End Fall 2022 – registrar's office resources

2022

November

SU
MO
TU
WE
TH
FR
SA

30
31
1
2
3
4
5

6
7
8
9
10
11
12

13
14
15
16
17
18
19

20
21
22
23
24
25
26

27
28
29
30
1
2
3

4
5
6
7
8
9
10

December

SU
MO
TU
WE
TH
FR
SA

27
28
29
30
1
2
3

4
5
6
7
8
9
10

11
12
13
14
15
16
17

18
19
20
21
22
23
24

25
26
27
28
29
30
31

1
2
3
4
5
6
7

Tuesday November 1

New 2023 JA current term on MITSIS Expired

Friday November 11

Veterans Day HolidayExpired

Deadline for flagging subjects and instructors and adding questions for end-of-term evaluations Subject Evaluation/WTWExpired

Friday November 18

MacVicar Nominations Due MacVicarExpired

WTW Window closes Subject Evaluation/WTWExpired

Monday November 21

d’Arbeloff Fund Selection Committee meets Curriculum Development FundsExpired

Tuesday November 22

Post the IAP / Spring 2023 class schedule CSB PDF goes live on website Scheduling/ClassroomsExpired

Wednesday November 23

Drop Date GradesExpired

Thursday November 24

Thanksgiving HolidayExpired

Friday November 25

Institute Holiday HolidayExpired

Wednesday November 30

H2 Drop Date GradesExpired

Thursday December 1

Pre-registration for IAP and Spring opens RegistrationExpired

Friday December 2

Program changes due for 2023-22 Bulletin; HASS, CI subject proposals due Catalog/COCExpired

Opening of End-of-Term Subject Evaluation period at 9am Subject Evaluation/WTWExpired

Monday December 5

Online Grading Opens GradesExpired

Begin running Spring tuition RegistrationExpired

Wednesday December 7

June degree applications open DegreesExpired

Wednesday December 14

Last day of classes RegistrationExpired

Confirm early ad hoc classrooms reservations for Spring 2023 Scheduling/ClassroomsExpired

Friday December 16

Closing of End-of-Term Subject Evaluation period at 9am Subject Evaluation/WTWExpired

Tuesday December 20

Fall Grade Deadline without exams GradesExpired

2023

January

SU
MO
TU
WE
TH
FR
SA

1
2
3
4
5
6
7

8
9
10
11
12
13
14

15
16
17
18
19
20
21

22
23
24
25
26
27
28

29
30
31
1
2
3
4

5
6
7
8
9
10
11

February

SU
MO
TU
WE
TH
FR
SA

29
30
31
1
2
3
4

5
6
7
8
9
10
11

12
13
14
15
16
17
18

19
20
21
22
23
24
25

26
27
28
1
2
3
4

5
6
7
8
9
10
11

Monday January 2

All Day 2023 JA current term on MITSIS GradesExpired

Monday January 9

All Day First day of IAP classes Grades|RegistrationExpired

All Day Spring Pre-registration deadline Registration|Scheduling/ClassroomsExpired

First day of IAP classes RegistrationExpired

IAP pre-registration closes. IAP Add/Drop opens. RegistrationExpired

Spring Pre-registration deadline RegistrationExpired

Tuesday January 10

All Day CoC (subject to change) Catalog/COCExpired

Wednesday January 11

All Day Fall Grade Deadline due for subjects with final exams GradesExpired

Fall Grade Deadline due for subjects with final exams GradesExpired

Thursday January 12

All Day Fall term summaries available to depts. GradesExpired

All Day Run Fall term summaries & freshman hidden grade reports GradesExpired

All Day Evaluation results published Subject Evaluation/WTWExpired

Fall term summaries available to depts. GradesExpired

Run Fall term summaries & freshman hidden grade reports GradesExpired

Evaluation results published Subject Evaluation/WTWExpired

Friday January 13

All Day CI-H/W Waitlists open (offers can be extended starting Jan. 30) RegistrationExpired

Monday January 16

All Day Martin Luther King, Jr. Day HolidayExpired

Martin Luther King, Jr. Day HolidayExpired

Tuesday January 17

All Day GAP Meeting GradesExpired

GAP Meeting GradesExpired

Wednesday January 18

All Day CAP Grades Meetings GradesExpired

CAP Grades Meetings GradesExpired

Thursday January 19

All Day Spring CI-H/HW Deadline RegistrationExpired

All Day CAP Grades Meetings GradesExpired

CAP Grades Meetings GradesExpired

Spring CI-H/HW Deadline RegistrationExpired

Friday January 20

All Day Spring pre-registration closes RegistrationExpired

Spring pre-registration closes RegistrationExpired

Monday January 23

All Day Opening of IAP Subject Evaluation period at 9am Subject Evaluation/WTWExpired

Tuesday January 24

All Day Run EM/UT (generate Spring semester student schedules) Scheduling/ClassroomsExpired

Wednesday January 25

All Day CAP Deferred Action GradesExpired

CAP Deferred Action GradesExpired

Thursday January 26

All Day Run EM/UT (generate Spring semester student schedules) Scheduling/ClassroomsExpired

All Day Student schedules run / CI-H/W class lists filled / sections appear on pre-reg class lists Database|RegistrationExpired

All Day Post the GIR Semester Exam schedule for Spring 2023 DatabaseGradesScheduling/ClassroomsExpired

All Day CAP Deferred Action GradesExpired

CAP Deferred Action GradesExpired

Student schedules run / CI-H/W class lists filled / sections appear on pre-reg class lists RegistrationExpired

Run EM/UT (generate Spring semester student schedules) Scheduling/ClassroomsExpired

Friday January 27

All Day Confirm all Standing programs for the Summer 2023 semester Scheduling/ClassroomsExpired

All Day Closing of IAP Subject Evaluation period at 5pm Subject Evaluation/WTWExpired

Confirm all Standing programs for the Summer 2023 semester Scheduling/ClassroomsExpired

Confirm early ad hoc classroom reservations for Summer 2023 Scheduling/ClassroomsExpired

Monday January 30

All Day Updates to department pages due for 2023-24 Bulletin Catalog/COC|Catalog/Faculty GovernanceExpired

All Day Instructors can begin making CI-H/W offers from waitlist RegistrationExpired

All Day Online Registration and Add/Drop opens. Harvard cross-registration begins RegistrationExpired

Updates to department pages due for 2023-24 Bulletin Catalog/COCExpired

Online Registration and Add/Drop opens. Harvard cross-registration begins RegistrationExpired

Wednesday February 1

Post the GIR Semester Semester Exam schedule for Spring 2023 Scheduling/ClassroomsExpired

Thursday February 2

All Day Confirm early ad hoc classroom reservations for Summer 2023 Scheduling/ClassroomsExpired

Friday February 3

All Day Last day of IAP Classes. Reg Week ends. Database|RegistrationExpired

All Day Registration week ends RegistrationExpired

Last day of IAP Classes. Reg Week ends. RegistrationExpired

Monday February 6

All Day Activate the UT 2024SP Academic Session Scheduling/ClassroomsExpired

All Day First day of classes Database|RegistrationExpired

Tuesday February 7

All Day IAP Grades due Database|GradesExpired

Wednesday February 8

All Day IAP Evaluation results published Subject Evaluation/WTWExpired

All Day IAP Term Summaries available to departments Database|GradesExpired

All Day CUP Meeting Curriculum/Faculty Support|SFSExpired

Thursday February 9

All Day Final exam requests due for Spring 2023 Scheduling/ClassroomsExpired

Friday February 10

All Day Registration Deadline (without penalty) Database|RegistrationExpired

All Day Spring final exam requests due Scheduling/ClassroomsExpired

All Day CAP Degree Meeting GradesExpired

Registration Deadline (without penalty) RegistrationExpired

Tuesday February 14

All Day GAP Degree Meeting GradesExpired

All Day CoC Meeting, first of Spring 2023 Catalog/COCFaculty GovernanceExpired

Wednesday February 15

All Day Final Exam schedule posted Scheduling/ClassroomsExpired

Thursday February 16

All Day Students notified of potential final exam conflicts Scheduling/ClassroomsExpired

Friday February 17

Final exam requests due for Spring 2023 Scheduling/ClassroomsExpired

Monday February 20

All Day President’s Day – Holiday HolidayExpired

All Day Hand-off Spring 2023 WTW (week of) Subject Evaluation/WTWExpired

Tuesday February 21

All Day Monday schedule of classes to be held Scheduling/ClassroomsExpired

All Day CoC Meeting Catalog/COCFaculty GovernanceExpired

Wednesday February 22

All Day WTW opens for Spring Term Subject Evaluation/WTWExpired

Project

Catalog

Completed Tasks

Active Tasks

Messages

MARTHA - Run catalog-scheduling discrepancies report regularly. Work with departments to align the offered status of subjects with scheduling.

MARTHA - Make sure any pending CoC petitions for seniors are ready for review/sign-off by the December CoC meeting.

PAM | ALISON | MARTHA - Follow up with departments regarding substantial changes to programs. Review and prepare changes for review by CoC during January.

PAM | ALISON - After fall grade submission deadline, ask Piero for fall term subject evaluation data on "time spent" on undergraduate subjects.

PAM | ALISON | MARTHA - Follow up with departments on editorial changes to programs and department pages.

PAM | ALISON | MARTHA - Edit, standardize, and prepare for CoC/CGP (if necessary) editorial changes to department pages.

PAM | ALISON | MARTHA | GEN | KATHLEEN - Monitor issues / proposals moving through multiple committees via interaction with other staff to faculty committees.

Project

Database

Completed Tasks

Active Tasks

Messages

NATE - Run ID assignment process daily to set up new students on MITSIS. Resolve possible matches.

DAVE - Set up start and end dates for Housing Addresses (HO) for the Spring term on SGTGPTRM. Run SPPPETAL to pick up changes in current term and to start loading future (IAP and Spring) addresses.

DAVE - Update faculty/staff and student email addresses before registration opens.

DAVE - Set Housing Office (HO) term on SGTGPTRM to give the default date for TR1 addresses coming from housing system.

DAVE - Run SPPPETAL every day to load IAP and Spring term housing addresses.

PHILIP - Clean up problem addresses before registration opens.

PHILIP - Check for eligible students with NONE PROJ NDG and fix.

PHILIP - Identify eligible students with three Courses, review and fix.

Project

Degrees

Completed Tasks

Active Tasks

Messages

CHARLIE - Send email to academic administrators regarding the opening of degree applications for June (end Nov).

PHILIP - Set up degree tracking to open for May applications when pre-registration opens.

MEGHAN - Publish "Dates and Deadlines" for May graduation on the website.

CHARLIE - Email each applicant who 1) is not a candidate or 2) is a candidate but deficient in units, CI, HASS concentration forms, or physical education. Follow up with students who have not responded.

PATTY - Follow up with students deficient with the CR and HASS.

DAVE | PETER H. - The week before pre-registration opens, run degree audit refresh and check; fix students' records.

PHILIP - Contact SHASS and departments to check on minors.

RI | CHARLIE | MARTI - Review candidates/applicants with deficiencies. Contact students and departments about coming off the degree list.

DAVE | PETER H. - Run degree audit refresh check in mid-January to ensure degree candidate conditions are updated for IAP term summaries.

CHARLIE | MARTI - Remove the candidate condition in Degree Tracking as students come off the degree list.

MARTI - Run Final Degree List. Send copies to graduate administrators and Graduate Dean.

PHILIP - Send copies of Final Degree List to undergraduate administrators, HASS, CI, and Physical Education.

MARTI - Confirm with SFS that degree holds must clear for CAP/GAP degree meetings.

PETER H. - Check with OSSC about any students returning from disciplinary sanction who may be trying to graduate.

PETER H. - Confirm with FSILG office that degree holds must clear by CAP/GAP degree meetings.

MARTI - Run a list of late degree adds for SFS.

PHILIP - Email degree candidates who are on hold about clearing any financial obligations.

MARTI - Pull a list of prior financial holds to see if they are cleared.

PHILIP - Update June degree timeline and send to undergraduate administrators.

PETER H. - Compile recipient lists for February digital diploma distribution. Send informational email about digital diplomas to those on February degree list.

PETER H. - Send invitations via Hyland portal to February recipients inviting them to download Blockcerts wallet app.

PETER H. - Issue digital diplomas on February degree award date.

PETER H. - Send follow up message after degree award date to February recipients who have not yet downloaded the Blockcerts wallet app.

Project

Grades

Completed Tasks

Active Tasks

Messages

RECORDS - Execute test plan to check OGS functionality.

PETER H. - Send email to academic administrators regarding opening of online grading and grade submission deadlines.

ROSANNE - Send email to IS&T outlining end-of-term production schedule.

ROSANNE - Log ticket to fix Harvard subject gradesheets.

PETER H. - Set up Fall grading periods for any special HST and EMBA subjects which run into Spring term.

PETER H. - Set up Fall grading period for gradesheets that should not be visible to departments (i.e., URW or URN). Shift applicable gradesheets from default grading period to non-visible grading period.

PETER H. - Check that any subjects activated late in SSASUSUB for registration are added to the default grading period before grade sheets are loaded.

DAVE - Check supply of paper for freshman hidden grade reports.

DAVE - Do not display grades on WebSIS until after 9:00 am on Monday of the final exam period. This will allow students to complete subject evaluations before viewing their final grades.

NATE - Post messages on Parchment site and Registrar's website regarding the display of Fall grades and/or February Degrees on transcripts.

PETER H. | DAVE - Review delivery list for term summaries.

PETER H. | DAVE - Test Fall term summaries.

PETER H. | RI - Run list of freshmen in 8.01L who have passed 3 subjects of 9 or more units.

SHIRLEY - Enter X's on O grades. Ri will pull list for SSS once grades are posted.

RI | PETER H. - Run report to identify students for whom votes from last completed term must be written in on term summaries.

PETER H. - Notify departments when digital term summaries are available to download.

DAVE - Run back-up term summaries. Run final term summaries. Run URM term summaries for OME. Run two copies of first year term summaries for OFY.

PETER H. - Hand-enter late grades onto copies of term summaries for Ri (CAP) and Marti (GAP).

PETER H. - Check if any departments need non-standard IAP grading periods.

PETER H. - Set up IAP grading periods in OGS including grade sheet due dates. Set up grading period for gradesheets that should not be visible to departments (i.e., URW or URN). Shift applicable gradesheets from default grading period to non-visible grading period.

PATTY - Prepare for CAP. Run AMS lists and email students who should submit petitions.

PATTY - Send messages to students who are behind (copy advisors and departments) - remind them that their names will be forwarded to the CAP.

PATTY - Provide Ri and Jocelyn Heywood with the final list of CR-related votes following CAP Deferred Action.

PETER H. - Place any GAP votes on current term.

DAVE | PETER H. | NATE - Check transcript grade assign (TC) and transcript degree release (TD) dates in SFRSECDR form for Fall, IAP, and Spring terms.

Project

Registration

Completed Tasks

Active Tasks

Messages

ALISON | ROSANNE - Arrange for IS&T to publish the IAP/Spring subject listing/schedule and class schedule on November 22; update as needed.

PHILIP - Run repeated subject process after Drop Date and again after last day of classes.

PETER H. | MEGHAN | DAVE - Prepare Registrar and WEBSIS web pages for pre-registration.

PETER H. | MEGHAN - Prepare updated registration instructions for website to reference Spring registration rather than fall.

DAVE - Manage test of pre-registration.

DAVE - Cross-Check dates in SFRSECDR and SGTGPTRM to insure that all codes/dates appear.

DAVE - Before pre-registration begins, verify that the "CI" code exists in SFRSECDR.

PHILIP - Manage test of online registration, add/drop, cross-registration and enrollment tools.

PETER H. - Send email to academic administrators announcing the opening of pre-registration, for forwarding to students.

TOM | MEGHAN - Update list of CI-H/HW subjects on site before Spring pre-registration opens.

PATTY - Before pre-registraion closes, email students (via AMS) to remind them to pre-register for CI subjects.

PATTY - Following the pre-registration deadline, email students (via AMS) to remind them to register for CI subjects.

PETER H. - Send email to departments reminding them about the availability of enrollment tools| particularly for IAP lotteried subjects. Remind them to designate subjects before pre-reg opens.

PETER H. | PHILIP - Coordinate reservations process for appropriate CI-H subjects for students in FYLCs and Scheller Teacher Education Program. Make reservations after pre-registration closes and before scheduling algorithm is run.

KATHLEEN | PATTY - Request list of writing advisors from Suzanne Lane. Adjust caps for CI-H sujects after pre-registration closes and before scheduling algorithm is run.

SHIRLEY - After tuition is assessed for Spring term reverse student life fee charge for MIT students in LGO.

PETER H. - Send email to departments reminding them that advisor assignments must be up-to-date for online registration and add/drop. Also, that instructor assignments must be up-to-date for class list access and correct routing of add/drop requests.

MARTI - Send email to academic administrators outlining graduate thesis procedures for IAP.

MARTHA - To make sure students can enter any offered subject through online registration or add/drop, confirm with departments that all offered IAP and Spring subjects reflect the correct terms offered in Subject Term Planning and Subject Classroom Planning and have been reported to Wayne either with a schedule or as a TBA subject. Follow up to resolve discrepancies between "offered not scheduled" and "scheduled not offered" subjects prior to the opening of the registration period.

CHARLIE - Compile a list of students who have successfully petitioned for an advanced standing exam. Include students who petitioned, but who were not eligible to take an ASE. Process updates to list until exams are completed.

DAVE - Change term on MITSIS to 2023JA and load registration (Jan. 3 after 5pm). Change term for WTW.

PHILIP | MARTI - Register February graduate degree candidates finishing up their theses for one unit in IAP. For degree candidates who did pre-register for thesis, reduce units to one if they registered for more.

RI | PETER H. - Run a list of students who pre-registered for more than 12 units in IAP. Adjust thesis units. Send list of undergraduate students to CAP and list of graduate students to OGE after grades come in.

ROSANNE - Send critical registration dates to IS&T.

RI - Run cleanup program SICCRLIM.SQL to find students who have been warned in the past and who took time off. Make sure they receive a credit limit upon their return.

RI - Provide Peter H. with a list of students who receive RWs so he can make the students ineligible for Spring.

SHIRLEY - Make sure when a Course is changed the advisor is moved as well if in the same dept; if 6 P/PA is added, assign same advisor as the undergrad Course 6 major.

PAM - Pam subtasks fix me

Publish appropriate message on the home page of the subject listing and schedule related to the publication of the Spring subject listing and the opening of pre-registration.

Nov. 1 - indicate the date on which IAP/Spring schedule will be published and opening date of pre-registration

Nov. 22 - update to show only opening date of pre-registration (IAP and Spring)

Dec. 1 - update to show that pre-registration is open (IAP and Spring)

Dec. 1 - run "Catalog PRE-REG is open" job on Toolkit Pre-Registration Main Menu

Jan. 9 (5:00 PM) - update to show that pre-registration for Spring is closed

Jan. 9 (5:00 PM) - run "Catalog PRE-REG is closed" job on Toolkit Pre-Registration Main Menu

PAM - Test Pre-reg toggle/course selections in Online Subject Listing test site the week before Preregistration (week of Nov. 22)

PETER H. - Make sure standard confirmation messages for online registration are set up correctly.

PETER H. - Check to make sure intelligent messages within OREG and Add/Drop are still relevant and correct.

SHIRLEY - Enter Light Load forms into tuition code.

SHIRLEY - Make sure all paper/email pre-registration has been entered before student schedules are run.

PETER H. - Make sure readmitted freshmen are set up with the correct grading.

RI | PETER H. - Generate lists for assessing late pre-registration fines and charge students.

PETER H. | MEGHAN - Update Registration web pages.

DAVE - Email instructions to all offices that generate registration holds.

PHILIP | PATTY - Meet with incoming transfer students regarding registration, adds/drops, WebSIS, and the Communication and HASS Requirements.

PATTY | KATHLEEN - Coordinate administration of FEE by WRAP for transfer students.

Project

Schedules / Classrooms

Completed Tasks

Active Tasks

Messages

WAYNE - Develop timeline for UniTime scheduling process for Fall 2023.

ROSANNE - Log ticket with IS&T to restart classrooms server to reflect daylight savings time.

PETER B. - Review classrooms in UniTime for Summer 2023 and make any appropriate adjustments.

WAYNE - Develop/publish Fall semester conflict exam schedule after Drop Date. Compare actual schedule to conflict data collected earlier in the term with regard to number of exams and specific subjects offering conflicts, and forward results to Pam.

PAM | PETER B. - Provide Brian with any updated contact information (home and cell phone) for inclusion in the general announcement about emergency closings due to weather, which is sent by Facilities in late November.

KATIE | SUSANNE - Contact departments regarding final exam requests for Spring.

WAYNE - Continue to process changes to the IAP and Spring semester schedules in UniTime to ensure the online subject listing is up-to-date.

WAYNE | PAM - Review emergency snow closing procedures and scenarios.

PAM | MEGHAN - Coordinate preparation of web pages for publication in the event of a closing or delayed opening during final exam week; contact News Office to verify that everything is in place to publicize final exam information on the MIT home page.

MEGHAN - Publish link to final exam schedule on Registrar's website Announcement page on the last day of classes.

PETER B - Send final exam noise letter to Monica Lee in Facilities four weeks before final exam period

PETER B - Send final exam preparation letter to DAPER and CAC four weeks before final exam period

PETER B - Finalize layout for final exams conducted in non-classroom exam venues.

PETER B - Monitor renovation work in classrooms and advise of any issues/concerns, particularly for rooms that are scheduled to be back in service for the Spring term.

WAYNE | SUSANNE | KATIE | MARTHA - Review final exam procedures for non-classroom venues. Set up non-classroom venues for final examinations daily as directed during exam period using layouts prepared by Peter B.

WAYNE - Set up the large exam sites with easels and sandwich boards. Place the signage for directions to the large venues on Friday, December 16, at 6:00 AM. Breakdown exam sites on Thursday, December 22, and return same items.

MEGHAN - Post final exam dates on "Event" section of homepage.

WAYNE - Open the Academic Sessions in UT for IAP 2024 (January 9) and Spring 2024 (February 6).

WAYNE | KATIE | SUSANNE - Enter late-requests for Spring final exams and post appropriately.

PAM - Update composite spreadsheet to show fall stats regarding final exams and grades and forward to Brian. (Documentation for compiling this information is on the shared drive - updated summary forwarded during IAP.)

Project

Subject Evaluation / WTW

Completed Tasks

Active Tasks

Messages

PIERO | NICOLE - Run error-checking after WTW closes and send reports to SE coordinators.

NICOLE | MEGHAN - Develop marketing and communication materials.

NICOLE | PIERO - Add CR questions to CI subjects.

NICOLE | PIERO | KATHLEEN - Add WRAP Instructors to CI subjects.

NICOLE | MEGHAN - Flip the SE website for window open and close.

NICOLE | PIERO - Send email reminders (opening of SE period, reminders, last chance).

MEGHAN - Update online announcements and social media while SE is open.

PIERO - Run daily response rate and status checks.

PIERO | NICOLE - Monitor sehelp emails for issues.

PIERO - Run final screening of results before publishing.

PIERO | NICOLE - Publish evaluation reports.