Start Spring 2023 – registrar's office resources

2023

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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

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

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

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

Tuesday January 17

All Day GAP Meeting GradesExpired

Wednesday January 18

All Day CAP Grades Meetings GradesExpired

Thursday January 19

All Day Spring CI-H/HW Deadline RegistrationExpired

All Day CAP Grades Meetings GradesExpired

Friday January 20

All Day 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

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

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

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

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

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

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

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

Friday March 3

All Day Fall 2024 Subject Classroom Planning data entry closes Scheduling/ClassroomsExpired

Thursday March 9

All Day Opening of H3 Subject Evaluation period at 9am Subject Evaluation/WTWExpired

Friday March 10

All Day Add Date Database|RegistrationExpired

All Day Departmental deadline for submitting proposals in Subject Proposal Management Catalog/COCFaculty GovernanceExpired

Monday March 20

8:00 am - 6:00 pm Closing of H3 Subject Evaluation period at 9am Subject Evaluation/WTWExpired

Wednesday March 22

All Day Pending – Fall 2024 Classroom Schedule shared with departments Scheduling/ClassroomsExpired

Friday March 24

All Day Review week for Fall 2024 schedule w/Depts. Scheduling/ClassroomsExpired

Monday March 27

All Day Spring break begins DatabaseExpired

Friday March 31

All Day Spring break ends DatabaseExpired

Project

Grades

Completed Tasks

Active Tasks

Messages

Not Started

Project

Subject Evaluation/WTW

Completed Tasks

Active Tasks

Messages

PIERO - Run final screening of IAP results before publishing.

PIERO | NICOLE - Publish IAP evaluation reports.

PIERO | WAYNE - Set schedule for spring hand-off from schedules to WTW.

PIERO - Set schedules for spring evaluation windows.

NICOLE | MEGHAN - Flip the SE website for IAP and H3 window open and close.

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

PIERO | NICOLE - Monitor sehelp emails for issues.

Not Started

Project

Degrees

Completed Tasks

Active Tasks

Messages

PHILIP | 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.

CHARLIE - Provide SHASS and departments with updated minor list via email.

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

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

PETER H. - Check with OSCCS on any COD issues that may affect graduation.

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

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

CHARLIE - Update May degree timeline and send to undergraduate administrators.

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

MARTI - Register February graduate degree candidates for one unit of thesis in IAP. For degree candidates who did pre-register for thesis, reduce units to one if they registered for more.

MARTI - Code February degree candidates as "FC" if not taking subjects in IAP.

RI - Contact departments to review undergraduate students prior to the degree meeting.

MARTI - Contact departments to review graduate students prior to the degree meeting.

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

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.

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.

Not Started

Project

Schedules/Classrooms (Fall 2024)

Completed Tasks

Active Tasks

Messages

WAYNE | PAM - Complete the roll for 2024FA in UniTime. Review all communication to departments in advance of release of planning documents.

PETER B. | WAYNE - Review classroom and DLC room attributes for 2024FA in UniTime.

PAM | PETER B. | WAYNE - Review any renovation plans that may affect scheduling for the summer and fall terms.

SUSANNE | KATIE - Process Subject Classroom Planning Fall 2024 classroom requests.

DAVE - Contact departments that offer CI-H/W subjects to determine which subjects will use MITSIS to manage section enrollment in 2024FA. When requested by departments, create sections in SSASUSUB, and check grade sheets flag in SCASUBJI.

Not Started

Project

Schedules/Classrooms (Summer 2023)

Completed Tasks

Active Tasks

Messages

SUSANNE | KATIE - Confirm ad hoc reservations for the summer term beginning February 2

Not Started

Project

Schedules/Classrooms (Spring 2023)

Completed Tasks

Active Tasks

Messages

WAYNE - Coordinate testing plans to ensure that updates to student scheduling process (EM, Student Schedule app and UniTime) are working as expected.

DAVE - When requested by departments for 2023SP, create sections in SSASUSUB, and check grade sheets flag in SCASUBJI.

WAYNE - Run student scheduling simulations to account for availability conflicts in preparation for final run. Review reports of direct time conflicts to alert departments of any unusual circumstances.

SUSANNE - Enter any manual student reservations in UniTime prior to scheduling run.

WAYNE - Run Sloan lottery result when they arrive January 20.

WAYNE - Run EM final algorithm and Unitime student schedules on January 26. Verify that WebSIS schedules look as expected before giving Dave the green light to make them available online.

WAYNE - (Feb 6) Create 2024SP term in Unitime and run roll steps 1,2 & 3 so that ad hoc requests can be submitted.

PETER H. - Set up dates in SFRREFNL table for the spring final exams.

WAYNE - Remind departments regarding spring schedule about the time period during which initial section lists and students� schedules will disappear from WebSIS.

WAYNE - Schedule final exams by the third week of the term and put on web. Notify SSC, graduate and undergraduate admins and regcomm when Final Exam Schedule is available.

SUSANNE | KATIE | WAYNE - Review / publish final exam schedule on website on Wednesday, February 22

WAYNE - Notify all students with a potential conflict final exam on Thursday, February 23

WAYNE, PIERO - Coordinate the WTW hand-off date. Verify correct date in SGTGPTRM.

PETER B. - Submit room request to DAPER for Johnson track and ice rink for May final examinations.

Not Started

Project

Catalog/COC

Completed Tasks

Active Tasks

Messages

PAM | ALISON | MARTHA - Accelerated meeting schedule with CoC, January 10, 12, 17, 19, 24, 26 to review new and revised subject proposals, as well as curricular proposals (majors and minors), for the Catalog.

PAM | ALISON - Publish appropriate message on the home page of the subject listing and schedule related to IAP and spring pre-registration, and the publication of the 2023-24 subject listing. Jan. 9 (5:00 PM) - update to show that pre-reg is open only for spring Jan. 19 (5:00 PM) - update to show that pre-registration for spring is closed Jan. 19 (5:00 PM) - run "Catalog PRE-REG is closed" job on Toolkit Pre-Registration Main Menu March 10 - update to show that fall listings will be available in late April

MARTHA - Monitor subjects with mismatched catalog/schedule data for the Spring term; reconcile mismatches prior to opening of online registration period.

ALISON | MARTHA | PAM - Edit, standardize, and prepare for CoC/CGP substantial changes to curricula.

ALISON | MARTHA - Process and follow up on open issues with subject proposals daily.

ALISON | MARTHA - Complete review of the Summer Catalog with Reference Publications (March).

ALISON | MARTHA - Remind catalog coordinators in advance to submit proposals for new subjects and substantial changes to existing subjects (March 10).

ALISON - Send Elizabeth Young (OFY) deadline for submitting new Fall 2024 first-year advising seminar proposals for CoC review (mid to late March).

Not Started

Project

Database

Completed Tasks

Active Tasks

Messages

NATE - Run ID Assignment Process daily to get new students into MITSIS as early as possible. Resolve possible matches.

DAVE - Run SPPPETAL every day to load spring term housing addresses.

DAVE - Compare entries in SGTGPTRM and SFRSECDR from last Spring to this Spring. Ensure that all date code and application codes exist for the upcoming term.

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

DAVE - (January 9) Change term on MITSIS to 2023JA, update subject units and load registration. Change term for WTW.

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

MEGHAN - Publish updated web pages to reflect the closing of pre-registration and availability of students' class schedules. Make sure appropriate announcements are in place on the home page of our website.

RI - Begin work on Academic Calendar. Create mock-up, contact other offices to get relevant dates. Aim to publish early to mid-March.

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. - Send email to academic administrators for forwarding to students asking them to check their status of registration on WebSIS.

PETER H. - Check non-standard subjects (such as 17.307) to ensure the correct deadlines in Add/Drop.

DAVE - (Saturday, January 28) - Change term on MITSIS to 2023SP. Change term for WTW. Monitor reg load batch job.

DAVE - Prior to running FASD check for students with duplicate primary Courses and fix.

DAVE | PETER H. - Run audit refresh check in second week of the term to fix students with incorrect requirements.

DAVE - At the end of the day on Add Date run report for OFY so they can implement the 5th week Freshman Flag process. Make sure student email addresses are up-to-date.

PETER H. - Set summer tuition (1/3 of regular yearly tuition); put together Schedule of Fees, update MITSIS tables.

PETER H. | MEGHAN - While the draft Schedule of Fees is being reviewed, update the web tuition pages so they can be published as soon as the draft is approved.

PHILIP - Set up dates and term information in SGTGPTRM for the online degree application.

PETER H. | DAVE - Check with Housing regarding residence halls and with Residence Life regarding FSILGs for summer/next fall. If there are changes, plan modifications to MITSIS and a test of SPPPETAL with Andrea Collins.

CHRIS - Review Head of House assignments and cross-check STVREACC authorizations.

Not Started

Project

Registration

Completed Tasks

Active Tasks

Messages

RECORDS - Conduct test of online registration, add/drop, and enrollment tools.

PETER H. - Send email to academic administrators regarding opening of online registration and add/drop and reminding them to update instructors and advisors for the upcoming term so that WebSIS access, registration, add/drop and grade sheets are correct.

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

RI | PETER - Run a list of students who pre-registered for more than 12 units in IAP and adjust thesis units.

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.

SHIRLEY - Make sure that 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.

RECORDS - Coordinate reservations process for appropriate CI-H subjects for students in FYLC s 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 subjects after pre-registration closes and before scheduling algorithm is run.

PATTY - Before pre-reg closes, send email reminder to students (first and second years) who need to pre-register for CI-H/HW subjects.

PATTY - After pre-reg closes, send email reminder to all students who need to register for a CI subject.

PATTY - After registration deadline, send email reminder to all students who need to add a CI subject.

PATTY - First week of classes, send email reminder to students (second term juniors) who still need to submit a HASS Concentration Proposal.

PATTY - First week of classes, send email reminder to June degree students who still need to submit their HASS Concentration Form for completion approval.

PHILIP - Clean up problem addresses before online registration opens.

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

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

PETER H. - Make sure all standard messages that appear within online registration form are set up correctly.

PETER H. - Review intelligent messages within OREG and Add/Drop to make sure they are still accurate and relevant.

PETER H. - Review/modify email message text that is sent from Online Registration.

SHIRLEY - Enter Light Load forms into tuition code.

SHIRLEY - Set up non-resident status for students approved by the OGE. Enter the tuition code for non-resident students charged the higher rate.

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

SHIRLEY - Set up study abroad/domestic year away students approved by the Global Education Office.

PETER H. - Make sure readmitted first year students are set up with the correct grading.

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

RI | PETER H. - Provide Peter with a list of students who receive RWs so he can make the students ineligible for spring. Remove late pre-registration fines.

PETER H. - Send e-mail to graduate administrators reminding them of the 15 day rule to submit early completion of thesis notifications. This is to comply with Federal reporting requirements for ending student status.

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

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

PATTY | KATHLEEN - Coordinate administration of FEE by WRAP for transfer students. Send students placement results. Copy Records for any necessary audit adjustments.

WAYNE | SHIRLEY | PAM | CHARLIE | PETER H. - Notify Records and Schedules if a subject is cancelled.

SHIRLEY | CHARLIE | ALISON | MARTHA - Set up Wellesley and MassArt subjects.

PHILIP | SHIRLEY | CHARLIE - Cross-register Wellesley and MassArt students.

PHILIP | RI - Alert students registered for Jr/Sr P/D/F that the subject cannot count for major or GIR.

RI | PHILIP - Begin clean up tasks during the second week of the term.

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.

PHILIP - (at end of 3rd week) Run Repeated Subject Process for currently registered students and, where appropriate, flag students' records so that credit only counts once in the audit. Coordinate with Patty if the subject concerned is CI or HASS.

Not Started