OnLine Student Registration Override Request System

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On-Line Student Registration Override Request
System

• GTAAN Technology Committee
• EIS/OIT Banner Technical Group
• Registrars Office
• GT Best Practices
• March 22, 2006

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What is the purpose?

• To give students a central location for making
  requests for permits, etc.
• To give departments an easy mechanism for
  approving, denying, and tracking requests
• To provide automatic e-mails to students
  regarding the requests
• To provide data to track advisors time

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Utilizing Banner

• Important to write this process within Banner and
  web self-service
• Forms , database triggers, and 1 process to be
  set up in Banner
• Web pages for students to utilize
• All written to conform to Banner standards

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Who Is In Control?

• This process was written to provide as much
  flexibility as possible for the academic
  departments
• Departments will run processes and update forms
  to set up this process

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Registrars Office sets these dates so that no
one can make a request after registration has
closed. Also determines how many days worth of
information can be viewed by students on the web.
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Process is run by each department with
information specific to their needs.
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Specific to subject code and override type.
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Can be specific to each course, even down to the
CRN level
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SFASRPO (Banner Form)

• All approved permits, overloads, etc. will be
  displayed on this form
• Form can still be used as is
• New Feature Automatic e-mails will be generated
  each time an entry is made on this form as well
  as when the new process is used

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E-mail messages

• Departments can use generic messages or have
  specific ones
• From e-mail address requires entry of new
  e-mail type address by Registrars Office
  otherwise defaults to GT e-mail address
• From name is listed as PERMITS

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What the students will see

• The students will have two new options on the
  Registration Menu
• Registration Override Request
• Registration Override Request Status

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2 New Menu Items
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Information specific to SUBJECT
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APPROVAL E-MAIL
To "George B. Burdell" ltgbp273_at_gatech.edugt
From "PERMITS" ltcomments_at_registrar.gatech.edugt
Subject Approval of request for registration
override Date Tue, 19 Jul 2005 100626 -0400
(EDT) This is an auto-generated response from
the Permit/Overload System.  Do not reply to
this message Your request was
approved. However, you must physically register
for the course prior to the end of registration. 
Log into the Registration Menu and go to the
Add/Drop Classes option and type the CRN of the
course and submit.  Be sure to check for
any registration errors and print a copy of your
schedule. Do not use the Look-Up Classes option
to attempt to add this course. Thank you for
using the on-line request system. Status
Approved Restricted Class Permit ENGL 1102 A 
Specific course information automatically pulled
from Banner
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REPORTING

• Since all of the information about this process
  is kept in Banner tables, reports can be written
  using Crystal Reports.
• Report was provided to all departments to track
  requests.

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Comments From Mathematics

• During January 5-12, 2006, we received 1260
  overload requests, 43 permit requests, and 42
  prerequisite requests. The Banner permit system
  allowed our permit team to issue permits in
  batches after hours without interruptions from
  students. Our staff reported that they did not
  receive many calls. Only a handful of students
  ended up at my office.
• Rena Brakebill

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Institutional Benefits

• Allows each department to determine which
  personnel will have access to respond to
  requests.
• Based on an average salary per hour for five of
  the academic advisors who utilized this system
  during Phase I registration for Spring 2006, the
  Institute redirected over 6300.00 worth of
  advisor time to more important tasks.

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Benefits - continued

• Students can make requests when offices are
  closed and advisors can reply.
• Students are notified quickly via e-mail.
• Academic Advisors have a mechanism for tracking
  time spent on this activity.

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Benefits - Continued

• By utilizing Banner and Crystal Reports, there
  was no need to purchase new software.
• Since the technical staff was familiar with
  Banner, the time to bring this to production was
  much quicker.

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Contact Information

• Sonny Monfort, Department Manager II
• EIS-OIT sonny.monfort_at_oit.gatech.edu
  
• Debbie S. Williamson, Associate Registrar
• debbie.williamson_at_registrar.gatech.edu