Automated Degree Audit

FINDING BEAUTY IN

BEASTLY DEGREE

AUDITS

National University of Health SciencesCAMS Users ConferenceJune 2010

About Me

Asst. Dean of Students & University Registrar

Oversee office staff: 3 FT (sec’y, clerk, asst. dir,

+ part-time work study employees)

Serve as CAMS Manager

Work closely with computer services team to

manage the technical requirements

Responsible for academic records, schedule

creation, new student advising, orientation,

graduation and degree audit.

Joined NUHS in January 2006

About National

104 year history

2 campuses: Lombard, IL & St. Petersburg, FL

Summer enrollment: IL (778); FL (20)

Certificate, AAS, BS, MS, first prof. &

continuing ed.

Median age: 26

On CAMS since January 2006

12.1.1

Crystal Reports 11.0

student, faculty & alumni portals

Our Road to CAMS

Prior to CAMS, academic records managed

manually (Excel spreadsheets, paper cards,

etc.)

Information between departments kept in

separate silos

Reporting and data-driven decision making

was non-existent

Personnel were slow to adopt and adapt to

change

2006 was a big year for NUHS

Automate, Automate, Automate

Registrar’s office made conscious effort to automate

over the past several years

Online registration

Document imaging

University-wide room scheduling system

ID card automation

Document tracking & letter generation

Customized reports

Report auto-delivery via email

Self-service portals (student, faculty & alumni)

Degree audit was missing

For the Longest Time…

Degree audits were

completed by paper

and stored in the

office

Students couldn’t

easily keep track of

progress and updates

were not instantly

available

There had to be a

better way…

Exploring CAMS Degree Audit

Office set goal to have at least two programs

fully functional by end of 2009

Wanted to provide students with real-time,

self-service information about degree progress

Wanted to meet or exceed services offered by

our competitors

Wanted to use degree audit output as a

recruitment, retention and advising tool

CAMS Degree Audit Makes

Sense

It’s already there

It “talks” with the data you already maintain

Institutions can setup in-house or obtain the

help of TRS project manager

Due to staff size and limited time, NUHS

utilized the assistance of TRS Project Manager

Two day on-site setup and training using our

real data

Courses, Groups,

Requirements, Programs,

Degrees Oh My! Implementation is a serious undertaking

Bulk of work is in the planning and setup

Start small and work your way up

Begin the process with a list of degree

requirements and an outline

Use the outline to map out the process in

CAMS taking into account electives, extra

courses, program requirements, etc.

The rewards are big!

Rolling it Out

• 2 small, straight-forward programs built at end of Day 1Day 1

• Conducted testing

• Attached to select studentsDay 2

• Available to students via Student PortalDay 3

Look, Feel & Branding

We made it our own

Consistent look &

feel throughout

Encouraged advisors

& staff to “talk it up”

Promoted the

benefits

Student Portal DCP

• Added New Section to Portal Left Navigation Menu

• Students can access up-to-date DCP anytime

• Students can access degree requirements anytime

Student Portal DCP

CAMS DCP

CAMS DCP

CAMS DCP

Identifies completed, missing, required classes

Even equivalent courses are marked as completed

Interpreting Results with Color

• Completed

• Required

• In Progress

• Extra Course

Useful for Final Degree Audit

Outcomes

Registrar’s Office

Dramatically reduces processing time for

graduation

Reduces number of questions related to degree

completion

Creates a clean document to be inserted into file

Makes registration run more efficiently

Helps better identify classes in need

Overall increased efficiency

Outcomes

Advisor’s Office

Saves time during advising meetings

Reduces number of meetings and questions

Puts more control over progress in the hands of

students

Useful as retention tool

Allows for better, data-driven decision making

Outcomes

Students

24/7 access to progress

Updated as grades are updated

Makes registration planning nearly effortless

Helps students plan well into the future

Allows for “what if” scenarios

Fulfills their expectations

Things to Consider

Review existing records/data

Pick a small, straightforward program to start

Get buy-in from all constituencies

Build hype and excitement on campus

Make maintenance a top priority

Test, test, test

Contact Information

Keith Werosh

Asst. Dean of Students & University Registrar

National University of Health Sciences

Lombard, Illinois

(630) 889-6547

kwerosh@nuhs.edu