SACRAO - Modernizing a paper-based Registrar's office (Stellic)

Stellic audits/Banner/Argos reporting

Previously used paper forms and audits

Rule of 3 - You get 3 years for process review and make changes, but at small schools you have - the Rule of 1

Online forms don’t address the real issue

Identify strengths and weaknesses

• Is the organization lean? Is there IT support?

• Is there buy-in?

• What are users accustomed to?

• Is there funding?

• Is there enough staff?

• Is the information available in other formats to properly convert to online tools (paper, spreadsheets, etc.)?

Software review

• What personnel resources are required (do you need to hire a scribe?)?

• Check listservs

• Stellic built on AI, so do not need to hire

• Need to have faculty with curric comm experience who have some understanding of ed tech

Implementation

• configuration, data validation - communicated via Google sheet - late November

• Feb - course schedules loaded

• April - built initial run of audits

• May - validated audits against current class

• Allows opportunity to clean up Banner data

Current state

In less than one year -

• mobile-friendly

• faculty use notes feature instead of email

• 94% faculty use/76% student use (less likely for seniors to use it)

Stellic interface

• Pathway - similar to DW SEP

• Requests - communication about degree audits from staff/faculty

• Analysis - for course changes, we can identify programs that require the course, and other courses often taken with it.

• Each audit represents its own CY

• Various filters to identify students with missing requirements, which are planned, which are completed - informs course demand

Questions

• Does it interface with Degree Works?

• How does the scheduling function work?

• Read DW SEP - schedule students for classes?

• Stellic can identify % completion

• Stellic can handle sharing between programs, only the programs that can share, prioritize to count first in program and then not shared.