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One Year Under Our Belt:
Self-Reported Academic Record
Session A4
Gregg Perry, Thomas Skottene & Nancy Walsh

Office of Undergraduate Admissions
University of Illinois at Urbana-Champaign
Agenda
• Introduction
• History
• Reasons for Moving to SRAR
• Technical Aspects
• User Experience/Common Errors
• 2013 Enhancements
• Pros/Cons
• Verification Process
• Summary
• Feedback/Q & A
Introduction
Gregg Perry
  Associate Director, Recruitment

Thomas Skottene
  Associate Director, Data Services

Nancy Walsh
  Senior Associate Director, Operations
Historical Perspectives of the SRAR
S RAR            TM
                        B a c kg round
• Self-Reported Academic Record
  – Used by University of California system, Georgia Tech,
    Rutgers, and others
  – Freshman applicants self report their academic record
  – Self-reported data is used to process & review applications
  – Once applicants accept their offer, final transcripts are
    checked for discrepancies
Why S R A R ?

• Staffing issues

• Large administrative savings
   – 7,000 vs. 30,000+ transcripts, automation possibilities



• Enhanced Customer Service
S R A R Tim e lim e
• Trial Run, 2011
  – All freshman applicants with international credentials & applicants from
    Glenbrook North High School


• All In, 2012
  – All freshman applicants required to submit SRAR
Technical Perspectives of the SRAR
H ig h L e v e l
                 Te c h n i c a l
•
           C o n s id e r a t io n s
    Easy to use
     – Our applicants
     – Internal users
•   Integrate with our systems
     – Banner – our Student Information System (SIS)
     – eAdmitTM
•   Volume/Load
     – Handle current and expected future volume, including peaks around deadlines
•   Security Concerns
•   Utilize new possibilities
     – Automation
     – Transparency
     – Archiving
Eas e of Us e
•   The SRARTM is a web form
     – Familiar Design
         • applicants are used to it
     – Flexible
         • able to make changes quickly
     – The Regular Application Form is also a web form, though separate
     – Applicants need no special system requirements
         • Some schools reported very old browsers and could not submit
     – Warnings
         • When applicants do something unexpected such as not filling in all four years for
           coursework
     – Errors
         • When applicants make errors such as leaving required fields blank
U s e r Te s t i n g R e s u l t s
• Our initial approach was too process-centric
   – i.e. what Admissions needed to get our process done
• Applicants will guess and make (false) assumptions if
  they are not allowed to choose exactly what they
  expect/want
   – Drop downs have more options now
      • Even if we internally strictly don’t need it

   – Places for information we don’t really need
      • Applicants will find a way to give it to us anyway
In t e g r a t io n w it h o u r
          S ys te m s
• Banner
  – Illinois has used Banner as our main university wide data repository and
    student information system since 2003
  – Banner is a 3rd party tool made by Ellucian (Previously Sungard,
    previously SCT, etc…)
  – Banner is housed and controlled by Central IT
  – Gives Admissions very limited power over functionality and look and feel
• eAdmitTM
  – eAdmitTM - Internal application processing system
  – Workflow and data repository for most internal admissions processes
How It Was Before

                                   Print out
           Banner
                              relevant materials
        (our Student                                  Paper manila folder
        Information
          System)

                                Enter decision
                                  back when
                               review was done
Online Web                                         Other paper
Application     Test Scores                                         Transcripts
                                                      forms
   Form


        Electronic                                          Paper
How It Is Now
                              Import relevant data



               Banner
            (our Student                                        eAdmitTM
        Information System)
                                   Push back data




  Online Web                                        Other electronic
                     Test Scores                                           SRARTM
Application Form                                        forms



                                    Electronic
S R A R TM
             B a n n e r ( S IS )
•
               In t e g r a t io n
    Pulling Data
    – Identity
       • Login & PIN
       • Pre-logged-in credentials
    – Previous Schools information from application
• Push Data
    – Academic calculations such as GPA
    – Language Other Than English (LOTE)
    – Pattern
S c re e ns hot of
         B a nne r S ta tus P a g e
               – With open SRAR link

                                                      Message box telling
                                                 applicants items are missing.



                                 Link directly to SRAR form.
                                       Pre-logged in.
                                No need for username or PIN
Self-Reported Academic
Record
Tw o S e r v e r s




 Passes the Applicant’s
   Identify Securely
V o l u m e /L o a d
• A very large portion of applicants procrastinate
  and submit very, very close to the deadlines
  • 10,000 applications in one week prior to November 1
• We received no complaints of slow or non-
  responsive SRARTMs during the peak times
U n in t e n d e d
           C ons e que nc e s
• The Urbana admissions office releases the decisions
  twice a year
   – Mid-December
   – Mid February
• In the last two years the Central IT’s Status Page
  crashed during the December decision release
• Admissions Status page stayed up
   – creating an alternative way for users to see their decision
Tw o In t e r f a c e s
S e c u r it y C o n c e r n s
• Concerns
   – Physical damage
       • Fire
       • Tornadoes
   – Electronic break-in attempts
       • None have been successful

• Solutions
   – Data is backed up daily and in different locations
       • Not possible or practical with paper
   – Data is stored in a server room with heightened security procedures
       • Our paper files were not as safe as we would have liked
A u t o m a t io n
• Identify matched based on application ID
   – We now know which “John Smith” logged in
• Data as data and not text!
   – Academic calculations
   – Pattern analysis
• Aggregate information
   – Number of As, Bs, Cs, etc.
• Sorting
   – Subject
   – Chronological
   – By grades, requested
Tr a n s p a r e n c y

• Stored in database – not paper
• Audit points
  – Who did what when?
     • Users
     • Tasks
     • Date stamps

• Reporting
  – Data as data
     • Avg amount of As
Functional Perspectives of the SRAR
U s e r E x p e r ie n c e
• User-friendly form; dropdown menus
• Very important that applicants read ALL the
  instructions
• Must have transcript with them when
  completing
• More work, 60-90 minutes
• Can log back in to review submitted SRAR
C ommon Us e r
                E rrors
•   Ignoring directions
•   Not entering senior year courses
•   ‘Creating’ their own grades by averaging semesters
•   Did not convert number grades to letters
•   Entering all grades available (quarter, semester, year)
•   Not entering grades at all when present on transcript
•   Incomplete SRARs
2 0 13 E n h a n c e m e n t s
•   Tweaking directions
•   Designated area for senior year courses
•   Edit option in extreme situations
•   Academic credentials site
•   Internal view improvements
A d va nta g e s
• Easier application process for applicants &
  counselors
• Applications complete much sooner
• Solved some staffing issues
• Automation of data
D is a d v a n t a g e s
• Need to get the word out better; received too
  many high transcripts
• Applicants not following SRAR directions;
  manual follow-up needed
• Some technical issues on applicants’ end
• Verification/rescind process?
Ve r if ic a t io n P r o c e s s
• Official final transcripts needed by July 10th deadline.
• If final not available by deadline, 9-11 transcript is required.
• Staff will verify transcripts against SRAR.
• Suspected embellishment will be reported to review chair. Poor senior
  year performance will also be reported.
• Chair will review information & determine if offer should be
  rescinded. Student will be notified if offer is rescinded.
• If no documentation is received by deadline, admission offers will be
  rescinded. Students will be notified by end of July.
S umma ry
• History – why we moved to SRAR
• Technical – how was it created?
• Functional – how did it work from user &
  Admissions perspective?
• Pros/Cons
• Verification Process
Feedback/Questions & Answers

Gregg Perry
gperry@illinois.edu

Thomas Skottene
tskotten@illinois.edu

Nancy Walsh
njwalsh@illinois.edu
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois
A4 One Year Under our Belt: Self-Reported Academic Record at Illinois

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A4 One Year Under our Belt: Self-Reported Academic Record at Illinois

  • 1. One Year Under Our Belt: Self-Reported Academic Record Session A4 Gregg Perry, Thomas Skottene & Nancy Walsh Office of Undergraduate Admissions University of Illinois at Urbana-Champaign
  • 2. Agenda • Introduction • History • Reasons for Moving to SRAR • Technical Aspects • User Experience/Common Errors • 2013 Enhancements • Pros/Cons • Verification Process • Summary • Feedback/Q & A
  • 3. Introduction Gregg Perry Associate Director, Recruitment Thomas Skottene Associate Director, Data Services Nancy Walsh Senior Associate Director, Operations
  • 5.
  • 6.
  • 7. S RAR TM B a c kg round • Self-Reported Academic Record – Used by University of California system, Georgia Tech, Rutgers, and others – Freshman applicants self report their academic record – Self-reported data is used to process & review applications – Once applicants accept their offer, final transcripts are checked for discrepancies
  • 8. Why S R A R ? • Staffing issues • Large administrative savings – 7,000 vs. 30,000+ transcripts, automation possibilities • Enhanced Customer Service
  • 9. S R A R Tim e lim e • Trial Run, 2011 – All freshman applicants with international credentials & applicants from Glenbrook North High School • All In, 2012 – All freshman applicants required to submit SRAR
  • 11. H ig h L e v e l Te c h n i c a l • C o n s id e r a t io n s Easy to use – Our applicants – Internal users • Integrate with our systems – Banner – our Student Information System (SIS) – eAdmitTM • Volume/Load – Handle current and expected future volume, including peaks around deadlines • Security Concerns • Utilize new possibilities – Automation – Transparency – Archiving
  • 12. Eas e of Us e • The SRARTM is a web form – Familiar Design • applicants are used to it – Flexible • able to make changes quickly – The Regular Application Form is also a web form, though separate – Applicants need no special system requirements • Some schools reported very old browsers and could not submit – Warnings • When applicants do something unexpected such as not filling in all four years for coursework – Errors • When applicants make errors such as leaving required fields blank
  • 13. U s e r Te s t i n g R e s u l t s • Our initial approach was too process-centric – i.e. what Admissions needed to get our process done • Applicants will guess and make (false) assumptions if they are not allowed to choose exactly what they expect/want – Drop downs have more options now • Even if we internally strictly don’t need it – Places for information we don’t really need • Applicants will find a way to give it to us anyway
  • 14. In t e g r a t io n w it h o u r S ys te m s • Banner – Illinois has used Banner as our main university wide data repository and student information system since 2003 – Banner is a 3rd party tool made by Ellucian (Previously Sungard, previously SCT, etc…) – Banner is housed and controlled by Central IT – Gives Admissions very limited power over functionality and look and feel • eAdmitTM – eAdmitTM - Internal application processing system – Workflow and data repository for most internal admissions processes
  • 15. How It Was Before Print out Banner relevant materials (our Student Paper manila folder Information System) Enter decision back when review was done Online Web Other paper Application Test Scores Transcripts forms Form Electronic Paper
  • 16. How It Is Now Import relevant data Banner (our Student eAdmitTM Information System) Push back data Online Web Other electronic Test Scores SRARTM Application Form forms Electronic
  • 17. S R A R TM B a n n e r ( S IS ) • In t e g r a t io n Pulling Data – Identity • Login & PIN • Pre-logged-in credentials – Previous Schools information from application • Push Data – Academic calculations such as GPA – Language Other Than English (LOTE) – Pattern
  • 18. S c re e ns hot of B a nne r S ta tus P a g e – With open SRAR link Message box telling applicants items are missing. Link directly to SRAR form. Pre-logged in. No need for username or PIN Self-Reported Academic Record
  • 19. Tw o S e r v e r s Passes the Applicant’s Identify Securely
  • 20. V o l u m e /L o a d • A very large portion of applicants procrastinate and submit very, very close to the deadlines • 10,000 applications in one week prior to November 1 • We received no complaints of slow or non- responsive SRARTMs during the peak times
  • 21. U n in t e n d e d C ons e que nc e s • The Urbana admissions office releases the decisions twice a year – Mid-December – Mid February • In the last two years the Central IT’s Status Page crashed during the December decision release • Admissions Status page stayed up – creating an alternative way for users to see their decision
  • 22. Tw o In t e r f a c e s
  • 23. S e c u r it y C o n c e r n s • Concerns – Physical damage • Fire • Tornadoes – Electronic break-in attempts • None have been successful • Solutions – Data is backed up daily and in different locations • Not possible or practical with paper – Data is stored in a server room with heightened security procedures • Our paper files were not as safe as we would have liked
  • 24. A u t o m a t io n • Identify matched based on application ID – We now know which “John Smith” logged in • Data as data and not text! – Academic calculations – Pattern analysis • Aggregate information – Number of As, Bs, Cs, etc. • Sorting – Subject – Chronological – By grades, requested
  • 25. Tr a n s p a r e n c y • Stored in database – not paper • Audit points – Who did what when? • Users • Tasks • Date stamps • Reporting – Data as data • Avg amount of As
  • 27. U s e r E x p e r ie n c e • User-friendly form; dropdown menus • Very important that applicants read ALL the instructions • Must have transcript with them when completing • More work, 60-90 minutes • Can log back in to review submitted SRAR
  • 28. C ommon Us e r E rrors • Ignoring directions • Not entering senior year courses • ‘Creating’ their own grades by averaging semesters • Did not convert number grades to letters • Entering all grades available (quarter, semester, year) • Not entering grades at all when present on transcript • Incomplete SRARs
  • 29. 2 0 13 E n h a n c e m e n t s • Tweaking directions • Designated area for senior year courses • Edit option in extreme situations • Academic credentials site • Internal view improvements
  • 30. A d va nta g e s • Easier application process for applicants & counselors • Applications complete much sooner • Solved some staffing issues • Automation of data
  • 31. D is a d v a n t a g e s • Need to get the word out better; received too many high transcripts • Applicants not following SRAR directions; manual follow-up needed • Some technical issues on applicants’ end • Verification/rescind process?
  • 32. Ve r if ic a t io n P r o c e s s • Official final transcripts needed by July 10th deadline. • If final not available by deadline, 9-11 transcript is required. • Staff will verify transcripts against SRAR. • Suspected embellishment will be reported to review chair. Poor senior year performance will also be reported. • Chair will review information & determine if offer should be rescinded. Student will be notified if offer is rescinded. • If no documentation is received by deadline, admission offers will be rescinded. Students will be notified by end of July.
  • 33. S umma ry • History – why we moved to SRAR • Technical – how was it created? • Functional – how did it work from user & Admissions perspective? • Pros/Cons • Verification Process
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  • 35. Feedback/Questions & Answers Gregg Perry gperry@illinois.edu Thomas Skottene tskotten@illinois.edu Nancy Walsh njwalsh@illinois.edu