As reported in this update from February, a Workflow project team was created to meet with representatives from the colleges, draft a new process for handling exceptions to certain registration deadlines and policies for graduate students, and create an online form that will automate this process.
The new, online registration exceptions process is scheduled to launch this fall. It will replace the paper-based process through which Graduate School students petition to add courses or change grade basis after the second week, and to drop courses after the eighth week.
The project team has completed six meetings with various college representatives and drafted a revised process. ASR technical staff are now designing the online form that students will use to submit their requests, and mapping the online workflow through which these requests will be approved or denied by: instructors; the student's department/program; and/or the student's college. (The approval steps may vary based on the specific exception the student requests.) The team will consult with college and department stakeholders as the new process takes shape.
The main challenge the team currently faces is determining how the contact data for the approval roles at the department/program and the college will be stored and maintained. In order for the automation of this process to be successful and create real efficiencies, this contact data must be stored in a central location and be relatively easy to keep up-to-date. These approver roles may also be utilized for other processes as they are moved from paper to an online format.
The development of the online form and workflow will proceed through several cycles, and feedback will be solicited from departments and colleges beginning in May, 2011. As the final version of the form is completed, training and communication will commence, followed by the launch in fall 2011.
Questions about this project can be addressed to John Vollum.