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Overview of the implementation of an automated degree audit system and the resulting improvements to office efficiency, student service and retention.
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FINDING BEAUTY IN
BEASTLY DEGREE
AUDITS
National University of Health SciencesCAMS Users ConferenceJune 2010
About Me
Asst. Dean of Students & University Registrar
Oversee office staff: 3 FT (sec’y, clerk, asst. dir,
+ part-time work study employees)
Serve as CAMS Manager
Work closely with computer services team to
manage the technical requirements
Responsible for academic records, schedule
creation, new student advising, orientation,
graduation and degree audit.
Joined NUHS in January 2006
About National
104 year history
2 campuses: Lombard, IL & St. Petersburg, FL
Summer enrollment: IL (778); FL (20)
Certificate, AAS, BS, MS, first prof. &
continuing ed.
Median age: 26
On CAMS since January 2006
12.1.1
Crystal Reports 11.0
student, faculty & alumni portals
Our Road to CAMS
Prior to CAMS, academic records managed
manually (Excel spreadsheets, paper cards,
etc.)
Information between departments kept in
separate silos
Reporting and data-driven decision making
was non-existent
Personnel were slow to adopt and adapt to
change
2006 was a big year for NUHS
Automate, Automate, Automate
Registrar’s office made conscious effort to automate
over the past several years
Online registration
Document imaging
University-wide room scheduling system
ID card automation
Document tracking & letter generation
Customized reports
Report auto-delivery via email
Self-service portals (student, faculty & alumni)
Degree audit was missing
For the Longest Time…
Degree audits were
completed by paper
and stored in the
office
Students couldn’t
easily keep track of
progress and updates
were not instantly
available
There had to be a
better way…
Exploring CAMS Degree Audit
Office set goal to have at least two programs
fully functional by end of 2009
Wanted to provide students with real-time,
self-service information about degree progress
Wanted to meet or exceed services offered by
our competitors
Wanted to use degree audit output as a
recruitment, retention and advising tool
CAMS Degree Audit Makes
Sense
It’s already there
It “talks” with the data you already maintain
Institutions can setup in-house or obtain the
help of TRS project manager
Due to staff size and limited time, NUHS
utilized the assistance of TRS Project Manager
Two day on-site setup and training using our
real data
Courses, Groups,
Requirements, Programs,
Degrees Oh My! Implementation is a serious undertaking
Bulk of work is in the planning and setup
Start small and work your way up
Begin the process with a list of degree
requirements and an outline
Use the outline to map out the process in
CAMS taking into account electives, extra
courses, program requirements, etc.
The rewards are big!
Rolling it Out
• 2 small, straight-forward programs built at end of Day 1Day 1
• Conducted testing
• Attached to select studentsDay 2
• Available to students via Student PortalDay 3
Look, Feel & Branding
We made it our own
Consistent look &
feel throughout
Encouraged advisors
& staff to “talk it up”
Promoted the
benefits
Student Portal DCP
• Added New Section to Portal Left Navigation Menu
• Students can access up-to-date DCP anytime
• Students can access degree requirements anytime
Student Portal DCP
CAMS DCP
CAMS DCP
CAMS DCP
Identifies completed, missing, required classes
Even equivalent courses are marked as completed
Interpreting Results with Color
• Completed
• Required
• In Progress
• Extra Course
Useful for Final Degree Audit
Outcomes
Registrar’s Office
Dramatically reduces processing time for
graduation
Reduces number of questions related to degree
completion
Creates a clean document to be inserted into file
Makes registration run more efficiently
Helps better identify classes in need
Overall increased efficiency
Outcomes
Advisor’s Office
Saves time during advising meetings
Reduces number of meetings and questions
Puts more control over progress in the hands of
students
Useful as retention tool
Allows for better, data-driven decision making
Outcomes
Students
24/7 access to progress
Updated as grades are updated
Makes registration planning nearly effortless
Helps students plan well into the future
Allows for “what if” scenarios
Fulfills their expectations
Things to Consider
Review existing records/data
Pick a small, straightforward program to start
Get buy-in from all constituencies
Build hype and excitement on campus
Make maintenance a top priority
Test, test, test
Contact Information
Keith Werosh
Asst. Dean of Students & University Registrar
National University of Health Sciences
Lombard, Illinois
(630) 889-6547