Start Fall 2022 – registrar's office resources

Project

Catalog/Faculty Governance

5

Completed Tasks

20

Active Tasks

0

Messages

ALISON | MARTHA - Send CoC meeting schedule to catalog coordinators, along with link to updated CoC guidelines. Include a reminder that proposals for subjects offered only during IAP, spring, or summer must be submitted in CIM by September 15. Also ask departments to identify special subjects that have been taught on a recurring basis only during IAP to assign permanent numbers to those subjects.

ALISON | MARTHA - Review catalog-schedule discrepancies regarding partial-term subjects, following up with departments as needed to resolve inconsistencies.

ALISON | MARTHA - Provide regweb with updated content for CoC website and information published for catalog-schedule coordinators.

ALISON | MARTHA - Work through all proposals in CIM to ensure that undergraduate and graduate reviews will be completed on time for all IAP, spring, and summer subjects.

ALISON | MARTHA - Capture final reports of prior year's Catalog in CIM and CIS toolkit before the next cycle is initiated in the system. Save reports to shared drive.

ALISON | MARTHA - Send reminder to catalog coordinators about the catalog production meeting (October 27).

ALISON | MEGHAN | GEN | KARA | TOM - Update website with committee membership and meeting schedules for the new year

ALISON | PAM - In consultation with RPO, finalize arrangements for annual Bulletin production meeting.

GEN - Meet with CUP Chair to discuss plans for meetings early in the term.

GEN | KATHLEEN | PATTY - Meet with CUP Chair to finalize membership for SHR and SOCR.

KATHLEEN | TOM - Meet with SOCR Co-chairs to discuss plans for meetings early in the term.

KATHLEEN | TOM - Schedule SOCR's meetings for the fall term

KATHLEEN | TOM - Update SOCR's Canvas site for the new year

MARTHA - Create CoC's Canvas site for the new year; be sure archived materials from prior years are available.

MEGHAN - Update communication plan for fall term as needed.

PAM | ALISON - Bundle indexed archival CoC materials that are are ready for distribution to Institute Archives (MIT Libraries).

PAM | ALISON - Convey any outstanding CoC decisions regarding return cases to Student Support Services, SOCR, and SHR.

PAM | ALISON | MARTHA - Meet with CoC Chair to discuss plans for meetings early in the term.

PAM | ALISON | WAYNE | PETER B. - Finalize plans for annual coordinators meeting.

PAM | GEN | KATHLEEN | PATTY - Confer with faculty committee staff / chairs as needed to identify issues that will require review / discussion by multiple committees and coordinate those reviews in a timely manner.

PAM | ALISON | ROSANNE - Coordinate with IS&T regarding the initialization of the next catalog cycle.

PATTY | KARA - Meet with SHR Chair to discuss plans for meetings early in the term.

PATTY | KARA - Schedule SHR's meetings for the fall term

PATTY | KARA - Update SHR'S Canvas site for the new year

TOM | KATHLEEN - Send reminder to HASS undergraduate administrators about the deadline for CI and HASS subjects.

Project

CFS - Curriculum Development Funds

10

Completed Tasks

1

Active Tasks

0

Messages

AA2 | GEN - Coordinate d'Arbeloff and Alumni Class Fund meeting scheduling and selection committee recruitment with Elizabeth Hoy and the Vice Chancellor

AA2 | GEN - Send Tami dates when d'Arbeloff and Alumni Class Funds calls and reminders will be sent for AY2023

AA2 | GEN - Send d'Arberloff call (date TBD) and reminder/s (date(s) TBD) from the Vice Chancellor to all-faculty@mit.edu

AA2 | GEN - Collect proposals (deadline TBD)

AA2 | GEN - Create meeting binder and ranking sheet

AA2 | GEN - Disseminate binders and materials including reports from previous year to d'Arbeloff Selection Committee

AA2 | GEN - Prepare for meeting and send additional materials to the Vice Chancellor

AA2 | GEN - d'Arbeloff meeting (last week of October/first week of November)

GEN - Chase down late/missing d'Arbeloff and Alumni Class Funds reports

GEN | KATHLEEN - Consult with Vice Chancellor to determine plan for d'Arbeloff funds for AY2023

GEN | KATHLEEN - Finalize d'Arbeloff call for AY2023, and get Vice Chancellor's sign off

Project

CFS - MacVicar Faculty Fellows

7

Completed Tasks

0

Active Tasks

0

Messages

PIERO - Confirm room reservation and hold on Provost, Chancellor, Vice Chancellor's calendars for MacVicar Day.

PIERO - Submit FNL newsletter blurb to David Lewis before August deadline.

PIERO - Send Tami dates when nominations call and reminders will be sent for AY2023

PIERO - Send call to all departments on behalf of Provost.

PIERO | KATHLEEN - Consult with Vice Chancellor to determine plan, schedule, and process for MacVicar nominations and events.

PIERO | KATHLEEN - Update text for Faculty Newsletter blurb announcing call for nominations.

PIERO | NICOLE | KATHLEEN - Prepare Call for Nominations for 2023 MacVicar nominations cycle, including new nomination deadline, and have approved by Provost's office.

Project

CFS - Undergraduate Officers

3

Completed Tasks

2

Active Tasks

0

Messages

PIERO - Send schedule and locations for all Fall meetings

PIERO | KATHLEEN - Consult with Vice Chancellor to determine plan for fall meetings.

PIERO | KATHLEEN - Finalize a full list of agenda topics for the Fall term and have them approved by Ian.

PIERO | NICOLE - Once new Undergraduate Officers are confirmed by departments, send kick-off email to all Officers, welcoming them to the new AY and asking for their meeting date preferences.

PIERO | NICOLE - Finalize the agendas, invite guests, and send out RSVP's to Officers for each meeting one week prior.

Project

Cross-Registration

2

Completed Tasks

2

Active Tasks

0

Messages

PETER H - Provide cross-registration dates to Harvard so MIT subjects are visible to Harvard students.

SHIRLEY - Liaise with ROTC units about registration procedures for cross-registered ROTC students.

SHIRLEY - Set up Wellesley and MassArt subjects.

SHIRLEY | PHILIP | CHARLIE - Cross-register non-Institute visiting students, Wellesley students and MassArt students.

Project

Database

0

Completed Tasks

7

Active Tasks

0

Messages

CHRIS - Request updated Head of House list from Housing and update authorizations.

DAVE - Run warehouse directory extract and load email addresses at the beginning of August. Load upon request to update STVREACC.

DAVE - Compare entrees in SGTGPTRM and SFRSECDR from last Fall to this Fall. Ensure that all date code and application codes exist in the upcoming term. Add any new codes.

DAVE - Coordinate as needed with IS&T to provide feed of summer data for National Student Clearinghouse.

DAVE - At the request of Reference Publications

NATE - Run ID Assignment process daily to get new students into MITSIS as early as possible. This includes transfer students. Resolve possible matches.

NATE - Process requests from students to suppress directory information.

Not Started

Project

Degrees

11

Completed Tasks

6

Active Tasks

0

Messages

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.

CHARLIE - Send copies of Final Degree List to undergraduate administrators.

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

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

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

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

MARTI - Upload September degrees awarded to MITSIS through Degree Tracking.

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

PETER H - Check with CoD on any students returning from degree hold.

PETER H - Create templates for September digital diplomas.

PETER H - Send email invitations to graduating students to download BlockCerts app for digital diplomas

PETER H - Issue September digital diplomas

PETER H | RI - Compile recipient lists for September digital diplomas.

PHILIP - Close September degree applications on degree tracking on August 12; open February degree applications on August 22.

PHILIP | RI | PETER H - The last date for S^3 to readmit a not-registered candidate for the Summer degree list is SEPTEMBER 1. Any re-admit after this date must wait until the February degree cycle.

RI | CHARLIE | MARTI | PATTY - Review candidates/applicants with deficiencies. Contact departments about their students.

RI | PHILIP - Compile degree counts from MITSIS and give to the Secretary of the Corporation. Send file with comparison data (corpstats.xlsx) to Chancellor and Provost.

Project

Online Registration Highlights

5

Completed Tasks

8

Active Tasks

0

Messages

DAVE - Check / set OREG dates (August 19).

DAVE - Close pre-registration (August 25, 5:00 PM).

DAVE - Post student schedules (September 2).

DAVE - Monitor Reg Load jobs to ensure that they are running as expected (starting September 1).

DAVE - Disable access to pre-registration student schedules and access to pre-registration class lists (September 12).

KATHLEEN | PATTY - Set revised caps for CI-H subjects.

MARTHA - Review catalog/schedule discrepancy report of “Offered Not Scheduled” and “Scheduled Not Offered” lists (CISI menu) and follow up with departments as needed. This includes identifying subjects that should be flagged as “Offered irregularly or infrequently.”

PETER H - Ensure HASS concentration deadline dates and half term subject deadlines are set up in SFRSECDR (OREG and add/drop don't work without them!).

PETER H - Update OREG FAQ for staff in Registrar's Office and SSC.

RECORDS - After first-year student registration deadline (5:00pm on September 1) make reservations in appropriate CI-H subjects for students in FLC s and Scheller Teacher Education Program.

ROSANNE | PETER H | WAYNE | PAM - End-to-end test of registration/scheduling process.

WAYNE - After close of pre-registration, run student scheduling simulations, reporting any potential issues promptly to affected departments.

WAYNE - At the end of business on September 1, remind core departments to review sectioning requirements for first-year subjects and report any changes by 10:00 AM on Friday, September 2. Sloan lottery will already be in place (August 22-26). Before running student schedules run final algorithm for CI-H/CI-HW subjects. Run student schedules around 2:00 PM on September 2.

Project

Grades

6

Completed Tasks

3

Active Tasks

0

Messages

DAVE - Run back-up term summaries Tuesday evening, August 23.

DAVE | PETER H - Run term summaries Monday evening, August 24 (2 copies).

PETER H - Create grading periods in OGS. Set up a separate grading period for extended Sloan summer subjects. Create grading period for URN gradesheets. Grade sheets will load automatically when the grading period opens.

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

PETER H - Notify departments when electronic copies of term summaries are available to download.

PETER H - Email academic administrators a spreadsheet listing graduate students with missing grades from prior terms after Add Date.

PETER H | DAVE - Create grading periods in OGS for fall H1 subjects and notify depts. when available.

PHILIP - Enter default grades from Instructor's Report Forms after Add Date (Oct).

RECORDS - Execute test plan to check OGS functionality.

Not Started

Project

Registration Day/Week

5

Completed Tasks

1

Active Tasks

0

Messages

PATTY - Email reminders to students who need to register for CI subjects.

PATTY | KARA - Email reminders to students who need to submit HASS Concentration Forms.

RECORDS - Online registration resource; monitor and answer online registration inquiries that are submitted to records including evening e-mail inquiries.

RECORDS - Monitor and answer CI-H specific enrollment tools inquiries re: registration issues.

TOM | PATTY | KATHLEEN - Monitor and answer CI-H specific enrollment tools inquiries re: advising/planning issues.

WAYNE | KAITLIN | SUSANNE - Answer inquiries regarding student schedules. Continue to make classroom changes as re quested.

Project

Registration Follow-up

5

Completed Tasks

9

Active Tasks

0

Messages

DAVE - At the end of the day on Add Date, run report for OFY office for the 5th week Freshman Flag process. Must make sure student email addresses are up-to-date.

DAVE | PETER H - During the second week of the term run degree audit refresh and check; fix students' records.

PETER H - Send email to academic administrators for forwarding to students asking them to check their status of registration on WebSIS and provide their emergency information.

PETER H - Contact academic administrators on Friday of the first week of the term regarding students who are eligible but have not registered. Students will be coded no shows at the end of the second week (on the following Monday).

PETER H - Check that all student addresses are current and correct in time for the reporting of Boston residents to the city. MIT has a 30-day period in which to report. IRprovides the information. Email students who do not have a current term address.

PHILIP - After Add Date, run Repeated Subject Process for currently registered students and, where appropriate, flag students' records so that credit only counts once in the audit.

RI - Send list of students in housing who haven't registered to Housing Office, Fin Aid, OFY, and S^3.

RI - Run report for OFY of first-years and students on warning who exceed the credit limit.

RI | PHILIP - In the second week of the term, begin clean-up tasks.

RI | PHILIP - Code all graduate thesis taken in an undergraduate term as G level.

SHIRLEY - After the first Reg Load check to see if student life fee for LGO, etc. has been reassessed. If so, remove fee.

SHIRLEY - Contact UPOP Office and request a list of students who should be registered for the fall term. Specific subject number with department should be included for each student (e.g.. 16.EPW).

SHIRLEY | PHILIP - Process AP credit for freshmen.

WAYNE | PETER | DAVE - Coordinate the changes required once student class schedules are no longer available on WebSIS. Bring up status of registration.

Project

Scheduling/Classrooms

0

Completed Tasks

24

Active Tasks

0

Messages

KAITLIN | SUSANNE - Process ad hoc requests for classroom space as received.

KAITLIN | SUSANNE - Make updates to classroom information pages on the website as needed.

KAITLIN | WAYNE - Follow up with departments that have not submitted final exam requests; make sure all requests for exams have been accounted for in UniTime.

PETER B - Review classroom inventory in UniTime for accuracy.

PETER B - Send DAPER request to reserve DuPont and Johnson Track for December final examinations

PETER B - Monitor status of classroom renovations due for completion prior to the start of the term; report any delays to Schedules Staff.

PETER B | WAYNE - Review room features and availability of classrooms for spring term in UniTime, including any rooms to be taken offline for renovation.

WAYNE - Remind departmental reps. that the Subject Planning website for Spring closes October 6.

WAYNE - Verify First Year GIR CORE semester test schedule for Science Core subjects (July) and other large-enrollment subjects as requested (ongoing) with the Departments.

WAYNE - Reach out to student organizations through Student Activities Office (SAO) to provide information concerning the reservation of classrooms for student events.

WAYNE - Generate final exam schedule in UniTime after requests have been entered. Begin proofing the schedule.

WAYNE - Notify students of potential final exam conflicts Thursday, September 22.

WAYNE - Eyeball class lecture and recitation sections in CSB before freezing it for the term. (This is to ensure accuracy for reporting class sections and subsections to US News.)

WAYNE - Run final CSB on Monday, September 26. (WTW opens to users on Tuesday, September 27.)

WAYNE - Prepare IAP schedule for IAP term.

WAYNE - Share initial IAP schedule (September 23) and conduct departmental reviews (September 26 & 27).

WAYNE | KAITLIN | SUSANNE - Publish the fall final exam schedule on the app on Wednesday, September 21. Notify SSC, undergraduate and graduate administrators and regcomm when final exam schedule has been posted.

WAYNE | KAITLIN | SUSANNE - Monitor UT and Subject Planning website for schedule change updates and share initial spring schedule with departments (October 19). Begin Department Reviews on October 21.

WAYNE | PAM - Start next fall 2023 term UT roll with steps 1&2 only, September 7.

WAYNE | PAM - Finalize Reports and Cover Letter for Subject Planning regarding any changes in student scheduling.

WAYNE | PAM - Update Testing Plans/System Checks for fall term as needed.

WAYNE | PAM - Review with OFY (Elizabeth Young) the process for IAP prior to its late September meeting of IAP coordinators.

WAYNE | PAM - IAP 2023 Subject Planning website opened to Departments on July 1; data entry to be completed by Wednesday, September 14.

WAYNE | PAM - Finalize messaging to departments about any unique scheduling circumstances that will need to be taken into account for the spring term.

Project

Subject Evaluation/WTW

0

Completed Tasks

6

Active Tasks

0

Messages

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

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

PIERO | NICOLE - Run error-checking for half-term subjects and send reports to SE coordinators.

PIERO | NICOLE - Monitor sehelp emails for issues.

PIERO | NICOLE - Run error-checking for 2/3 term subjects and send reports to SE coordinators.

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

Project

Website

1

Completed Tasks

0

Active Tasks

0

Messages

ASSOCIATES | COMMS - Review content of website to ensure accuracy for the start of the Fall term.