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eAdvisor: End of Semester Processing (Spring 2009)


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Summary: 

Identify and complete the processes needed to:

1. Report final on/off track status for the Spring 2009 semester
2. Report critical tracking students which are twice off track and need to change majors
3. Remove students which have completed track term 4 and are no longer evaluated as part of critical tracking

Start Date: 
April 20, 2009
Go Live: 
June 8, 2009
End Date: 
June 12, 2009
Current Milestone: 
06/05/09 - Advance the Track Term
Stage: 
Recently Released - Completed in last 3 months.
People
Sponsor/Champion: 
Elizabeth D. Capaldi, Executive Vice President and University Provost
Lead Customer: 
Heather Hoffart, Director
Lead Customer: 
Victor Yellen, Provost Office
Project Manager: 
Barbara Sowden
Contact for more information: 
Barbara.Sowden@asu.edu
Associate VP University Technology: 
Max Davis-Johnson
University Technology Director: 
Leah Lommel
More Info
Source: 
Executive
Priority: 
High
Scope: 
  • Coordinate timeline with Universities end of semester processes
  • Create a reports (Excel) for departments which identifies critical tracking students who are two times off track
    • CT07 report will only include students with failing grades or bad GPAs
    • CT08 report will include students who are off track two terms for any reason
  • Create a report (Excel) which identifies critical tracking students who are twice off track and enrolled for Summer (2094) term
  • Advance the semester in the daemon/batch - June 5
  • Apply end of semester holds for student's off track (S57) and student's twice off track (S67)
  • Send end of semester emails to student's off track and student's twice off track
  • Update student's Fall 2008 history data based on changes in Winter 2008 session
  • Add the student's Spring 2009 history data to the Advisor Tracking Tool
  • Change logic for existing CT07 student group to move student's from CT07 to another student group if track term 5 is achieved
All Milestones and Schedule: 

END OF SPRING 2009 SEMESTER PROCESSES TIMELINE

May 15, 2009 Update student's Fall 2008 history data based on changes in Winter 2008 session
May 18, 2009 Final spring 2009 grades due
May 20, 2009 Heather to send Email Text for CT08 holds
May 21, 2009 Repeat processing completed. Start full batch.
May 25, 2009 Memorial Day Holiday
May 26, 2009 Disqualification/Ineligible/Probation Reports Available for Colleges (reports actually available Saturday, May 23, 2009)
May 26, 2009 Set CT07, CT08 spring 2009 tracking status history
May 26, 2009 Identify CT08 twice off track students; apply eAdvisor/change major hold; send email to students
May 27, 2009 Identify CT08 regular off track students; apply regular eAdvisor hold; send email to students
May 28, 2009 Disqualification/Ineligible/Probation Changes Due to URO by 12:00 p.m.
May 29, 2009 Disqualification/Ineligible/Probation Changes Made by URO by 4:00 p.m.
May 29, 2009 Disqualified/Ineligible Students Dropped from fall 2009 Classes
May 29, 2009 Warning note sent to students to complete prereq during summer or drop f09 course for which they don’t have the prereq
June 1, 2009 First day of 8-week/1st 5 week summer sessions
June 1, 2009 Colleges Notify Disqualified/Ineligible Students
June 1, 2009 Report of CT07 off track (twice) available for review by colleges
June 2, 2009 URO Mails Option Letter to Ineligible Students
June 2, 2009 Report of CT07 off track (regular) available for review by colleges. CT07 Off track once only a report, no holds and no email.
June 3, 2009 Colleges begin reviewing prepared reports in My Reports of CT08 twice off track students; report to Provost Office whether students are required to change major
June 5, 2009 System advances track term for all CT students. Start full batch run.
June 8, 2009 CT audits/tracking tool now includes fall 2009 registration/tracking status
June 8, 2009 Remove CT07 students that are on-track and have now been advanced to Track Term 5 from Advisor Tracking Tool. Remove CT status and links info from student’s My ASU page.

Deliverables: 

Reports to departments
Emails notification to students
Apply holds
Post History data

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