Certifying Degrees

with Ease!

Ardavan Kariman & Cindy Kelm

∎ Spring 2014 implemented the Online Degree Certification process

∎ Planning Stages involved collaboration between, CGS staff, administrative and advising staff from colleges and VB Consulting

∎ The implementation took 2 years

∎ Trained staff on the new business process

Introduction

Original Certification Process

∎ Batch print of degree audits were twice each semester

∎ Paper audits of each student were reviewed individually at all levels – over 1000 students

∎ Issues/concerns were noted in PeopleSoft in Advisor Intent Review Page

∎ Printed audits were then signed and stamped by Colleges and sent to CGS for final review and scanning

∎ CGS staff manually awarded each degree in PeopleSoft

New Certification Process Overview

Start

Once GPS Audits are Reviewed by CGS, ITG

Status is Changed from Applied to Pending

Send Doctoral List to Registrar’s Office for

Commencement Program and Send list to

Bookstore for Tickets

Send RSVP’s for Commencement

Ceremony to Doctoral Students/Advisors

Withdraw Doctoral Students who do Not

Pass Dissertation

OrderGraduation Supplies

PRECERTIFICATIONRun Intent to Graduate Report (ITG) and Verify that Graduate Plan of

Study (GPS) Requirements have been Satisfied

Majority of Degree Requirements have been met - Student is on Track to

Graduate, Pending Final Grades and/or Thesis/Dissertation Submission

If Degree Requirements are not met, then CGS Alerts Program/College Staff of

Concerns Possibly Affecting Students Ability to Graduate

Once Degrees are Awarded, Mail Diplomas

FINAL CERTIFICATIONCollaborative efforts

betweenProgram/Colleges and CGS to Award Degrees

Attend Graduation Ceremony (Check-in

Doctoral Students, etc.)

Graduation Preparation (Reader Cards, Line-up,

Catering, Doctoral Diplomas)

End

Processing Plans of Study (POS)… Must be Filed via E-form by

Completion of “12” hrs

E-form Processing(Status Changes,Course Moves, etc.)

Students without POS on File – HOLD placed to Block Future

Registration

∎ 17,299 since Fall 2012

∎ Course Substitutions

∎ Status Changes

∎ Waivers

∎ Transfer Work

∎ Plan of Study (POS) submission by the 12th hour

E-Forms

Pre-Certification

Certification

Degree Awarded

Degree Awarded

Degree Awarded

∎ “Love it!! Time and paper savings are great, but it is much less stressful, too, as you can just pull up the GPS and only print those you need to.”

∎ “I like the new process. It makes certification go a lot faster, and I use less paper. I still print out some info but not as much.”

∎ “Seamless. The faster turn-around for students is the real impact here.”

∎ “Although I still need to print batch audits for precertification, this new process saves money and time for the final certification process.”

Feedback

0

500

1000

1500

2000

2500

3000

2230

23

245

40

2391

21

229

37

2287

22

238

42

2539

23

266

90

2233

18

286

132

Degrees Awarded for Academic Years 2010 - 2015

2010-11

2011-12

2012-13

2013-14

2014-15

Certification Statistics

Time & Cost Effectiveness

Series1

46

21

159.75

63.9

Total Amount of Paper Used (Reams)

Total Cost of Paper

Old CertificationProcess

Electronic DegreeCertification

Cost of OldCertification Process

Cost of New Certification Process

Time & Cost Effectiveness

Old Process New Process0

500

1,000

1,500

2,000

2,500

3,000

3,500

4,0003462

1,020

Total Time Savings per Year

Hours

Not only saved time & money it really simplified and eased the process for all parties

Recognized & nominated by our leadership team

The 2015 Prudential-Davis Productivity Award

Conclusion

Questions?