Newsgroups: bit.listserv.cumrec-l
Date:         Thu, 19 Nov 1992 15:43:00 EST
From:         "Dave.Millsop" <ADP56@MSU.BITNET>
Subject:      Registration Questions

Attached please find a response from our Student Information System manager
concerning enrollment and registration at MSU.  As many of you know, we are
just now completing a conversion to Semesters and the implementation of ALL
new SIS software....both effective Fall 1992.....it has been very
interesting!!!

Questions can come back through me or directly to Ms. Croom, her bitnet ID is
ADP29@MSU.BITNET.

DLMJr

David L. Millsop, Jr.
Manager, Data Access Services
Administrative Information Services
Michigan State University
ADP56@MSU.BITNET
---
-------------( Forwarded letter follows )-----------------------
---
Date: Thursday, 19 November 1992 3:33pm ET
To: Dave.Millsop
From: Patty.Croom
Subject: Registration Questions

Michigan State University is nearing completion of its fully
integrated Student Information System.  Clearly the most visible and
most dramatically changed part of that system is the enrollment and
registration process.  Just 2 years ago we still had a card driven, arena
style system.  Students filled out requests on bubble sheets, which gave
those who participated in this early registration a starting schedule.  But
to complete registration, students had to report to multiple gyms in the
IM building.  Drops and adds were handled there manually during finals
week (students had to pay to keep classes then), and at the start of the
term.  Every student had to go there to pay.

Under SIS, students enroll themselves using PC terminals in lab or in
dial-up mode (from on- or off-campus), and/or using touchtone telephone.
The student can pick the mode they prefer, and use both modes to complete
their enrollment.  Security is handled by ID number and "Personal Access
Number" or "PAN".  The latter is handled like a bank PIN; it is the same
for the student's entire stay at MSU, unless the student requests it be
changed (this can be done in person at the Registrar's Office).  There
are limits on the number of attempts to log in in one day, length of
session, etc. as well.

Just after the middle of the prior semester, students are assigned appointment
times based on priorities (level, number of credits, etc.), and mailed a
letter with this time on it.  Enrollment then starts and runs approximately
4 weeks.  During that time, a student may enroll starting at the appointment
time (the system won't let them in before), and anytime after.  Students
may adjust their schedules during this period.  Students may search for
open sections of courses themselves.  During the enrollment period, we usually
see over 1500 students on a day, generating around 150,000 transactions.

There is no pre-scheduling.  Students get immediate confirmation into their
section.  Requirements such as junior standing, majors only, etc. are
checked is these are specified.  Repeat and reenrollment rules are enforced,
but we do not yet check academic course prerequisites on-line (though the
system is capable of this, we just switched to a semester calendar this fall
and chose not to do this).  Co-requisites are also not checked until later.
Departments may require approval for enrollment in courses in advance.  In
this case, a student must talk to the department, and the department enters
the approval into SIS electronically.  The student can't enroll in that
course until that happens.

Financial and academic holds, specified as holding enrollment, will mean a
student may not get into the system to enroll.  Those must be cleared first.
Students are supposed to see an advisor before enrolling.  Departments wishing
to strictly enforce this place academic advising holds on students until they
have seen an advisor.

After the scheduled period, the system is down for a few days, then opens
again for enrollment.  Returning students who don't enroll during the
scheduled, 4-week period are charged a late enrollment fee.  New, readmitted
and lifelong students enroll later in the period.

Billing is handled by mail.  The first bill goes out at the end of the 4-week
period (except for summer, when it goes out in late July).  A minimum amount
due is specified on the bill (taking into account financial aid, the
option of using a University sponsored deferment policy, etc.).  If the
student doesn't pay this by the due date, they will lose their classes.
Students who do additional add/drop activity after the first bill
goes out will have their bills adjusted in subsequent billing runs.  Depending
on the nature of the activity, fees may be charged in some cases
for students who wait to enroll until very late.

We tried very hard, but still found it necessary to have an arena activity
at the start of the term to handle problem situations and especially
loan checks (where we must get signatures).  About 16,000 of our 39,000
students must therefore show up in person at that time to complete their
registration activity.  Thus site is open for about 2 weeks around the
start of the term.

Overall, the new system has been VERY well received.  Students love the
ability to enroll themselves.  The computer enrollment option allows them
to see the open sections or print their schedule.  Telephone enrollment
gives them convenience to check in from virtually anywhere there is a
touchtone phone.   During the scheduled period, the system is available
8 a.m to 8 p.m. Mo-Sa, and noon to 8 p.m. on Sunday.

Students may continue to use computer and telephone enrollment in SIS
to do drops and adds for the first two weeks of the semester.  After
that time, this activity must be done in academic units/Registrar's office.

The entire system took incredible effort to complete. It involved significant
procedural and policy reexamination.  It is important that there be high
involvement from the academic and administrative offices to get timely
resolution of issues.  The students needed very little training in the
system (just a video on the campus cable channel), but the administrative
side is much more complex and required considerable training.  And finally,
this took some significant coordination to handle the network issues,
and ensure sufficient mainframe capacity.  We worked for several months
on stress the system and tuning before our first enrollment, which
proved to be a lifesaver.

If you have other questions, I'd be happy to help or refer you to
others who can provide more information.

Patty Croom
Student Information System Manager
Michigan State University, Adminstrative Information Services
BITNET:  ADP29@MSU
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