1. 1© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Report from the Trenches
Finding and Fixing Problems Two Years In
Evelyn Roach & Josh Whitlock
East Tennessee State University
April 11, 2015
Session ID 12299

2. 2© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Topics that will be covered
• Issue encountered
• Transit output
• Argos error reporting
• and even getting the IT folks involved

3. 3© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Issues encountered
• Notes
– what notes do I enter here and do I want the student to see the notes
• Substitution
– volume
• Who should have access
• Why should I use this tool
– we have so many
• Trust
• Error on the student record
– Missing concentration, missing minor
– Wrong major
– Learner record conflict

4. 4© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Solutions
• Created Degree Works issue committee
that meets weekly
• Visit all department meetings and address
issues of concern but also show the
possibilities of the software
• Market to the students
• Prove the naysayer wrong

5. 5© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Role of the DW Issue Committee
• Identify and document issue sent in by
students/advisors
• Fix problems before they are noticed
• Recommend policy change that will
align DW with what the institution
wants to accomplish
• “Micro manage”

6. 6© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
TBR Feeder Schools
ETSU
Northeast
Walters
Pellissippi
Cleveland
RoaneVolunteer
Motlow
Chattanooga
Austin
Peay

7. 7© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Adding Attributes to Gen - Ed

8. 8© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Substitutions
• Students had no way of seeing the
substitutions received so they end up
doing extra courses, mostly in Gen Ed.
– With DW this issue will be solved. Wrong
– We had a tub of substitution forms that
someone had to input. Mostly involved
Gen Ed.

9. 9© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Electronic Substitution Form (jot-form)

10. 10© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Exception Access
• Initially only the graduation analyst
• But have now opened up the process
to allow certain advisors to have
access after training

11. 11© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
User with Exception Access

12. 12© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Pivot Table of Substitutions

13. 13© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Petitions – Used by one department only

14. 14© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Managing Petitions

15. 15© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Transit Output
• How often do I review this data?
• Who should review this data
(Functional or Technical users) ?
• What is our definition of Functional
and Technical users in terms of DW ?

16. 16© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Transit Output

17. 17© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
RAD 30 – Student Action log
Number of
Errors found
in this extract

18. 18© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Grade Error

19. 19© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
• Using Argos to generate a report of error messages
Rad 30 Error Report

20. 20© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Banner Form affected

21. 21© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Look at the RAD 30 EQUIV extract carefully

22. 22© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
What we now know
• Transit Reports
– Can identify errors in the Banner student bridge
– Shows which forms in Banner the error stems
from
– Modify Surecode if this is a global error - such
as a missing grade code
– Help identify changes during testing

23. 23© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Getting IT involved
• Do your research
• Provide as much information as possible
• Document your request
• Use the Commons
• Provide a deadline
• Have campus wide support for the software

24. 24© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
• Report on student accepted to Grad School
but have not posted undergrad degree
• Identifying students who need to file to
graduate based on percentage complete
• Identify students who lack concentrations
• Report on repeat process
– Physic 3010 D + taken Spring 2012
– Physic 3010 W taken Spring 2013
• W marked as included. Generate report to see how
many other students had the same issue.
Reports generated as a result of Degree Works

25. 25© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Marketing Efforts

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27. 27© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Degree Works in the Portal

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30. 30© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Changes to our Graduation Office
• Students can request change of catalog to use Degree
Works fully.
• Degree Works is now the major/minor sheet for students
filing intents.
• Clarification of policy to reflect what is displayed on
Degree Works
• Substitutions are loaded as soon as we receive the
request.
• We customized the audit to have a signature line for
students and advisors on the PDF printout.

31. 31© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Current Challenges
• SEP
• Getting to understand error messages
• Advisor expectations
• You know I wish Degree Works would…..
• Student expectations
• My Degree Works is not showing ….
• Report
• Can Degree Works track……

32. 32© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Questions & Answers

33. 33© 2015 ELLUCIAN. CONFIDENTIAL & PROPRIETARY | Session ID: 12299
Thank you!
Dr. Evelyn Roach
Degree Audit Specialist
Office of the Registrar
East Tennessee State University
roache@etsu.edu
Please complete the online session
evaluation form.
Session ID 12299
Josh Whitlock
Director of IR Applications & Data Systems
Office of Institutional Research
East Tennessee State University
whitlocj@etsu.edu