Student Administration System Updates and Fixes

ISSS Staff

Staff need more proactive way to take action on F/J visa holder’s immigration status.

Data feed update allows adjustment of visa status end date based on student “Expected Graduation Term” field.  Staff now able to do this before Registrar Degree Conferral processing, expediting outreach advising and Federal Government reporting deadlines and compliance.

Bursar Billing Staff

Needed to change the label from Tuition Waiver to HR Waiver to include dependents, employee and spousal waivers  

Remove UCSFDEPW from Waiver run control and update Description

Students

High call volume in Bursar’s Office by parents inquiring if payment was received

Daily email sent out to students when a payment and waiver is posted to their fee bill account.

Admissions

Needed a field for Slate decision feed that would add additional recruit categories to an applicant’s record.

Added a field for decision feed that would add additional recruit categories to an applicant’s record.

Tax Office

Needed a service indicator for a Citizen View view in SA for the tax office and Concur system

Added another service indicator for the tax office and Concur system.

Students

Needed a more efficient way to update SA for employee tuition waivers to insert the proper waiver Equation Variable depending on the eligibility of the bargaining unit.

HR deployed a revised Employee/Spousal Waiver workflow and we utilized the opportunity to enhance the functionality within SA.   

Needed revision to dynamic class search to search by catalog number.

Revised Dynamic Class Search for students.

Students with SSN issues were being included in process to remind applicants to complete FAFSA.

Updated process to exclude students who had already completed FAFSA.

Student Administration System doesn’t provide step by step guidance for students to follow when going through the steps required to accept financial aid.

Provided the framework that can be used by FA staff to create step by step guidance for students to follow when reviewing and taking action on financial aid offer and completing related steps.

Administrators

Not auto updating calculation flag for term when EV is added/updated.

Updating a field to flag for tuition calculation.

Financial Aid Staff

Changes needed to the logic called by the custom variable calculation button.

Changed logic called by custom variable calculation button.

Staff are not able to update Satisfactory Academic Progress compliance status for individual students so batch process must be run to perform any updates.

Gives staff ability to update Satisfactory Academic Progress compliance status on a case by case basis.

Students

Academic Program incorrect on View Classes page if had done program change.

Hide Academic program on View Classes page.

Added functionality to Manage Classes Tile.

Added Dynamic Class Search and View my classes to Manage Classes Tile.

Rec Center Staff

Rec Center requested additional data to be listed in the view.

Included the charge amount in the view.

Bursars Office Staff

Updating process to not email output.   

Distribution changed from Email to Web.

Financial Aid Staff

The process used to evaluate students’ Satisfactory Academic Progress(SAP) is a customization.

This implementation includes the setup and configuration necessary to utilize the delivered SAP evaluation process.

The process to update a student’s SSN based on the SSN provided on the FAFSA and validated by the Department of Education did not exclude cases where the SSN from the ISIR was already associated with a different student ID (emplid) in the Student Administration System.

The process will no longer update a student’s SSN if doing so would create a situation where the same SSN is associated with more than one emplid.  Those cases will  be resolved manually.

Bursars Office

Payment reversals for ECE students via third party, Dual Enroll, are not being reversed in batch in Student Admin System.

Updated program for DE file to get Payment ID for credits.

1098T box 5 uses Grants_Scholarship Tree in SA.  New eligible item types were not included in the tree.

New eligible item types for1098T box 5 were added to the Grants_Scholarship Tree in SA.

The Graduate School

Error in effective date logic.

Correction of effective date logic in automated assignment of graduate advisors to new matriculants.

UCHC Medical School 

Bad input data for WebAdmit Medical address fields.

Added an update to resolve bad input data for WebAdmit Medical address fields in the PDL process for UCHC.

Students  

Those with multiple careers were sometimes seeing their advisors for inactive career.

Corrected logic to display active career advisors to student’s 1^st on the page.

Students who have no ITIN on file

Per Federal IRS regulations, UConn must solicit students for their ITIN. They can elect not to provide one.

Previously, this was a customization in SA to solicit students for their ITIN. This has been replaced using delivered functionality via activity guide.

Bursar staff receiving ECSI Disbursement File attached to the process confirmation

File output is attached to disbursement confirmation.

Changed the code to remove “csv” file extension.

Students and Delegates SA Self-Service

The display of the term fee bill needs to be hidden during the tuition calculation processes each term.

Security developed for SF Functional Lead to display or hide the fee bill view.

Bursar Office Cash Operations

Need to automate the payment file transfer process for Dual Enroll to UConn for ECE payments.

Renamed Dual Enroll payment file to automate file transfer process.

Students (with new daily charges on fee bill)

Students were receiving incorrect ECE charges in the daily new charge notification.

Bug found in process was corrected by developer.

Students (who do not have a valid SS# or ITIN in SA for 1098T processing)

IRS regulations require that UConn solicits students to provide their SS# or ITIN for 1098T processing.

Activity Guide developed in SA Self-Service that allows students with no valid SS# to update directly in SA self-service or select not to give SS# for 1098T purposes.

Faculty, staff, administrators and ECE high school affiliates

Inability to identify which high school an ECE student attends based on their student record data.

The ECE Student Attribute process reads the student’s high school location from their ECE application and inserts a student attribute that identifies the high school in their student record.

Student Advisors

Added Dynamic Class Search link to Advisee Student Center.

Added Dynamic Class Search link to Advisee Student Center.

ECE Students

Bug in application engine that runs daily at night to notify new charges to students.

Corrected bug in Daily Notification of Charges picking up ECE charges in error.

Students

Self - Service Refund Request needed Availability page.

Created page for SF Functional Team to make available and unavailable student on line self-service refund request.

UCHC Admissions

The PDL file parser process for UCHC admission applications for both dental and medical schools had to be updated with new configuration based on a change by WebAdmit. 

The PDL file parser process for UCHC admission applications for both dental and medical schools was updated with new configuration.

Administrators/Students

Due to the new Summer Sessions, we needed the ability to update summer session term fee due dates after the charge/due date has been posted. This update existed before but did not allow the changing of specific session due dates after they were posted.

Billing can update the due date for specific sessions as needed.

Administrators

Monthly balance statements were running for 3-4 hours for matriculated and 3-4 hours for NDEG/NO CR when run manually.

Indexes changed the run time down to approx. 45 min for matriculated students and approx 30 mins for NDEG/ NOCR.

Admissions

AP test scores were not downloading into production since 9.2 go live.

PGP key needed to be imported onto server for import and decryption to work. 

Users of Aurora/SA Interface

Prior to 9.2 we used Primary name in all interfaces/reports.

We have begun to convert these from Primary to Preferred name starting with the Aurora interface.

All Functional Representatives

Process that was in 9.0 to identify duplicate IDs and provide a report for cleanup, needed in 9.2.

Process that was in 9.0 to identify duplicate IDs and provide a report for cleanup, has been added in 9.2.

Students

Only Primary instructors were included in Course Search.

Now includes Primary and Secondary instructors in Class Search.

Students, Advisors, and Administrative Users

Issues with the Academic Advising Reports.

Cobol array size changes were made to resolve issues with the Academic Advising Reports.

Guests searching for classes

No way to do wildcard search (ex. W classes).

Can now use %W to search for W classes.

FA Staff members

The process to determine compliance with Satisfactory Academic Progress requirements is currently a custom process. 

Implemented use of the delivered Satisfactory Academic Progress process rather than the current custom process.

UConn Early College Experience Program

Dual Enroll ECE students were being picked up in the existing Monthly Balance report. 

Exclude the Dual Enroll ECE students from being picked up in the existing Monthly Balance report.  

A need for batch payments.

Implemented a process that will pick up a payment file from Dual Enroll so that we can create a batch of payments to be posted. 

Issues with all required approvals/consents being completed prior to the application being sent to the Student Administration System.

Revisions to the DualEnroll application integration to support a DualEnroll workflow change that ensures all required approvals/consents are completed prior to the application being sent to the Student Administration System.

Active students

Fall 2021 Vaccine participation requirements.

COVID Vaccine pop-up pages.

FA Staff members

The process to calculate variables used in Financial Aid processing was using a custom program.

The process now utilizes delivered functionality.

UConn Early College Experience Program

Integrations needed to support the transfer of application and enrollment data between DualEnroll and the Student Administration System.

Integrations implemented to support the transfer of application and enrollment data between DualEnroll and the Student Administration System.

ECE Students

ECE students appeared on SA daily new charge notification e-bill.

Removed ECE students from SA daily new charge notification e-bills.

Admin Users who use multiple run controls for processes

Need ability to delete old run controls that are no longer used.

Added ability to delete old run controls that are no longer used.

Student

Apply for Graduation page was older version.

9.2 version of Apply for Graduation functionality and pages displayed.

 Self Service Instructors

Received error when trying to create additional class permissions numbers.

Resolved issue for creating additional class permissions numbers.

UCH students with institutional loans

UCH Institutional Loan Disbursement file sent to third party vendor, ECSI.

ECSI will be maintaining loans for students including payments after graduation.

Using third party vendor eliminates SA customization for disbursements to CRC System and enhances reconciliation of University Medical and Dental Loans.

Admissions office

SAT/AP test score imports required manual download.

Updated the TLS Protocol that was out of date to retrieve AP test scores.

Students

Student refund request in self-service is old 9.0 classic plus view.

New student Fluid refund request page.

Admins

Admin view of Student Health Insurance waiver in self-service is 9.0 classic plus view.

New Fluid Student Health Insurance Waiver view for Admins.

UCH Registrar's Office

USMILE Test scores needed.

USMILE Test scores loaded into PS Test results tables.

Office of Student Financial Aid Services staff

Additional changes needed to the process which is used to automate processing of Federal PLUS loans.

Additional updates made to process used to automate processing of Federal PLUS loans.

This project is part of a move to utilize an outside vendor for institutional loan processing.

This process will allow the Office of Student Financial Aid Services to send a file to the external vendor to allow for the creation of electronic Promissory Notes.

University Scholarship/Fellowship Fund Administrators

The process of determining whether or not an award had already been created in the Student Administration System was manual.

Users submitting a fellowship request will now be notified when the award has not been created in the Student Administration system as part of the submission process.

Undergraduate Admissions

Method needed to extract campus email.

Created a process to extract campus email and push file to Slate sftp.

Method needed to identify Kaplan applicants in Slate feed.        

Added field to Slate Decision feed that identifies Kaplan applicants and adds UKAP recruit category on record.

Audience

Issues / Features 

Description - Update / Fix

Student Financial Functional Team

Term hard coded in B&N program UCSFBNCH.

Removed hard coded term in program and add term to run control.

Student Financial Functional Team

Security needed to lock down access to SF Agreement Set up / Delete.

New menu option in UC Student Financials.

The Graduate School/Students

To reduce the number of hand entered advisor records for new graduate students.

Automate the assignment of advisors to new graduate students after matriculation. Developed new table and process to assign advisors.

Office of Student Financial Aid Services staff

Changes needed to the process which is used to automate processing of Federal PLUS loans.

Updates made to process used to automate processing of Federal PLUS loans.

All Administrative Users

It is necessary to ensure that all users are assigned only the minimum level of access necessary to perform their job functions. 

Updates were made to ensure that users are not assigned access that is not necessary to perform their job functions.

Bursars Billing Dept. and Global affairs

Individual manual update of equation variables used in tuition calculating of term fee bills for Education Abroad population.

Efficient mass update of equation variables for tuition calculation.

Audience

Issues / Features 

Description - Update / Fix

Student Admin Interface

New Stemify Math Placement Exam results.

New Stemify Math Placement Exam results.

Registrar's Office

Needed to load Study Abroad Batch enrollments.

Loaded Study Abroad Batch enrollments.

Bursar's Office

Improve efficiency of printing and mailing student refund checks.

Daily Encrypted secure check file sent to Bank of America for check printing and mailing.

Bursar's Office

Need to block generating student refund check for international addresses.

Student refund check with a MAIL address that is International address will not have check printed. Refund will be by wire transfer.

Students

S/S PIRG Waiver and Health Insurance Waiver are not available to use after the 10th day of classes.

Display "Unavailable page" after day 10.

Students

Security needed for students to view Waiver Unavailable Pages.

Permission added to student SF role.

Students

S/S Enroll in Barnes & Noble bookstore billing is displayed in classic plus. Does not adapt to different devices, laptop and cell phone.

Fluid page developed for efficiency to use on any electronic device; laptop, tablet, cell phone

Students

Security needed for new fluid Enroll in Barnes & Noble bookstore billing.

Security added for fluid page.

LAW Registrar Office

Brought back Law extract report. 

Needed way to report LAW students.

Student Self Service

Final Exams needed to adhere to dates to be shown in self service. 

Dates are now observed.

Tax Office

NRA History Report.

Non Resident Alien Tax Report fix.

Bursars Office

NRA History Report.

Deleted direct deposit account information for non active students.

Student Self Service

Fluid page built for CT Registration Form. 

Utilized new fluid technology to redevelop/replace the 9.0 customized link to voter registration information and sign up within student profile self service and added security.

Advisor Self-service

Ability to see ID of the student working on, in the Advisee Student Center.

Added student ID number to the advising center self service for ease of navigation. 

Students Awarded Financial Aid

Navigation disappearing when changing aid years.

Navigation no longer disappears when changing aid years.

Office of the Registrar

Found bug in system where class enrollment totals and section combined totals were not in sync with student enrollments in all circumstances.

Created a process to update these to keep in sync.

Incoming Financial Recipients

Display link to College Financing Plan in Financial Aid menu.

The link to the College Financing Plan is available in the Financial Aid menu.

Audience

Issues / Features 

Description - Update / Fix

Administrative:

Update Program/Plan Ability

Include History button was not checked on.

Security adjusted to Include History checked on.

Administrative:

General

Magnifying Glass for Page Search to find navigation; results were inconsistent.

This has been corrected.

Administrative:

Student Records

Not Authorized Error to UC Reports.

Removed UC Reports navigation for obsoleted reports.

Modification for expected graduation term calculation missing.

Table structure updated with appropriate changes.

Advisor:

Change Transcript to PDF for Advisors.

Unofficial transcript will now pop open in new window so may need to invoke pop up blocker.

Plan of Study Approval search page showing previous student issue. 

Advisors will no longer have previous student information come up on this page.

Dynamic Class Search in Advisor Center - New Feature.

NEW Navigation: Self Service/Advisor Center/Class Search located just above My Advisees.

Student:

Enrollment

Class Search for campus default to student home campus.

Class Search not showing all new classes available in schedule.

Home Campus default removed, students suggested to select the campus.

Process corrected to include new classes as they are scheduled for the term.

Interface

Nexus missing additional student service indicator holds. 

This has been corrected.