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Calendar
Monday
January 8
First day of IAP class GradesRegistrationExpired
Spring Pre-registration deadline RegistrationScheduling/ClassroomsExpired
Tuesday
January 9
2024 JA current term on MITS GradesExpired
CoC (subject to change) Catalog/COCExpired
Wednesday
January 10
Fall Grade Deadline due for subjects with final exam GradesExpired
Thursday
January 11
Run Fall term summaries & freshman hidden grade report GradesExpired
CoC (subject to change) Catalog/COCExpired
Saturday
January 13
CI-H/W Waitlists open (offers can be extended starting Jan. 30) RegistrationExpired
Monday
January 15
Martin Luther King, Jr. Day HolidayExpired
Tuesday
January 16
GAP Meeting GradesExpired
CoC (subject to change) Catalog/COCExpired
Wednesday
January 17
CAP Grades Meetings GradesExpired
Thursday
January 18
CAP Grades Meetings GradesExpired
Spring CI-H/HW Deadline RegistrationExpired
Spring pre-registration closes RegistrationScheduling/ClassroomsExpired
CoC (subject to change) Catalog/COCExpired
Friday
January 19
Post the GIR Semester Exam schedule for Spring 2024 DatabaseGradesScheduling/ClassroomsExpired
Monday
January 22
Opening of IAP Subject Evaluation period at 9am WTW & Subject EvaluationExpired
Tuesday
January 23
CoC (subject to change) Catalog/COCExpired
Wednesday
January 24
CAP Deferred Action GradesExpired
Run EM/UT (generate Spring semester student schedules) Scheduling/ClassroomsExpired
Thursday
January 25
CAP Deferred Action GradesExpired
Student schedules run / CI-H/W class lists filled / sections appear on pre-reg class lists DatabaseRegistrationExpired
CoC (subject to change) Catalog/COCExpired
Friday
January 26
Confirm all Standing programs for the Summer 2024 semester Scheduling/ClassroomsExpired
Closing of IAP Subject Evaluation period at 5pm WTW & Subject EvaluationExpired
Monday
January 29
Instructors can begin making CI-H/W offers from waitlist RegistrationExpired
Online Registration and Add/Drop opens. Harvard cross-registration begins RegistrationExpired
Updates to department pages due for 2024-25 Bulletin Catalog/COCExpired
Friday
February 2
Last day of IAP Classes. Reg Week ends. DatabaseRegistrationExpired
Registration week ends RegistrationExpired
Confirm early ad hoc classroom reservations for Summer 2024 DatabaseGradesScheduling/ClassroomsExpired
Monday
February 5
First day of classes DatabaseRegistrationExpired
Tuesday
February 6
IAP Grades due DatabaseGradesExpired
Wednesday
February 7
IAP Term Summaries available to department DatabaseGradesExpired
IAP Evaluation results published WTW & Subject EvaluationExpired
CUP Meeting CFSExpired
Friday
February 9
Registration Deadline (without penalty) DatabaseRegistrationExpired
Tuesday
February 13
GAP Degree Meeting GradesExpired
CoC Meeting, first of Spring 2024 Catalog/COCExpired
Friday
February 16
CAP Degree Meeting GradesExpired
Final exam requests due for Spring 2024 Scheduling/ClassroomsExpired
Monday
February 19
President’s Day – Holiday HolidayExpired
Tuesday
February 20
CoC Meeting Catalog/COCExpired
Monday schedule of classes to be held Scheduling/ClassroomsExpired
Wednesday
February 21
Final Exam schedule posted Scheduling/ClassroomsExpired
CUP Meeting CFSExpired
Thursday
February 22
Students notified of potential final exam conflicts Scheduling/ClassroomsExpired
Monday
February 26
Hand-off Spring 2024 WTW (week of) WTW & Subject EvaluationExpired
WTW opens for Spring Term WTW & Subject EvaluationExpired
Tuesday
March 5
CoC Meeting Catalog/COCExpired
Wednesday
March 6
CUP Meeting CFSExpired
Thursday
March 7
Fall 2024 Subject Classroom Planning data entry closes Scheduling/ClassroomsExpired
Friday
March 8
Add Date DatabaseRegistrationExpired
Pending – Begin assembling the Fall 2024 term schedule Scheduling/ClassroomsExpired
Opening of H3 Subject Evaluation period at 9am WTW & Subject EvaluationExpired
Friday
March 15
Departmental deadline for submitting proposals in Subject Proposal Management Catalog/COCExpired
Monday
March 18
Closing of H3 Subject Evaluation period at 9am WTW & Subject EvaluationExpired
Tuesday
March 19
CoC Meeting Catalog/COCExpired
Wednesday
March 20
Pending – Fall 2024 Classroom Schedule shared with departments Scheduling/ClassroomsExpired
CUP Meeting CFSExpired
Friday
March 22
Review week for Fall 2024 schedule w/Depts. Scheduling/ClassroomsExpired
Monday
March 25
All Day
Spring break DatabaseExpired
Tuesday
March 26
All Day
Spring break DatabaseExpired
Wednesday
March 27
All Day
Spring break DatabaseExpired
Thursday
March 28
All Day
Spring break DatabaseExpired
Friday
March 29
All Day
Spring break DatabaseExpired
Tasks
Project
Catalog/COC
0
Completed Tasks
8
Active Tasks
0
Messages
PAM | ALISON | MARTHA
- Accelerated meeting schedule with CoC, January 9, 11, 16, 18, 23, 25 to review new and revised subject proposals, as well as curricular proposals (majors and minors), for the Catalog.
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.
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 2024-25 subject listing.
Jan. 8 (5:00 PM) - update to show that pre-reg is open only for spring
Jan. 18 (5:00 PM) - update to show that pre-registration for spring is closed
Jan. 18 (5:00 PM) - run "Catalog PRE-REG is closed" job on Toolkit Pre-Registration Main Menu
March 8 - 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
- Send Elizabeth Young (OFY) deadline for submitting new Fall 2025 first-year advising seminar proposals for CoC review (mid to late March).
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 8).
None
Project
Database
0
Completed Tasks
20
Active Tasks
0
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 8) Change term on MITSIS to 2024JA, 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, February 3rd) Change term on MITSIS to 2024SP. 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.
None
Project
Degrees
0
Completed Tasks
21
Active Tasks
0
Messages
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.
CHARLIE
- Send copies of Final Degree List to undergraduate administrators.
PHILIP
- 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.
None
Project
Grades
0
Completed Tasks
12
Active Tasks
0
Messages
DAVE
- Disable Fall electronic term summaries on Friday, January 26.
PETER H.
- Set up grading periods for IAP in online grading. Include a special grading period for Sloan EMBA subjects. Include a grading period for .URN, .URW, etc.
CHARLIE
- Maintain list of students and the advanced standing exam(s) for which they have successfully petitioned. Include students who petitioned, but who were not eligible to take an ASE. Process updates to lists until exams are completed.
DAVE | PETER H.
- Test IAP term summaries.
PETER H.
- Print IAP term summary cover sheets.
PETER H. | RI
- Clean up IAP student records so that students who are not registered for any subjects have the term eliminated from their records before term summaries are produced. Some students will have a record if they completed an I. Run SQL program that looks for degree candidates with no registrations who are not FC, CN, or DH. Also, clean-up any records for grad students who registered for P/D/F subject using Grad P/D/F option.
RI
- Run SQL program that identifies any students with missing GPAs and unit loads.
DAVE
- Run back-up term summaries. Run final term summaries Tuesday, February 6. Make Term Summaries available on WebSIS for departments to download.
NATE
- Post message on Parchment regarding availability of IAP grades on official transcripts.
NATE
- Delete posting on Parchment regarding IAP grades 14 days after IAP term summaries are generated.
PETER H.
- By March 1, create spring term default and first half grading periods. Notify departments of availability of first half grading period.
PHILIP/CHARLIE
- (after Add Date) Enter default grades from Instructors Report forms.
None
Project
Registration
0
Completed Tasks
38
Active Tasks
0
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.
CHARLIE/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 adjusments.
DAVE
- Coordinate the changes required when students class schedules are removed from WebSIS on the Friday after Registration Day at 5:00 pm.
WAYNE | SHIRLEY | PAM | CHARLIE | PETER H.
- Notify Records and Schedules if a subject is cancelled.
SHIRLEY | CHARLIE | ALISON
- Set up Wellesley and MassArt subjects.
PHILIP | SHIRLEY | CHARLIE
- Cross-register Wellesley and MassArt students.
RI | PHILIP
- Begin clean up tasks during the second week of the term.
RI
- Send list of students in housing who havent 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.
None
Project
Schedules/Classrooms
0
Completed Tasks
20
Active Tasks
0
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 2024SP, 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 22.
WAYNE
- Run EM final algorithm and Unitime student schedules on January 24. Verify that WebSIS schedules look as expected before giving Dave the green light to make them available online.
WAYNE
- (Feb 5) Create 2025SP 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 Thursday, February 21.
WAYNE
- Notify all students with a potential conflict final exam on Thursday, February 22.
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.
SUSANNE | KATIE
- Confirm ad hoc reservations for the summer term beginning February 2.
WAYNE | PAM
- Complete the roll for 2025FA in UniTime. Review all communication to departments in advance of release of planning documents.
PETER B. | WAYNE
- Review classroom attributes for 2025FA 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 2025 classroom requests.
DAVE
- Contact departments that offer CI-H/W subjects to determine which subjects will use MITSIS to manage section enrollment in 2025FA. When requested by departments, create sections in SSASUSUB, and check grade sheets flag in SCASUBJI.
None
Project
Subject Evaluation/WTW
0
Completed Tasks
7
Active Tasks
0
Messages
PIERO
- Run final screening of IAP results before publishing.
PIERO | JULIA
- Publish IAP evaluation reports.
PIERO | WAYNE
- Set schedule for spring hand-off from schedules to WTW.
PIERO
- Set schedules for spring evaluation windows.
JULIA | MEGHAN
- Flip the SE website for IAP and H3 window open and close.
PIERO | JULIA
- Send email reminders (opening of SE periods, reminders, last chance).
PIERO | JULIA
- Monitor sehelp emails for issues.
None