Start Fall 2024 – registrar's office resources

2024

August

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September

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October

SU
MO
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Thursday August 1

Curriculum Development Fund reports due Expired

Monday August 5

Grade Sheets loaded in OGS Expired

Monday August 12

Summer evaluation period begins at 9 AM Expired

Friday August 16

Last day to go off September Degree List; Degree Application closes for September Expired

Monday August 19

MIT students can begin submitting request to Harvard for cross-registration Expired

Summer evaluation period ends at 9 AM Expired

Tuesday August 20

Open Degree Application for February degrees Expired

Thursday August 22

Pre-Registration closes Expired

Monday August 26

Grades due for summer session Expired

Cross registration opens between Harvard and MIT (for Harvard students) Expired

Online Registration (OREG) and Add/Drop open including cross-registration with Harvard) Expired

d’Arbeloff Call disseminated (week of) Expired

MacVicar Nominations Call disseminated (week of) Expired

Tuesday August 27

Summer evaluation results available Expired

Wednesday August 28

Term Summaries Run Expired

Thursday August 29

Deadline for First Year registrations (5:00 PM) Expired

Friday August 30

Student schedules generated and published. CI-H/HW waitlists available. Expired

Sunday September 1

Last day for S^3 to readmit a non-registred candidate for Summer Degree List Expired

Monday September 2

Labor Day – holiday HolidayExpired

Tuesday September 3

Registration Day Expired

Term changes from Summer to Fall – at night Expired

Wednesday September 4

First Day of Classes. CI-H/HW instructors can make waitlist offers. Expired

Friday September 6

Deadline to register without late fee Expired

Monday September 9

Student schedules removed from WebSIS Expired

Tuesday September 10

GAP Meeting Expired

COC Meeting Expired

Wednesday September 11

CUP meeting Expired

Friday September 13

CAP September Degree Candidate Meeting Expired

Wednesday September 18

Upload September degree list Expired

Friday September 20

Student Holiday HolidayExpired

Monday September 23

Handoff to WTW / final run of Fall 2024 CSB Expired

Tuesday September 24

COC Meeting Expired

Thursday October 3

Opening of H1 Subject Evaluation period at 9am Expired

Friday October 4

Cross Registration Deadline Expired

Add Date; OREG closes for Fall 2024; (deadline for June SB candidates to file double major application) Expired

Saturday October 5

Spring Subject Planning website closes. Spring schedule work begins Expired

Tuesday October 8

COC Meeting Expired

Wednesday October 9

CUP Meeting Expired

Thursday October 10

Closing of H1 Subject Evaluation period at 9am Expired

Monday October 14

Indigenous Peoples Day Holiday HolidayExpired

Tuesday October 22

COC Meeting Expired

Wednesday October 23

CUP Meetings Expired

Project

Grades

Completed Tasks

Active Tasks

Messages

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.

RECORDS - Execute test plan to check OGS functionality.

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

DAVE - Run back-up term summaries Tuesday evening, August 27.

DAVE | PETER H - Run term summaries Wednesday evening, August 28.

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

PHILIP - Enter default grades from Instructors Report Forms after Add Date (Oct).

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

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

Project

Cross-Registration

Completed Tasks

Active Tasks

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 - Cross-register non-Institute visiting students, Wellesley students and MassArt students.

None

Project

Database

Completed Tasks

Active Tasks

Messages

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

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.

NATE - Process requests from students to suppress directory information.

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

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

Project

Degrees

Completed Tasks

Active Tasks

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.

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

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.

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

PHILIP - Close September degree applications on degree tracking on August 16; open February degree applications on August 20.

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

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

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.

PHILIP | ALLY - Run Final Degree List. Send copies to graduate administrators and OGE.

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

PETER H - Create templates for September digital diplomas.

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

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

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

PETER H - Issue September digital diplomas

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.

None

Project

Registration Preparation

Completed Tasks

Active Tasks

Messages

DAVE - During second week of August, send instructions to all offices that generate registration holds.

SUSANNE | KAITLIN - Verify/update information regarding section changes on http://web.mit.edu/registrar/reg/clsched.html. (Page is linked from schedules FAQ page and UAAP site.)

ALISON | PAM - Identify and follow up on discrepancies with clusters/master subjects on SCASUBJI. (See report on CISE menu.)

PATTY | TOM - Email reminders for returning (from a leave) students who need to register for CI subjects, mid August.

DAVE - When requested by departments, create sections in SSASUSUB and check grade sheet flags in SCASUBJI.

PAM | ALISON - Ensure appropriate message is in place on home page of subject listing as pre-registration closes for Fall. Run Catalog PRE-REG is closed job on Toolkit Pre-Registration Main Menu (Aug. 22, 5:00 p.m.)

RECORDS - Execute test plans for OREG, online add/drop and enrollment tools to test system functionality.

ROSANNE - Send critical dates to IS&T.

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. Make arrangements to have Online Registration link on MIT home page that connects to registration instructions.

TOM | MEGHAN - Update list of CI-H/HW subjects on website before first-year orientation.

TOM | KATHLEEN | MEGHAN - Update list of CI-M programs on website before fall registration opens.

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 - Run cleanup program SICDEPT.SQL before freshmen register to identify sophomores with NONE department.

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

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

PATTY | KARA | TOM - Attend Academic Expo (Orientation), Communication and HASS Requirements.

RECORDS - Make sure all email pre-registration has been entered before schedules run.

RECORDS - Enter Light Load and Change of Major forms submitted online.

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

RECORDS - Set up study abroad/domestic year away students approved by MISTI

PETER H - Make sure system-generated acknowledgement e-mails for online registration 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 - Make sure non-standard programs (e.g. ASP) are configured to use online registration.

PHILIP - Check for eligible students with NONE PROJ NDG and fix. Make sure all rising sophomores who have not yet declared a Course are coded UND.

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

PHILIP - Clean up problem addresses.

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.

PETER H - At Elizabeth Youngs request, set up transfer students on ABC/No Record grading in all subjects.

PETER H - Make sure first-year students returning after a leave are set up with the correct grading.

DAVE - Run warehouse directory extract and load email addresses.

PAM - Provide Brian with a spreadsheet showing how registrations in core subjects and other major lecture subjects compare to previous years (morning of August 30).

CHARLIE - Manage requests for Advanced Standing Exams, including notifications to students.

DAVE - Change term on MITSIS to Fall Tuesday night (Registration Day). Change term for WTW.

None

Project

Registration Day/Week

Completed Tasks

Active Tasks

Messages

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

CFS - Monitor and answer CI-H specific enrollment tools inquiries.

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

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

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

Project

Online Registration Highlights

Completed Tasks

Active Tasks

Messages

DAVE - Check / set OREG dates (August 16).

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.

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

PETER H - Ensure HASS concentration deadline dates and half term subject deadlines are set up in SFRSECDR (OREG and add/drop dont work without them!).

DAVE - Close pre-registration (August 22, 5:00 PM).

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

PAM - At the end of business on August 29, remind core departments to review sectioning requirements for first-year subjects and report any changes by 10:00 AM on Friday, August 30. Sloan lottery will already be in place (August 20). Before running student schedules run final algorithm for CI-H/CI-HW subjects. Run student schedules around 1:00 PM on August 30.

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

DAVE - Post student schedules (August 30).

DAVE - Monitor Reg Load jobs to ensure that they are running as expected (starting August 30).

Project

Registration Follow-up

Completed Tasks

Active Tasks

Messages

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

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).

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

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

RI - Send list of students in housing who havent registered to Housing Office, Fin Aid, OFY, and S^3.

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. The IR Office provides the information. �Email students who do not have a current term address.

SHIRLEY - Process AP credit for freshmen.

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

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

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.

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

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.

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).

Project

Catalog/Faculty Governance

Completed Tasks

Active Tasks

Messages

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

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

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

GEN, KATHLEEN, PATTY - Work with Tami Kaplan to confirm VC designees for CUP, SOCR, SHR

GEN, KATHLEEN, PATTY - Work with CUP Chair to finalize membership for SHR and SOCR

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

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

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

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

PATTY | KARA - Schedule SHRs meetings for the fall term

PATTY | KARA - Update SHRS Canvas site for the new year

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

TOM | NICOLE | KATHLEEN - Schedule SOCRs meetings for the fall term

TOM | NICOLE | KATHLEEN - Update SOCRs Canvas site for the new year

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

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

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

MEGHAN - Update communication plan for fall term as needed.

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

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.

ALISON | MARTHA | NICOLE - 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 years Catalog in CIM and CIS toolkit before the next cycle is initiated in the system. Save reports to shared drive.

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

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

Project

Scheduling/Classrooms

Completed Tasks

Active Tasks

Messages

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

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

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

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

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

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

STEPHEN | KAITLIN | SUSANNE - Monitor UT and Subject Planning website for schedule change updates and share initial spring schedule with departments (October 16). Begin Department Reviews on October 21.

STEPHEN | PAM - Start next fall 2023 term UT roll with steps 1&2 only, September 4.

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

STEPHEN | PAM - Remind departmental reps. that the Subject Planning website for Spring closes�October 5

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

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

STEPHEN | PAM - Notify students of potential final exam conflicts Thursday, September 19.

STEPHEN | PAM - 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.)

STEPHEN | PAM - Run final CSB on Monday, September 23. (WTW opens to users on Wednesday, September 25.)

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

STEPHEN | PAM - IAP 2025 Subject Planning website opened to Departments on July 1; data entry to be completed by Thursday, September 12.

STEPHEN | PAM - Prepare IAP schedule for IAP term.

STEPHEN | PAM - Share initial IAP schedule (September 20) and conduct departmental reviews (September 26 & 27).

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

STEPHEN | PAM | KAITLIN | SUSANNE - Publish the fall final exam schedule on the app on Wednesday, September 18. Notify SSC, undergraduate and graduate administrators and regcomm when final exam schedule has been posted.

Project

Subject Evaluation/WTW

Completed Tasks

Active Tasks

Messages

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

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

PIERO | JULIA - Monitor sehelp emails for issues.

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

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

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

Project

CFS - MacVicar Faculty Fellows

Completed Tasks

Active Tasks

Messages

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

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

PIERO | NICOLE | KATHLEEN - Prepare Call for Nominations for 2025 MacVicar nominations cycle, including new nomination deadline, and have approved by Provosts office.

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

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

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

None

Project

CFS - Undergraduate Officers

Completed Tasks

Active Tasks

Messages

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 VC.

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 - Send schedule and location/Zoom link for all Fall meetings

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

Project

CFS - Curriculum Development Funds

Completed Tasks

Active Tasks

Messages

SARAH - Chase down late/missing dArbeloff and Alumni Class Funds reports

SARAH - Prepare reports for dissemination to Selection Committees

GEN | KATHLEEN - Consult with Vice Chancellor to determine plan for dArbeloff funds for AY2025

GEN | KATHLEEN - Finalize dArbeloff call for AY2025, and get Vice Chancellors sign off

SARAH | GEN - Coordinate dArbeloff and Alumni Class Fund meeting scheduling and selection committee recruitment with the Vice Chancellor

SARAH | GEN - Send Tami dates when dArbeloff and Alumni Class Funds calls and reminders will be sent for AY2025

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

SARAH | GEN - Collect proposals (AY24 deadline was Oct 13)

SARAH | GEN - Create meeting binder and ranking sheet

SARAH | GEN - Disseminate binders and materials including reports from previous year to dArbeloff Selection Committee

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

SARAH | GEN - dArbeloff meeting (third or fourth week of November)

None

Project

Website

Completed Tasks

Active Tasks

Messages

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

None