SIS Project Hot Topics for Staff

Transcription

1 SIS Prject Ht Tpics fr Staff This dcument represents a synthesis f issues and questins raised by Staff n campus at the September 1, 2016 SIS Twn Hall and fllw up September 8 and September 22 Triage Sessins. CONCURRENT ENROLLMENT Significant issues have been addressed with the release f Actin Center and Wrk Center n 9/7/16. Bugs cntinue t be addressed, tls and reprts refined, and enhancement requests being evaluated fr ptential future delivery. Nte - the last day fr Fall 2016 Cncurrent Enrllment prcessing is Friday Sept. 23. Training fr Cncurrent Enrllment See FAQ n Actin Center & Wrk Center fr mre inf n using these features. In prgress: Hw-t Jb Aid fr Spring Need identified at 9/8 Triage Sessin. Reprts fr Cncurrent Enrllment There are three reprts that relate t Cncurrent Enrllment available fr advisrs and enrllment managers in the Cncurrent Enrllment pagelet f the Reprting Center -! UC_CS_GT_CE_1STEP (fr apprvers wh have a single step f apprval - specific departments nly)! UC_CS_GT_CE_2STEP (fr L&S departments)! UC_CS_GT_CE_3STEP (fr nn-l&s departments.) Reprting Crsswalk fr inf n new SIS reprts replacing legacy reprts Visit SIS Reprts website fr inf n release dates, cntact inf and ther news Issue 1 - It is very slw t apprve each request 1 by 1. Hw can I see all CE applicatins n ne page and batch apprve/deny? Respnse - The new Actin Center shws all requests available t be evaluated. Apprvers can filter by class number, student name, student ID number r by a single Frm ID. An apprver can apprve r deny multiple frms at nce. These functins just went live in early Sept Issue 2 -Hw can a department blck students frm requesting Cncurrent Enrllment in certain curses where it is nt allwed? Respnse - Functinality that allws departments t restrict which curses eligible fr Cncurrent Enrllment has been dcumented as a need fr future develpment. Delivery timing TBD. Fr help n specific issues related t Cncurrent Enrllment, please cntact UCB Extensin at cncurrent@berkeley.edu. Visit sis.berkeley.edu fr the latest infrmatin. 1

2 WAITLISTS & TIME CONFLICTS SIS has captured a number f diverse issues relating t Waitlist and Time Cnflict management, and is fixing bugs and addressing individual issues as quickly as pssible. Fr sme knwn lsses f functinality cmpared t legacy systems, such as ability t bulk manage wait lists, these have been lgged as ptential future enhancements, and best practices are being hned and cmmunicated that may make these changes easier.. Training resurces See SIS Training site fr Waitlist Management Resurces See Enrllment Management FAQ, a living dcument with infrmatin n many issues relating t enrllment, including waitlists and time cnflicts Reprts t assist with enrllment Hw-t guide fr Reprts t assist with enrllment and getting students int class Office f the Registrar s Suggested Classes list f currently pen classes with n prerequisite required fr Fall 2016 Reprting Crsswalk fr inf n new SIS reprts replacing legacy reprts Visit SIS Reprts website fr inf n release dates, cntact inf and ther news Issue 1 - The new time cnflict enfrcement apprach and functinality is creating a lt f dwnstream issues and added wrk effrt fr staff. What is being dne/can be dne? Shrt-term: Students were prvided with a time cnflict verride mechanism t request enrllment int time cnflicted classes and they are cntinuing t be lprcessed. Medium/lng-term: analyze the reasns prvided in students verride requests, and reevaluate the business case fr enfrcement and ptential slutins. Fr issues related t time cnflicts, please submit a ticket t SIS at Issue 2 - Waitlists are nt running cnsistently! UPDATE - Effective week 4, autmated waitlists n lnger run fr Fall, as per Registrar practices, but can be run fr an individual department by special request. Cntact During the first 3 weeks f class, Student Recrds ran the autmated waitlist prcess at 7am and 7pm. There were sme issues that caused the batch jb nt t run n ccasin, impacting users hwever, fixes were made that are expected t imprve this functinality fr Spring. Fr issues related t waitlists, including a request t run the waitlist prcess fr a specific class r department, please submit a Help Desk ticket t SIS at Issue 3- Students nt able t switch secndary sectins when n the waitlist as they were able t in TeleBEARS. (They first have t drp the waitlisted sectin then re-add anther. Students can use the edit ptin t switch sectins if enrlled.) This has resulted in a significant increase in traffic and requests t staff (Advisrs and Enrllment managers) t make the add/drp mves n behalf f students while retaining their verall wait psitin (see Issue 4 belw). Shrt term: Students shuld review the enrllment FAQ and plan accrdingly, i.e. advise student t pick their sectin chice when they initially waitlist fr a class and discussin. Lng term: The SIS prject will evaluate the cst/benefit f implementing a mdificatin t Campus Slutins cde t supprt waitlist switching. Visit sis.berkeley.edu fr the latest infrmatin. 2

3 Student resurces:! Enrllment FAQ! Enrllment Guide UG students shuld submit tickets related t waitlists t Cal Student Central. Grad students and staff please submit tickets t SIShelp@berkeley.edu. Issue 4- Managing enrllments and waitlist prcessing has becme increasingly mre time cnsuming. The inability t prcess batch add/drps frm a waitlist in the new SIS is creating a lt f extra wrk fr staff. On an individual request basis, the act f mving a student frm ne class r sectin is many mre screen and extra clicks, resulting in repetitive stress prblems. SIS recgnizes this lss f functinality frm legacy systems. Shrt term: There is n easy slutin currently available. The prescribed batch prcess is arund 45 steps and an individual mve must be prcessed n 3+ screens. Please see SIS site fr Enrllment & Waitlist Management Resurces. Lng term: evaluate and identify ways t imprve the wrkflw fr waitlist management, which may include creating new tls r shrt-cuts Fr help n specific issues related t waitlist management, please submit a SIS Help Desk ticket at Issue 5 - Hw t set up classes - what bxes t check, etc. - t meet my specific needs? Hw yu setup a class can really impact enrllment prcessing, ex:. frm an efficiency (autmated) perspective. Class Schedulers have class-specific requirements that they need t achieve, such as:! Shaping wh can/can t enrll (reserve capacity), prerequisites, permissins, and blcking enrllment! Prcess manually r aut frm waitlist! Permitting undergraduates t enrll in a grad class Shrt-term: Class schedulers shuld see the Office f the Registrar s Scheduler s Tlbx. See SIS Training site fr Waitlist Management Resurces Lng-term Opprtunity: the SIS prject, in partnership with class schedulers, shuld create a ck bk f recipes r use cases fr setting up a basic class, large classes, and t meet specific enrllment restrictins. Fr help n specific issues related t class setup, please submit a SIS Help Desk ticket at GRADUATE AWARDS AND FEE REMISSION Training resurces Training resurces are available here: under award entry by departments. When yu receive access t Campus Slutins (after cmpleting required SIS and FERPA trainings), yu will receive infrmatin abut Open Labs, where yu may bring specific issues fr hands-n supprt. In prgress: Based n yur feedback, SIS is creating a visual map f the end-t-end prcess f funding grad students, including awards, fee remissins, s staff can d selfservice trubleshting and understand hw the system wrks. Reprts fr Graduate Awards and Fee Remissins All reprts related t Grad Financials are being managed by the financials team in the Graduate Divisin. Fr mre infrmatin, please cntact Graduate Divisin directly. Visit sis.berkeley.edu fr the latest infrmatin. 3

4 Issue 1 - Nt having access t Campus Slutins needed t prcess awards Award Entry access training and FERPA training is required. Backlg in Security Access requests is nw up t date New users may access the training fr Award Entry here:! Select Financial Aid! Select Award Entry Ging frward, if security access requests are delayed, please verify that yu have cmpleted bth the training and the FERPA requirement. If it has been mre than three business days since trainings were cmpleted, please lg a SIS Help Desk ticket at sishelp@berkeley.edu Issue 2 - Setting up item types tk t lng, was cnfusing, and there was n cnfirmatin back when they had been set up As f Mnday, September 19, the Create Item Type functinality will be available in Campus Slutins. The temprary New Item Type request frm was remved as f Friday, September 16. The backlg f new item type requests prir t September 14 has been prcessed. Requests that were entered while the New Item Type frm was still available are nw being prcessed. Instructins fr creating Item Types may be fund here. T check n the status f a previusly created Item Type r an award, please lg a SIS Help Desk ticket at SIShelp@berkeley.edu Issue 3 - Students fee remissin nt psting t their accunts in Cal Central The Fee Remissin prcess is nw autmated, and certain requirements must be met:! Student must have a qualifying Jb Cde in HR, including start/end dates and FTE (hurs)! Student must be enrlled in 12 r mre units If student falls ut f eligibility, Fee remissins will nt be granted r may be rescinded. There have been issues with the crss referencing f emplyee IDs/student IDs/CalNet UIDs that have prevented remissins frm psting. An verall fix is in the wrks. In the case f a prblem that cannt be reslved timely, with Graduate Divisin cnsent, the SIS team has a way t temprarily verride the autmated prcess s students are nt penalized because f a system prblem. Fr fee remissin issues, please lg a SIS Help Desk ticket at sishelp.berkeley.edu Issue 4 - The nnresident alien tax withhlding (1042S) business prcess has changed, based n clarificatin f the plicy by UCOP. Nnresident (NRA) Students (generally F-1 r J-1 visa hlders) receive autmated cmmunicatins frm CS when their Glacier paperwrk needs t be submitted r updated. Awards will pst t CS, but nn-fee specific awards will nt apply t any charges r refunds until the paperwrk is received and prcessed by the Glacier Team in Central Payrll. Once the NRA student files the required paperwrk, the tax withhlding rate f 14% (unless there is a tax treaty exemptin) is calculated n the award amunt in excess f qualified fees. Student Health Insurance Prgram (SHIP) fees are cnsidered qualified fees fr purpses f 1042S tax withhlding. The tax withhlding amunt is cmputed and maintained in Campus Slutins s it is always up t date and visible t students and administratrs/advisers. Unlike prir Visit sis.berkeley.edu fr the latest infrmatin. 4

5 practice, tax is nt withheld in BFS at the pint the student receives an EFT/check payment The timing f awards, remissins,and spnsr payments, can smetimes result in tax withhlding shwing n the student s accunt as an amunt due. This is mst ften the case when a qualified fee (such as NRST) is reversed. Fr issues regarding tax withhlding, please lg a SIS Help Desk ticket at sishelp.berkeley.edu Visit sis.berkeley.edu fr the latest infrmatin. 5