ABC/No Record - will no longer exist as a grading option. ABC/No Credit will replace ABC/No Record. Students with this grading option that receive a grade equivalent to a D or F will receive a grade of NC – No Credit. The NC grade replaces the No Record where the enrollment did not appear on the official transcript. With the grade of NC, the enrollment will appear on the official transcript but the NC grade will not impact units earned or the cumulative GPA. The same change is also in effect for S/U No Record grading.

The Academic Structure tables can be considered the fundamentals to a successful implementation of the PeopleSoft Campus Solutions System. It is imperative that all modules have a thorough knowledge of the Academic Structure tables and the impact of the setup and maintenance. Based upon the results of the Course Catalog – August 2008 Integration Test it appears that the Academic Structure Tables have been set up accurately.

Access to Posting Grades - Each class will have a primary instructor listed and that person will be given access to post final grades via self service. It is the instructor of record’s responsibility to record and post all final grades.

 For faculty and staff, Self-Service will be utilized to update address and phone number information.

The Official Application of Record (OAR) will be updated to reflect changes in the load rules necessary for data consistency which is required to support the other Campus Solution modules. These rules pertain to Names, Date of Birth, Social Security Number and Residency Status. These will help with matching credentials for those students that have changed names. The other rules being implemented will ensure data consistency should an applicant also be a student, employee, or a financial aid participant/applicant.

The BG@100 Project Management team has determined to move the Graduate Admission’s Go-Live from September 22, 2008, to October 6, 2008. The Undergraduate Admission application will go-live due to the risks associated with not processing the expected 600 undergraduate applications. It was agreed that the additional weeks of testing time will further evaluate the undergraduate and graduate automated application processes in order to reduce the overall risk. It should also be noted during that by September 22 BGSU may have as many as 70 graduate admissions applications waiting to be processed. Although the volume of applications waiting for processing is not as great as Undergraduate Admissions, it is important to process all BGSU applications as quickly as possible.

Over the next two weeks, the project team will work to resolve all known issues with the admissions application process. The Graduate Admissions team will continue to test the application. It is imperative to fully test the automated application process before it is moved to production.

Graduate Admissions – Graduate Admissions will collect applications for the Graduate College in the Graduate College System. The data collected will be loaded to Campus Solutions where communications, checklists and comments will be utilized to manage the application process. Once the determination is made on an applicant’s acceptance the decision will be posted and accepted applicants will matriculate as students.

Starting Summer 2009 the Graduate College is switching to a per application fee, no longer a onetime application fee.

CollegeNet is being phased out as the online vendor for the application process, it is now only accepting applications for Fall 2008 and Spring 2009.

The new application for Graduate Admissions is hosted here at BGSU and was developed through a cooperative effort between the Graduate College, Information Technology Services and the BG@100 Project Team.

For summer 2009 applicants and beyond, PeopleSoft is the system of record for applications.

The departments will need to understand graduate admissions coding in PeopleSoft to answer student’s questions concerning their application status.  Application data will be located in PSCSS NOT SIS.

Undergraduate Admissions will begin loading applicant data to PeopleSoft to manage the application, admission and matriculation processes for the summer 2009 and fall 2009 semesters. Applicant data will be collected in the Undergraduate Admissions System through on-line applications then loaded to PeopleSoft Campus Solutions (CSS). Once prospect information is loaded to CSS, Undergraduate Admissions will utilize UAS and CSS to communicate with those students interested in attending Bowling Green State University. As students apply for admission to the University, the Undergraduate Admissions office will manage and evaluate the applications and required information (transcripts, test scores, etc.) to determine if the applicant will be accepted as a Bowling Green State University student. Once an applicant is admitted to the University, Undergraduate Admissions will matriculate the applicant officially making the applicant a student.

The advisor self service pages will go live in February providing advisors information regarding their advisees and walk in advisees. Via these pages advisors will be able to view student demographic information, grades, class schedules, internal transcripts, transfer credit reports (as delivered in CSS) and hold information.

The current practice for alternative loans involves a manual certification by the Financial Aid Office, and manual posting of funds by the Bursar's Office. With this implementation the Financial Aid Office will automate the certification and disbursement processes. Funds will be "pushed" through CSS to provide greater accountability and a more integrated process, with audit trails. Students will be directed to FastChoice (alt. ln comparison tool provided by Great Lakes Higher Ed) to select a lender. The selected Lender will approve the loan and send a confirmation to BGSU Student Financial Aid using Scholarnet tool for certification. Student Financial Aid then certifies the loan and disburses funds to student's Bursar account. Students who chose to use a lender who does not participate in this automated process will be required to sign a paper check to receive their funds.

 This interface will provide information about graduating students to the Alumni system.

The current process for posting external / private awards involves a paper notification between the Bursar's Office and the Financial Aid Office. This process is changing with the implementation of PeopleSoft CSS; the Financial Aid Office will enter these awards on the student package and disburse them to the student's Bursar account. This process provides greater accountability by tracking each award in the system.

Biographical and demographic (Bio/Demo) data from SIS will be converted to PeopleSoft. This data pertains to faculty, staff and students (past and present). After the conversion is complete PeopleSoft will be the University’s data of record for Bio/Demo data. Self-service applications will allow faculty and staff to change their addresses and phone numbers on-line rather than having the changes made by the Office of Human Resources. Students will have bio/demo change capabilities through self-service in December 2008. PeopleSoft being the data of record will permit the admission offices to know if prospects and applicants have been associated with the University in the past helping to prevent duplicate records from being created. Because PeopleSoft will be the data of record for Bio/Demo data, an interface will keep the data in synch between PeopleSoft and SIS so SIS and other legacy systems can continue to operate through the full implementation schedule.

The Blackboard community user, course, enrollment and organization feeds will be going live with data originating wholly within PeopleSoft CSS. No longer will the DB2 account tables drive this process.

All "active" employees will continue to receive an account. Employees will continue to have access for 90 days after no longer being employed.

Blackboard accounts for retirees will continue 90 days after retirement.

All "active" students will receive a Blackboard account.

An active student is one with an active program/plan that has not been discontinued.

Students will not be discontinued until they have 4 (four) consecutive non-enrolled semesters.

The discontinuation policy states that if a student is not enrolled for 4 consecutive semesters they will lose their student status. Once discontinued they will lose their Blackboard account.

Students who have graduated from the university will continue to receive their Blackboard account access for 500 days.

Student applicants that never matriculate (attend) lose access once the admit term is no longer current.

Link was added to the Class Search Browse Catalog. This change was made in order for Registration and Records to stay in compliance with the Higher Education Full Discloser Opportunity Act.

Currently there are no controls over whether or not a book scholarship is used for book/supply expenses. An interface has been developed to apply book scholarships to the University Bookstore via the Financial Aid and Student Financial accounts.

Spring 2009 semester was the last semester to submit grades using "bubble sheets".

The Bursar bill will be viewable and payments can be made through CASHNet accessible through the BGSU portal.

In CSS the P# will no longer be used – the P will be replaced with a 0 and it will be referred to as the BGSU ID#. This number will stay with an individual regardless of their relationship to BGSU (applicant, student, BGSU employee, etc.)

All data for employees and students will be in same database – CSS database will be the “system of record” – information will be available in view only mode in SIS but may be up to 24 hours old.

Student bills will be electronic, on a site hosted by CASHNet and accessible from MyBGSU. Current bills will be available through the CASHNet site and archived as they are created. Notification will be sent to student BGSU email accounts when a bill is available for viewing. Parent and third party access can be granted by the student for viewing and paying bills.

All data for employees and students will be in same database – CSS database will be the “system of record” – information will be available in view only mode in SIS but may be up to 24 hours old.

A web form will be available to allow student (who do not already have a residential meal plan) to sign up for a future term meal plan.
Commuter meal plans and extra meal dollars are currently purchased at the bursar windows or at the BG1 Card Office desk. In the future, they will be purchased at the bursar windows, at the Dining Services Accounting Office or from the "My Commuter Meal Plan" link in MyBGSU.

Conversion Method - adopted for semester to quarter hour conversion - BGSU was on a semester calendar system, changed to a quarter system and then back again to a semester system. In legacy SIS, even though the course enrollments were posted in quarter hour amounts, the cumulative and term statistics were always expressed in semester hours. The decision was made to convert the enrollment hours to reflect semester amounts as well, making all data consistent.

The course catalog is the inventory of all courses offered by Bowling Green State University. Approved courses are required before the colleges and departments are able to create the classes to offer each course. Courses are used to track and enforce course requisites and degree audit progress. Historic courses have also been created to support historical class enrollments to allow the project to recreate students’ official transcripts. Approximately 16,000 courses have been created in the PeopleSoft environment. The Office of Registration and Records will maintain courses in both SIS and PeopleSoft from August 4, 2008 until fall 2009 to keep both systems synchronized. Once all processing in SIS ceases courses will only be maintained in PeopleSoft.

The Bursar's Office will change credit card (and IVR) payment processors, the new vendor is CASHNet.

Advisors will access the DARwin degree audit via a link in the portal. Users will not be able to access it from within the PeopleSoft Advisement self service application.

This will replace the Degree Audit link within the MyAdvisees application - the link will no longer be available in the MyAdvisess drop down menu after the March go-live.

A degree audit will be available for any student with an active program in PeopleSoft or a student who has graduated within the three most recently completed terms.

Academic exemptions will continue to be a manual effort. College offices will need to communicate exemptions to Registration and Records.

Since all student course work has to go through conversion logic in the degree audit system to be converted to the new four digit course number, the report will no longer contain the "processed as" statement attached to converted course work. All courses would carry this designation if printed which would be confusing to both advisors and students.

These queries have been developed and will be used at the end of the summer session to report students that have made the Dean's List and those that have graduated for use by news services that publish this information.

Departments which are authorized to bill student accounts for fines or fees currently send that information via a spreadsheet to the Bursar's Office for processing. The new process will entail those departments entering the charges directly into CSS, where possible/practical.

The Graduate College will enter Graduate Tuition Assistance Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA, Graduate College, Bursar, and various other Graduate Departments. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.

The Office of Residence Life will enter Resident Advisor (RA) Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA and Residence Life. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.

The Undergraduate Admissions Office will enter Transfer Scholarships as well as Point of Contact Awards directly on the students’ financial aid package through the use of Departmental Awards. This will expedite the process and eliminate the need to pass rosters between SFA and Admissions. In addition, since the awards will post at the time of awarding, it will reduce the chance of awards posting incorrectly and will allow for adjustments to be made to the students’ package sooner, if needed.

The current process for processing dependant & employee fee waivers is all manual for Human Resources, Bursar and Student Financial Aid Offices. Utilizing the new process, Human Resources will load the fee waiver information received through the Employee/Dependant Fee Waiver Form to the Restricted Aid page in Financial Aid. Financial Aid will pull this information into the student's package and make adjustments to reflect the actual enrollment/eligibility as necessary. Funds will disburse from Financial Aid to Student Financials as part of the normal disbursement schedule.

Departments offering Study Abroad opportunities will need to establish “placeholder” courses to track students’ enrollments.

Dynamic Billing - billing takes place on the 5th of each month. In addition, students currently see "recent transactions" the day after they occur. With the June go-live, recent transactions will be real time, not in batch.

eIPP - Students will be able to sign up for Installment Payment Plan electronically. Payment plan will automatically recalculate as classes are added/dropped. This functionality is provided by CASHNet. While it is in production with the June go-live, it is not available to students until July 1.

As much refunding as possible will be handled electronically by the direct deposit feature in CASHNet. The Bursar's Office has a marketing campaign in place and is communicating this service to students.

Repeat limits will be enforced at the time of enrollment. In the past the previous system did not have the capability of enforcing repeat limits. Students needing to enroll in a situation where the repeat limits will be exceeded will need to acquire a signed registration form and present it to Registration and Records.

When enrollment goes live in February, all historical enrollment maintained in SIS, including enrollment as far back as 1940, will be converted to CSS. Summer 2009 enrollment will be the first enrollment activity performed live. The conversion of historical enrollments provides for a foundation for prerequisite checking, and the monitoring of academic policies such as the University’s retake policy. Staff in the Office of Registration and Records will keep enrollment for Fall 2008 and earlier in synch with SIS until December 2009. There will be a short term interface in place to keep Spring 2009 enrollments in synch between the two systems until May 2009.

The Office of Registration and Records will configure Appointment Times which will allow students to register for Fall 2009 classes based on their assigned appointment times.

Fall 2009 registration will begin March 16 for Graduate Students.

Faculty and staff that advise students will utilizing the advising application in the Faculty Center to view past enrollments, grades and other information to advise students for their future academic path. Advisors will also use this application to remove Mandatory Advising Holds. Faculty will be able to view their official class rosters.

The faculty self service pages will provide faculty members access to their class roster, student advisement pages as discussed in Advisor Self Service, and eventually grading.

Students who receive a Federal Perkins Loan award will be prompted to go online to accept or decline the award through the Student Center. After accepting the award, students who need a promissory note will be prompted to complete the eMPN. Students may either complete the promissory note at that time or return to complete the note later. The system retains the MPN data, which can be updated by the Student Loan Collection Office or the Student Financial Aid staff as appropriate.

Departments will no longer receive Federal Work Study (FWS) allocations to be divided among their student employees; work availability will be based on student's FWS allocations. Students who have earned at least $1 in the prior aid year through FWS will receive first priority when awarding FWS funds in ‘09-‘10.

Historically Student Financial Aid has issued FWS allocations to certain departments across campus who utilize student employees in their office. Students who have need have all been packaged with FWS funds regardless of their prior work experience. Departments will no longer receive FWS allocations to be divided among their student employees; work availability will be based on student's FWS allocations. Students who have earned at least $1 in the prior aid year through FWS will receive first priority when awarding FWS funds in 09-10.

The current system has no controls on whether a fee specific award is actually applied to the designated fees (ie.., tuition scholarship for tuition charges). Many manual processes and repackaging has to occur on a regular basis to monitor the awards for potential over awarding. CSS delivers charge priorities that allow fee specific awards to only pay for corresponding charges. Automated processes have also been created to monitor for over awarding.

Currently the Bursar's Office has a method to record and view names of individuals whom students have indicated may inquire about their account. In CS a FERPA service indicator will be in place to track this information.

The March go-live for Financial Aid will allow Financial Aid to complete verification corrections and calculate financial need for students.

Funds will be "pushed" through the system to provide greater accountability and a more integrated process, with audit trails.
Students who receive a Federal Perkins Loan award will be prompted to go online to accept or decline the award. After accepting the award, students who need a promissory note will be prompted to complete the eMPN. Students may either complete the promissory note at that time or return to complete the note later. The system maintains the MPN data, which can be updated by the Student Loan Collection Office or the Student Financial Aid staff as appropriate.

The March go-live for Financial Aid will allow Financial Aid to complete verification corrections and calculate financial need for students.

Funds will be "pushed" through the system to provide greater accountability and a more integrated process, with audit trails.
Students who receive a Federal Perkins Loan award will be prompted to go online to accept or decline the award. After accepting the award, students who need a promissory note will be prompted to complete the eMPN. Students may either complete the promissory note at that time or return to complete the note later. The system maintains the MPN data, which can be updated by the Student Loan Collection Office or the Student Financial Aid staff as appropriate.

The December go-live continues financial aid preparation for the new aid year 2009-2010. This go-live will contain the first Federal Regulatory Release for the 2009-2010 aid year. More than 4,000 Item Types will be in production to accommodate the more than 4,000 known awards. Freshman Scholarship awards will begin being processed in preparation for the March Mass Packaging and Award Letter. The Term Counter for Institutional Scholarships will also be calculated starting in December in PeopleSoft. This will be accomplished without modification to the delivered system which the team did not feel was possible two months ago!

The Financial Aid Term Build process is one of the first steps in building students’ financial aid packages for the 2009-2010 fiscal year. Data received from the federal Free Application for Federal Student Aid (FAFSA) in conjunction with federal and state regulations as well as institutional awards will be used to determine how much financial aid a student is qualified to receive. Applicants and continuing students will be informed of their financial aid packages in early 2010.

The BG@100 Project Management team has determined that the customization which created the financial aid year for newly admitted students would move from September 22, 2008, to December 8, 2008.

Financial Aid will begin loading the ISIR’s (Institutional Student Information Record) the week of January 19th. This is the first step in building Financial Aid packages for the 2009-2010 aid year. The ISIR provides a summary of the information provided on a student’s FAFSA (Free Application Federal Student Aid) and provides SFA the calculated Expected Family Contribution (EFC) that is used to determine financial need. This weekend the final set-up tables needed for the ISIR loads will be put in place.

A variety of student and staff checklists will be implemented by Financial Aid to begin working with the students on the 2009-2010 aid year. This includes a To-Do list students will monitor through the online Student Center. Students will begin seeing their first set of To Do Lists for SFA after the ISIR loads begin.

Approximately 6400 aggregate scholarship records will be created thru a Renewable Scholarship Term Counters conversion from the current financial aid system to CSS. These term counters/aggregate records are used to track the number of terms a student has received a renewable scholarship for and help ensure students do not receive more funds than they have been awarded.

The Financial Responsibility Agreement which had to be signed by each student once a year has been eliminated. In order to replace the agreement and its corresponding hold, statements regarding students fiscal responsibility to the university has been placed on the self-service pages where students add classes, drop classes and view their class schedule.

These reports have been developed and will be produced as part of the summer grading processing.

Grade Basis Not Known by Instructor – Instructors will know what grade basis a student selected when they enrolled in a class. There will be a pick list of available grades however. If a student is in a S/U only class, only grades of S or U can be submitted. If a student is in a course in which they can choose the grading basis, the instructor will be presented with grades of A through F as selections. If a student has chosen the S/U option the grades of A,B or C will convert to S and a grade of D or F will default to U.

Legacy Grade Symbols – historical grade symbols such as D#### have been converted to a new grade of D4# due to data constraints.

Grading Deadline – The final grade submission deadline has been extended to 5pm the Wednesday after finals week. Grade Rosters that remain open at the deadline will be closed, grades saved and the grade roster will be posted. If no grade has been saved by the deadline, a grade of NGR will be posted.

When Graduate Assistance fee waivers are moved from funding by one DCC or grant to another, that accounting charge is currently masked from the student in SIS. In CSS the Graduate Assistants will see lines on their bills showing the fee waiver moved from one item type to another, netting to zero. This may cause confusion, however many graduate assistants are aware when their funding is moved from grant to grant. Graduate Student Senate has been asked to help communicate this change.

 These files have been prepared to report BGSU data to the State of Ohio HEI system.

Installment Payment Plan will be available electronically via CASHNet beginning July 2009; payment plans will automatically recalculate as classes are added/dropped.

Advisors will be able to request an internal copy of a student's transcript for advisement purposes.

The student version will be implemented during the June go-live.

Learning Communities will begin using a custom BlackBoard process to enroll their students in Learning Communities, which will then be interfaced to CSS to aid in Learning Community processes.

 Development to place and remove service indicators in mass will be operational and will be used by all functional modules.

Currently, students who sign up for a meal plan which costs less than their meal scholarship are routinely "upped" so their meal scholarship is used in full. With CSS, Dining Services will contact these students to ask if they want an increase in meal plan. If not, Financial Aid will sweep the funds to return or reallocate. This affects the dining dollars rollover.

Two interfaces to the National Student Clearinghouse (NSC) will provide degree and enrollment information. This will allow students, insurance companies, employers, etc. to confirm that a student is registered or graduated through the NSC website.

 Non-student accounts receivables (community members, businesses) will move from SIS to FMS.

Students that have matriculated but have not registered for classes will be tracked by the Office of Registration and Records as Not Coming. In the past this function had been performed by Admissions.

On-Campus Addresses - will be maintained in the Residence Life RMS system. Addresses will be displayed in PeopleSoft with an 'RESH' address type and with the history of room changes or active/inactive status.

On-line Grading: final preparations will be made to roll out grading rosters for summer term. Grades will be submitted electronically, there will no longer be paper bubble sheets. Instructors will be able to access their grade roster through the Faculty Center, record their grades and Post the grades once finalized. Grades will be immediately available for students to view. Instructors utilizing Blackboard will be able to have final grades saved in Blackboard interfaces to the PeopleSoft grade roster. From Blackboard instructors will be able to access the PeopleSoft grade roster to finalize the posting process. Only students enrolled in the class will appear on the grade roster. Instructors will not be able to manually add a student and grade through the grade rosters.

 Orientation and Registration (O’Reg)

OReg processes will be in place which will utilize data from CSS as well as legacy administrative systems to prepare for the Fall 2009 Orientation and Registration process which begins June 16.

Reservations for Orientation and Registration will be made through MyBGSU.

The PSCSS BG@100 Change Management Team has been tasked to design, develop, and manage delivery of initiatives/priorities beginning with the planning phase of the project and continue through the implementation of the PeopleSoft Campus Solutions System. Providing initiatives/priorities throughout the life of a project – especially one that spans several years – is necessary to sustain participation and ownership in impacted audiences.

Some services currently performed by the bursar staff will be performed by an outside vendor. Examples of these services include preparing and sending electronic billing notifications, managing guest access to bursar information, preparing and distributing direct deposit financial aid refunds, and preparing and distributing 1098-T tax forms.

In CSS the P# will no longer be used – the P will be replaced with a 0 and it will be referred to as the BGSU ID#. This number will stay with an individual regardless of their relationship to BGSU (applicant, student, BGSU employee, etc.)

Currently, some payroll deduction payment arrangements for student bursar accounts that were accepted this past academic year by the Bursar's Office are concluding. As a part of the CSS implementation, Payroll will be responsible for all paycheck adjustments.

Currently SFA only awards a PLUS if the parent has completed a PLUS Pre-Application and the credit check is approved. Beginning in ‘09-‘10; all dependent students who could potentially receive a PLUS will be packaged with an offered amount. The award will not be official until the Parent completes a PLUS Pre-Application, is credit worthy and has signed a Promissory Note to accept the award.

Undergraduate Prospect Load - The Office of Admissions will begin loading prospect records from the Undergraduate Admissions System to Campus Solutions. Prospect records consist of information that is used to communicate appropriately about Bowling Green State University to people that may be interested in applying to BGSU. Many of the prospect records bio/demo information was converted in the September go live.

Currently the Bursar's Office reconciles all data coming into SIS from Dining, Residence Life, Bookstore, etc. With the implementation of CSS, it will be the responsibility of the sending office to reconcile their data and the money that flows through CSS to FMS.

Repeat Rules – Registration and Records will continue to identify retaken courses in the degree audit report and manually process all changes. There has been one change in that a prior interpretation of policy has been removed such that a student receiving a D and then retaking the course and receiving an F will get the GPA impact from the F and lose all earned hours for the course. A previous interpretation from a prior vice provost had indicated that the earned hours from the D should be retained along with the GPA impact of the F grade.

 Users will be able to begin housing sign up for the Fall 2009 semester on Monday, February 9, 2009.

Currently, the Financial Aid Office is notified of Resident Advisor Room/Meals Awards via a spreadsheet received from the Residence Life Office. Residence Life will begin entering the RA Awards directly on the student's package using Departmental Awards. This will expedite the process and ensure accurate awarding because the award is posted at the same time as the award decision is made.

 A student web process will be available for students access through the web portal.

RMS is the University’s new Residential Management System used by Residence Life. For the January go-live an interface will run daily to provide data on admitted (by term) and active students from CSS to RMS. The data is bio/demo data needed to utilize the RMS system, such as contact information, permanent address, student category (ie. new, returning, athlete, etc.) and limited academic data.

An interface from Resource25, our classroom scheduling software, will be implemented to synchronize room scheduling assignments from Resource25 to PeopleSoft so that room assignments will be displayed as part of the class record. This information will also be available to students through their class schedule which will be available through self-service in the spring

Implementing this interface will allow Registration and Records to schedule approximately 5,000 classes to classrooms in Resource25. Without this interface, room scheduling would have to take place directly in PeopleSoft and would take about 2 months to complete each term. The December go-live also results in changes to the Resource25 application so that data is consistent between Resource25 and PeopleSoft. These changes include new organizations to represent the 95 scheduling departments in PeopleSoft CSS, new space features used for room assignments and changes to Event Cabinets and Event Categories to better integrate Resource25 and PeopleSoft for Summer 2009 room scheduling.

Once the legacy SAP results are converted, the CSS SAP process will be utilized for any new Financial Aid applications that are received.

Students will be able to determine whether to register for classes using the Satisfactory/Unsatisfactory grading scheme. Faculty will submit letter grades if the class is offered as Letter or S/U allowing the original grade to be captured. If the student is enrolled as S/U the official grade for the student will be automatically converted to S or U as defined by the grading policy. This allows the original grade to be retained should the student change majors and need to have the class graded by letter rather than S/U.

Schedule of Classes – conversion of over 300,000 classes that need to be created to support the conversion of enrollment. Each class has to be represented once each term there is an enrollment on record. Once the conversion is complete, Registration and Records will begin working with the departments to manually build the Schedule of Classes for Summer 2009 and then for Fall 2009.

Course Abbreviations (Subjects) and Academic Organizations (Depts) short description can no longer contain special characters. Example: A&S will become AS

Additional Sessions have been created for Fall and Spring Term.

RSP session will be used for Values classes and ACEN classes where the last day to drop is earlier then the other sessions.

Departments will have access to create their classes during the publicized dates for Schedule Development.

Departments will no longer have access to create Independent Study classes throughout the term.

Classes that meet less then 20 days or begin prior to the start of the term, must be created by RROFC or CEOFC in order to make sure they are placed in the right session for the term due to drop/add dates.

One course can have multiple components (Lecture, Lab, etc), but each component must have its own section number in order to create the class.

All required components must be created in order for students to enroll in the class.

Only one section will be created for the Large Lecture portion of the class. Large lectures can no longer be split out and cross listed together due to online grading.

The associated class number is used to link a class with multiple components (sections) together.

Suffix codes no longer exist in CSS.

In order to bill students at the appropriate rate, classes must be set up with the correct
Campus
Career
Location
Instruction Mode

Only classes with Instruction Modes of In Person (P) or Web Centric (WC) will be eligible for room assignments in general classroom space

Call Number will become Class Number in CSS

Course Topics are loaded on the course catalog.

Departments wishing to create topics for a course must contact Registration and Records.

Identifies certain characteristics of a class.
For example, a class may be associated with the BGX first year freshman program and the other classes of a course are not.

BG Perspective courses will also be identified using course attributes.

The facility ID is filled in by the department if the class is meeting in a department owned space or has been pre-assigned by Registration and Records.

Buildings and/or rooms preferences are not available in CSS.

Departments will be able to print or view a copy of the Schedule of Classes for the entire university or just their own specific classes from their office.

The Course Catalog and Schedule of Classes will be available for Summer 2009 courses and classes. These search options do not contain modifications, however, these searches will be modified by February for students registering for Summer 2009.

Summer registration will begin February 16 utilizing the student center. Students will be able to enroll in classes and view their class schedule. Any holds associated to a student will also be viewable by the student through the Student Center. Students will be able to view their registration appointment times and see who their advisor(s) are as well as where their office is located.

Faculty and Advisors will have access to production data through the Faculty Center. This eliminates the need to print and distribute these reports.

 Following this go-live CSS will be the system of records for student grades.

 After May go-live the student insurance purchasing transactions will be through CSS rather than the legacy systems.

 Students will be informed of their student insurance requirement through checklists viewable in the Student Center.

Program/Plan (201,000)
Defines the student record such as college, major and degree. Without program/plan enrollments cannot be converted in February. Maintenance will need to be completed in both SIS and CSS for student through spring 2009.

Residency (217,000)
Residency information regarding in-state tuition. Required for all students. CSS will be data of record. SIS will be updated by an interface.

Service Indicators (111,000)
Holds from SIS that will aid in continuing business processes. Both financial and non-financial holds will be converted. Financial service indicators will be temporarily interfaced between SIS and CSS. All other service indicators will have CSS as the data of record.

Milestones (217,000)
Converting placement test scores which are then used for enrollment prerequisite rules.

Student Groups (89,000)
Used to define groups of students to support business processes such as prerequisite checking and priority registration. Student Groups will be used to define Honors Students, Residential Communities, Athletes, Student Support Services, etc..

Student Advisors (27,000)
Associates students with advisors. Spring students may need advisor maintenance in both systems. New students for summer and fall will only have advisor data in CSS.

Student Degree Honors (454,000)
University Honors program, graduation with Distinction and/or Highest Distinction, department honors and Latin Honors. Also, an undergraduate student’s rank in their graduation class is being converted.

Currently students apply for Student Loans with Student Financial Aid. Student Financial Aid completes promissory notes and types check the following day that must be signed by the Chief Financial Officer. Loans are recorded in various places on the system in both SIS/Sam when issued and then when paid off. Bookkeeping is done using Excel and journal entries. With CSS Student Financial Aid will continue to issue Student Loans to students using paper promissory notes. Funds will be authorized & disbursed to Student Finance for creation of a "refund/STL" check or can be deposited directly into students’ banking accounts. Reconciliation will occur through delivered reports and fund rosters.

 Future grade submission will be completed electronically.

When term activation goes live, all historical terms will be prepared for enrollment conversion. Moving forward, this process will be run in batch, or performed manually, preparing a student record for enrollment each term. There will be key people involved with the enrollment process which will have access to manually term activate student records, however the majority of records will be activated through a process run in the Office of Registration and Records.

Conversion of term history information includes historical withdrawals, “not comings”, non-payment cancellations and academic standing (academic status in SIS) values for each enrollment term. Conversion of this information facilitates production of the official transcript and proper monitoring of academic policies such as Unsatisfactory Progress. Staff in the Office of Registration and Records will keep enrollment term history information in synch by performing dual maintenance until as late as December 2009 for some pieces. There will no longer be a ZNOT screen on which to record some of this information (not comings in particular) but there will be development released in the next months which will replace this process.

Currently the Bursar's Office posts 3rd party contracts and funds to a student account and then shares the award information with Student Financial Aid for posting to the students' accounts manually. Adjustments are communicated from Bursar to Student Financial Aid via paper, email or phone. The Bursar's Office will set up 3rd party awards in their system and pass the information to Student Financial Aid once final amounts are determined by Student Financials, a second pass will be made to update the disbursement fields on the students' financial aid.

Tuition will be calculated based on student attributes rather than class attributes. Student attributes include career, campus, and program.

Tracking Last Date of Attendance on Grade Rosters - In Legacy SIS last date of attendance is reported on the final grade roster and entered to a SIS screen for use by the Financial Aid office. Until 9.0 functionality, this will be completed in a paper process to report and record last date of attendance for students receiving a final grade of WF.

Transfer credit will be evaluated in the DARwin system and interfaced to CSS. All historical credit will be converted in February ensuring that student earned hour totals and degree progress is reflected accurately. Transfer credit in SIS for Spring 2009 will be posted manually by staff in the Office of Registration and Records until the end of Spring 2009. Credit for incoming and continuing students for Summer 2009 and forward will only be maintained in CSS.

Undergraduate Degrees on Graduate Transcripts – undergraduate degrees received by schools other than BGSU will no longer appear on the official transcript.

Classes that have reached their maximum capacity for enrollment will have the option of using waitlist functions. Use of the automated waitlist will ensure that waitlists will be utilized in the same fashion across the university providing students with a consistent understanding of their enrollment status.

Students that leave the University without proper notification will receive a final grade of WF for all courses that the student is enrolled in. Further the student will not be eligible for any refund of tuition or fees. This policy change was approved by Undergraduate Council on February 21, 2007.