. 22. A u t o m a t io n• Identify matched based on application ID – We now know which “John Smith” logged in• Data as data and not text! – Academic calculations – Pattern analysis• Aggregate information – Number of As, Bs, Cs, etc.• Sorting – Subject – Chronological – By grades, requested
  23. 23. Tr a n s p a r e n c y• Stored in database – not paper• Audit points – Who did what when? • Users • Tasks • Date stamps• Reporting – Data as data • Avg amount of As
  24. 24. Functional Perspectives of the SRAR
  25. 25. U s e r E x p e r ie n c e• User-friendly form; dropdown menus• Very important that applicants read ALL the instructions• Must have transcript with them when completing• More work, 60-90 minutes• Can log back in to review submitted SRAR
  26. 26. C ommon Us e r E rrors• Ignoring directions• Not entering senior year courses• ‘Creating’ their own grades by averaging semesters• Did not convert number grades to letters• Entering all grades available (quarter, semester, year)• Not entering grades at all when present on transcript• Incomplete SRARs
  27. 27. 2 0 13 E n h a n c e m e n t s• Tweaking directions• Designated area for senior year courses• Edit option in extreme situations• Academic credentials site• Internal view improvements
  28. 28. A d va nta g e s• Easier application process for applicants & counselors• Applications complete much sooner• Solved some staffing issues• Automation of data
  29. 29. D is a d v a n t a g e s• Need to get the word out better; received too many high transcripts• Applicants not following SRAR directions; manual follow-up needed• Some technical issues on applicants’ end• Verification/rescind process?
  30. 30. Ve r if ic a t io n P r o c e s s• Official final transcripts needed by July 10th deadline.• If final not available by deadline, 9-11 transcript is required.• Staff will verify transcripts against SRAR.• Suspected embellishment will be reported to review chair. Poor senior year performance will also be reported.• Chair will review information & determine if offer should be rescinded. Student will be notified if offer is rescinded.• If no documentation is received by deadline, admission offers will be rescinded. Students will be notified by end of July.
  31. 31. S umma ry• History – why we moved to SRAR• Technical – how was it created?• Functional – how did it work from user & Admissions perspective?• Pros/Cons• Verification Process
  32. 32. Feedback/Questions & AnswersGregg Perrygperry@illinois.eduThomas Skottenetskotten@illinois.eduNancy Walshnjwalsh@illinois.edu

×