[Note: The following information was summarized from a Procedure Update to PeopleSoft users. Detailed instructions for users have been deleted from this draft.]

From the Student Records Team:

STUDENT RECORDS PROCEDURE UPDATES - January 10, 2000

What is the status of the academic history conversion project? When will it be possible to produce full transcripts from PS?

We have converted approximately 47,000 students from all campuses. This number is for active students from 1998 to present on the Twin Cities campus and active students from 1993 to present from the coordinate campuses. It does not include any active student that has taken any UC courses or in a departmental masters program. We do not expect to convert those students until sometime in January or February.

Transcripts were a part of the December 17 implementation point, but will have limited availability (to users) until February 2000. Once a student's record has been converted and error correction is completed, we will be able to produce a PS transcript.

Can any changes be made to non-converted student records? Can a Fall 1999 degree be posted if the student's record has not been converted?

If no conversion status service indicators (i.e., CIS/CNV or CVD) are noted on the record - changes cannot be made at this time. This includes grade changes, late grades and memo posting for all terms, including Fall 1999. Additionally, Fall 1999 degrees cannot be posted for any student who's historical courseware has not been converted to PeopleSoft. Students requiring changes to their record (including Fall 1999 degrees) will receive an official letter from OTR that will specify the details of the change or degree award.

Who is in charge of the quick admit process for non-degree students?

Non-degree undergraduate students are "Quick Enrolled" by registration staff at the time of their first enrollment.

Non-degree graduate students are "Quick Enrolled" by their college/graduate program office. Student and registration information is then submitted to the Office of the Registrar.

Does the one-stop web front end allow students to enter their phone numbers?

Yes, with a confirmation of the change sent to the student via e-mail.

Are there problems with adding/swapping courses?

The swap function within the Enrollment Request Panels has been disabled, but may be made available again in the near future. During enrollment for Fall Semester courses an action of swap used on a course containing non-enrollment sections such as a lecture lab or discussion would not always cancel the student out of all sections of the course creating a number of problems for both students and departments (enrollment counts).

The dates for fall semester ½ sessions for MBA students were wrong for fall. Are they correct for spring?

The number of sessions have been condensed and corrected for Spring semester.

Some colleges are encountering problems with courses that haven't started yet appearing on system with W's. Is this a software limitation or a policy?

The timing for when W's occur has to do with the session start/end dates not necessarily WHEN the class starts/ends.

Are grades only going to be entered at the end of terms rather than as courses finish and are graded? What about ½ session courses. This also raises the issue of monthly graduation that is done by MBA and Grad School-whether it will be possible or will make sense if grades can't/aren't entered.

At this time, the grade run is being done once at the end of the regular term. This policy may change in the future to allow one additional run during the term, but it is not known when that will be available. In some cases grades may need to be manually entered by OTR staff.

WHAT'S NEW?

Course H, W and V suffixes:
(forwarded message from Cynthia Macaluso, IRR)

In response to a request form the undergraduate colleges on the Twin Cities campus, and after discussion by the Council on Undergraduate Deans (CUD), it was decided to use the H suffix to identify Honors courses. At the same time that this request was made, CUD also agreed to request the use of a W suffix to designate Writing Intensive courses. The purpose of these changes is to make Honors and Writing Intensive courses more easily identifiable by advisers and students. In addition, Writing Intensive/Honors courses will be identified by a V suffix. These changes are in effect for Fall 2000 courses.

Background: As part of the semester conversion, the initial decision had been not to use course suffixes to identify special categories of courses. Under quarters, an Honors course had the same course number as the standard course and was identified by the H suffix. Under semesters, Honors courses were assigned unique catalog numbers and were identified by the word "Honors" in the course title. For example, under quarters, the Honors version of Engl 1241:Intro to Shakespeare was Engl 1241H; under the semester conversion, the standard course is Engl 1181:Intro to Shakespeare, and the current Honors version is Engl 1182 Honors:Intro to Shakespeare. As of Fall 2000, the catalog number will be Engl 1181H. Similarly, Writing Intensive and/or WI/Honors courses will include the W and/or V suffixes.

Because we hope to avoid a proliferation of alpha suffixes for courses, the H and W (with the V variant) are the only suffixes that will be approved at this time. The writing intensive (W) designation will be associated with courses, not with sections (in other words, you cannot have sections within a course designated as writing-intensive).