Session Title
Managing Student Systems for Graduate and Professional Schools Panelists: Heather Abbott, Yale Law School Annie Russell, Harvard Divinity School Zachary Swartz, University of Chicago Moderator: Scott Campbell, University of Chicago Monday, March 26, 4:00pm Session ID 7089
Session Rules of Etiquette • Please silence your electronic devices. • Please complete the session evaluation using the AACRAO mobile app or the paper form in your registration packet, drop boxes are available throughout the convention center. • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session
Thank you for your cooperation!
Agenda • • • • • •
Introductions SIS Centralization vs. Decentralization Roles and Responsibilities Governance Challenges, Resources, Collaboration Q&A
Learning Outcomes of this Session • Learn how highly complex, decentralized universities function with their student systems • Understand the value of collaboration amongst central and local registrars • Learn how to build institutional effectiveness with your information technology systems
Introductions Heather Abbott, Associate Registrar Yale Law School Annie Russell, Registrar Harvard Divinity School Zachary Swartz, Deputy University Registrar University of Chicago
Yale Law School • ~680 students • 4 degree programs • Largest of 10 professional schools at Yale • 4 staff in YLS Registrar’s Office • Dorms, dining hall, library, shuttle Yale Law School
Yale Law School AT A GLANCE:
• ~680 students • 4 degree programs • Largest of 10 professional schools at Yale • 4 staff in YLS Registrar’s Office • Dorms, dining hall, library, shuttle
325 degree students 4 degree programs 3 dual degree programs One-third of all courses offered jointly Cross-registration: with all Harvard schools, plus: MIT, Tufts, 9 Boston-area theological schools Registrar’s Office: - 4 FTE staff
Yale Law School
University Organization • Private Research I founded in 1890 by John Rockefeller • Academic Structure • Undergraduate College • 5 Graduate Divisions and Institutes
No Centralized Graduate School
• 7 Professional Schools (Business, Law, Medicine, Public Policy, Divinity, Social A Services, and Professional Education) • Academic Programs • 55 Bachelors, 30 Masters, 65 Doctoral • Students • 6,301 Undergraduates • 9,384 Graduate and Professional • Registrar Functions • University Registrar; three Professional School Registrars; distributed registrar functions in all units
Yale Law School
SIS Centralization vs. Decentralization Managing student systems for graduate and professional school students can be more complex than for traditional undergraduates. Many schools attempt to administer student records through the university’s core administrative system while others implement their own solutions and products. • Yale is an Ellucian Banner School campus • Harvard is a PeopleSoft Campus Solutions campus • University of Chicago is a PeopleSoft Campus Solutions campus
But what does that really mean when it comes to supporting graduate and professional education?
Centralized
Decentralized
Centralized
Decentralized
Integrated
Independent
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
One Size Does Not Fit All Centralized IT governance leads to greater control over IT standards and enables the realization of economies of scale. Decentralized IT governance allows greater responsiveness and flexibility with regard to business needs and customized solutions for each business unit…. Weber, K., Otto, B., & Österle, H. (2009). One size does not fit all—a contingency approach to data governance. J. Data and Information Quality, 1(1), 4:1–4:27. https://doi.org/10.1145/1515693.1515696, emphasis added.
Consequently, companies need to balance the trade-off between standardization and centralized direction on the one hand, and flexibility and decentralized input to IT decisions on the other.
Weber, K., Otto, B., & Österle, H. (2009). One size does not fit all—a contingency approach to data governance. J. Data and Information Quality, 1(1), 4:1–4:27. https://doi.org/10.1145/1515693.1515696, emphasis added.
Centralized Systems • SIS • Transcripts • Curriculum • LMS • Room scheduling • ITS/Helpdesk
• • • • • •
Local Systems Supplementary/extender systems Transcripts Curriculum LMS Room scheduling ITS/Helpdesk
Central and Local
Roles and Responsibilities • • • • • • • • •
Academic Records Registration and Add/Drop periods Financial Aid Billing Degree audit Residency Joint Degree Students Graduation/Commencement Ceremonies Faculty with Multiple Appointments
Roles and Responsibilities • Multiple Academic Calendars • Cross-Listed Courses and Cross-Registration • Joint Degree Students
Governance UChicago Model: • Provost's IT Committee (Executive) - University Senior Leadership • Academic Systems Planning Group (ASPG) (Strategic) Student Systems Senior Leadership (Registrar/Financial Aid/Student Financials) • Academic Systems Leadership Team (ASLT) (Operational) - AIS-specific, cross-modular leadership driven by functional leads and subject matter experts. Includes AIS Security Officials. • Academic Advisory Committee (AAC) (Advisory) Academic community involvement
Challenges, Resources, and Collaboration Challenges: • • • • • •
Standardization Security and Role Provisioning/Identity Management Data Analytics and Reporting with Multiple Data Points Training existing staff on new systems Staff turnover/onboarding new staff Unequal financial resources among schools and units
Challenges, Resources, and Collaboration Resources and Collaboration: • Develop cross-school functional workgroups in student records and curriculum management • Work with central IT staff to produce school-specific documentation • Creation of affinity groups • Service level agreements and chargebacks • “Central” as a vendor
Summary • • • •
SIS Centralization vs. Decentralization Roles and Responsibilities Governance Challenges, Resources, Collaboration
Questions?
Thank You! Heather Abbott [email protected] Scott Campbell [email protected] Annie Russell [email protected] Zach Swartz [email protected]
Please complete the session evaluation using the AACRAO mobile app or the paper form provided in your registration packet.
Session ID 7089
Session Rules of Etiquette • Please silence your electronic devices. • Please complete the session evaluation using the AACRAO mobile app or the paper form in your registration packet, drop boxes are available throughout the convention center. • If you must leave the session early, please do so as discreetly as possible • Please avoid side conversation during the session
Thank you for your cooperation!
Agenda • • • • • •
Introductions SIS Centralization vs. Decentralization Roles and Responsibilities Governance Challenges, Resources, Collaboration Q&A
Learning Outcomes of this Session • Learn how highly complex, decentralized universities function with their student systems • Understand the value of collaboration amongst central and local registrars • Learn how to build institutional effectiveness with your information technology systems
Introductions Heather Abbott, Associate Registrar Yale Law School Annie Russell, Registrar Harvard Divinity School Zachary Swartz, Deputy University Registrar University of Chicago
Yale Law School • ~680 students • 4 degree programs • Largest of 10 professional schools at Yale • 4 staff in YLS Registrar’s Office • Dorms, dining hall, library, shuttle Yale Law School
Yale Law School AT A GLANCE:
• ~680 students • 4 degree programs • Largest of 10 professional schools at Yale • 4 staff in YLS Registrar’s Office • Dorms, dining hall, library, shuttle
325 degree students 4 degree programs 3 dual degree programs One-third of all courses offered jointly Cross-registration: with all Harvard schools, plus: MIT, Tufts, 9 Boston-area theological schools Registrar’s Office: - 4 FTE staff
Yale Law School
University Organization • Private Research I founded in 1890 by John Rockefeller • Academic Structure • Undergraduate College • 5 Graduate Divisions and Institutes
No Centralized Graduate School
• 7 Professional Schools (Business, Law, Medicine, Public Policy, Divinity, Social A Services, and Professional Education) • Academic Programs • 55 Bachelors, 30 Masters, 65 Doctoral • Students • 6,301 Undergraduates • 9,384 Graduate and Professional • Registrar Functions • University Registrar; three Professional School Registrars; distributed registrar functions in all units
Yale Law School
SIS Centralization vs. Decentralization Managing student systems for graduate and professional school students can be more complex than for traditional undergraduates. Many schools attempt to administer student records through the university’s core administrative system while others implement their own solutions and products. • Yale is an Ellucian Banner School campus • Harvard is a PeopleSoft Campus Solutions campus • University of Chicago is a PeopleSoft Campus Solutions campus
But what does that really mean when it comes to supporting graduate and professional education?
Centralized
Decentralized
Centralized
Decentralized
Integrated
Independent
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
Centralized
Decentralized
One Size Does Not Fit All Centralized IT governance leads to greater control over IT standards and enables the realization of economies of scale. Decentralized IT governance allows greater responsiveness and flexibility with regard to business needs and customized solutions for each business unit…. Weber, K., Otto, B., & Österle, H. (2009). One size does not fit all—a contingency approach to data governance. J. Data and Information Quality, 1(1), 4:1–4:27. https://doi.org/10.1145/1515693.1515696, emphasis added.
Consequently, companies need to balance the trade-off between standardization and centralized direction on the one hand, and flexibility and decentralized input to IT decisions on the other.
Weber, K., Otto, B., & Österle, H. (2009). One size does not fit all—a contingency approach to data governance. J. Data and Information Quality, 1(1), 4:1–4:27. https://doi.org/10.1145/1515693.1515696, emphasis added.
Centralized Systems • SIS • Transcripts • Curriculum • LMS • Room scheduling • ITS/Helpdesk
• • • • • •
Local Systems Supplementary/extender systems Transcripts Curriculum LMS Room scheduling ITS/Helpdesk
Central and Local
Roles and Responsibilities • • • • • • • • •
Academic Records Registration and Add/Drop periods Financial Aid Billing Degree audit Residency Joint Degree Students Graduation/Commencement Ceremonies Faculty with Multiple Appointments
Roles and Responsibilities • Multiple Academic Calendars • Cross-Listed Courses and Cross-Registration • Joint Degree Students
Governance UChicago Model: • Provost's IT Committee (Executive) - University Senior Leadership • Academic Systems Planning Group (ASPG) (Strategic) Student Systems Senior Leadership (Registrar/Financial Aid/Student Financials) • Academic Systems Leadership Team (ASLT) (Operational) - AIS-specific, cross-modular leadership driven by functional leads and subject matter experts. Includes AIS Security Officials. • Academic Advisory Committee (AAC) (Advisory) Academic community involvement
Challenges, Resources, and Collaboration Challenges: • • • • • •
Standardization Security and Role Provisioning/Identity Management Data Analytics and Reporting with Multiple Data Points Training existing staff on new systems Staff turnover/onboarding new staff Unequal financial resources among schools and units
Challenges, Resources, and Collaboration Resources and Collaboration: • Develop cross-school functional workgroups in student records and curriculum management • Work with central IT staff to produce school-specific documentation • Creation of affinity groups • Service level agreements and chargebacks • “Central” as a vendor
Summary • • • •
SIS Centralization vs. Decentralization Roles and Responsibilities Governance Challenges, Resources, Collaboration
Questions?
Thank You! Heather Abbott [email protected] Scott Campbell [email protected] Annie Russell [email protected] Zach Swartz [email protected]
Please complete the session evaluation using the AACRAO mobile app or the paper form provided in your registration packet.
Session ID 7089
