presented by: heather alderfer, yale law school ray o ... · presented by: heather alderfer, yale...

Presented by: Heather Alderfer, Yale Law School Ray O. Grant, New York Law School

Tuesday, March 15, 2011 3:45Session ID 216

AACRAO Seattle 2011 Session ID: 216

Session Rules of Etiquette

Please turn off your cell phone/pager

If you must leave the session early, please do so as discreetly as possible

Please avoid side conversation during the session

Thank you for your cooperation!


Introduction

We all use technology every day How can we be more efficient and use existing resources

creatively?

Ray: Making the Internet & Your Database Work For You

Heather: Avoiding the Pitfalls of Technology & Reporting

Comments, questions, and ideas


Benefits: An Understanding of … Gain new ideas for manual processes

Learn time-saving approaches to creating reports

Share knowledge

Be inspired to look at technology in a new way

Ray O. Grant

Assistant Registrar

New York Law School


Today’s Students & the Internet Their Characteristics & Profile

Tech Savvy

High Expectations


Your Database & the Internet Wealth of information

Collaborate With IT to Improve Processes

Use the Internet to Simplify Your Job


Forms on the Web Easy to Use for Students / Expectations

Provides Database of Information for Registrar’s Office


Online Forms Key: Make Forms Easy to Locate Requests Goes to Entire Office Staff Convenient for Faculty


The Commencement Form


The Commencement Form, Cont’d


Hyperion Transcript Easy to Implement Only One Click Is Needed Information is Right on the Screen Saves Time


Printing Diplomas On Site Cost Saving$$$ Process is Easy to Implement Faster Customer Service to Graduates


Printing Diplomas On Site Storage is Easy Low Maintenance


Seating Chart Software Faculty Excited About Product Information Used for Reference


NOLIJ Selected Term and Courses are Chosen Process Is Run Comments are Placed on Transcript

And a little bit about report writing

Heather Alderfer

Yale Law School


Technology is great…until it isn’t


Ways of communicating with students

Paper letters or memos Direct emails

Personal address? Institutional address?

Portal or other intranet Emerging technologies

Text messages Mobile apps


If you only do one thing: Proofread

Communications are a reflection of your office and the technology


When something goes wrong Determine how many students the problem affects Communicate

As early as possible As clearly as possible Only to those who “need to know”

Registration Forms at Yale Law School


Registration Forms Every student completes a Registration Form at the

start of every semester Must be completed in person Used to collect a variety of information Form created and generated by YLS Registrar’s

Office


Sample Registration Form


YLS Technology Environment SIS: Banner 8.3

Centrally supported by Yale University

Hyperion Interactive Reporting Studio 9.3 “Brio”

WinSmart Lottery, grade entry, course information on web

SharePoint/AppointLink’s myLaw Intranet, course management, exams


Be Creatively Lazy SIS holds raw data Brio used to “translate” data into readable form Example:

Computed Items


Be Creatively Lazy, cont. Copy from existing reports Keep a list of frequently used fields, computed items,

scripts, and custom SQL in a text file Recommended reading:

How’d You DO That? 8th Ed. By Mark Ostroff, aka Tips and Tricks Cookbook


Registration Forms


Registration Forms, cont.

Student Status Changes


Student Status Changes Write out logic in plain language:

If old status is leave of absence and new status is registered, then they are returning from leave, etc.

Translate plain language into Brio language: If (Old_Ests == “LA” && New_Ests == “EL”) {“Students

Returning from Leave of Absence”}


Student Status Report


Working with Reports Work backwards: find the data, then make it pretty Print out a hard copy to proof or ask a coworker to

proofread Use a few students as test cases

Transfer students, joint-degree, LOA, etc.

Keep a master copy, make changes in another “sandbox” copy


Summary

Technology comes in myriad forms

Use the right solution for your institution

Be consistent, and proofread

Get creative

Work collaboratively (IT, faculty, even students)


Thank You!

Ray [email protected]

Heather [email protected]

Please complete the class evaluation formSession ID 216

presented by: heather alderfer, yale law school ray o ... · presented by: heather alderfer, yale...

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