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Process Improvements for Academic Systems and Student Support

View policy, process, and project updates below.

Completed

  • Repeat Processing  – Changes to GR repeat processes are completed, taking the burden from students to manage the processing of their repeats. Graduate level repeats are now done administratively during end of term processes.

  • Efforts to increase awarding reverse transfer degrees – The Registrar’s Office has created a report to review the academic history of transfer students with at least 15 hours at a community college and 60 hours completed total. Transfer students opt in for the reverse transfer review and release of information back to the community college when completing their transfer application. The report will help ensure that every eligible student will be awarded. Partnerships with community colleges have helped make the project a success.

  • Banner 9 SSB Registration – Students are now able to register via Banner 9 SSB.  Banner 9 SSB provides a cleaner, more modern interface with additional features not available on Banner 8.  UofM is the only LGI in the state that has been able to implement it. Financial Responsibility Statement and Hep B acknowledgments are now managed by hold codes. Once the student acknowledges both, the hold lifts automatically, allowing registration to occur.

  • Ocelot Chatbot with Banner Integration – Students can now use the Ocelot Chatbot to get personalized answers to their account-related questions. This chatbot allows students to authenticate and pull their information from Banner, which is a gamechanger on student service. Students can find out who their advisor is, how much they owe, if they have holds and more, 24/7 with the chatbot.

  • Helpdesk Tickets for unauthenticated users – Anyone with a question for the Registrar’s Office can submit a TigerHelp Ticket rather than sending an email to the Registrar's Office.  Former students can now reach out to us without having to send an email.  Using tickets allows for better management of inquiries and is trackable.

  • Immunization records and full-time registration – Students no longer must provide all required immunization records before being allowed to register for full time hours. This was a huge help to New Student Orientation as they can register students into all classes even if the student may need more time to acquire their immunization records. Students are required to provide all immunization records before the first day of classes. We learned that most schools across the state have already decoupled immunization requirements from registration since this is an enrollment barrier and can be stressful to students.

  • Preferred name – In 2023, Canvas switched to show preferred name for students and faculty. Preferred name will be used on Banner grading rosters. Email display now defaults to preferred name. See more information on preferred name and usage. Preferred name is being used across the state of Tennessee and beyond at most schools now since students will feel more connected being called by a name they prefer (a nickname, a middle name they use as a first name, and so many more reasons).

  • Pronouns – Students can provide their pronouns by completing the personal pronoun request form and providing to the Registrar’s Office.

  • Banner 9 SSB faculty grading – Banner 9 SSB Faculty grading rolled out Summer 2023. It is a more modernized tool and it has some added features that should help make grading easier. Preferred name will show on the grading roster and will match what instructors see in Canvas.

  • Canvas grade upload to Banner – Faculty can now upload final grades from Canvas into Banner if they choose to do so. This will make grading much easier for faculty.

  • Incomplete grading – We have extended the window for incomplete grading to give students more time to complete their coursework before receiving a failing grade. This puts us in line with our peer institutions and supports student success. Undergraduate and graduate students will have until the end of the next major term to complete their coursework before receiving a failing grade. This cuts down on faculty needing to provide extensions. Students with an incomplete for Spring and Summer will have until the end of Fall to complete their coursework. Students with an incomplete grade for Fall will have until the end of Spring. The Registrar’s Office has automated this process, which frees up time for new advancements and projects.

  • Last day to drop classes online was changed from 50% to 75% point of term – We have extended the window when students can drop their classes online from the 50% mark to the 75% mark. Students receive midterm grades at approximately the 50% point of the term and it has been stressful for students to know whether they should drop the class or remain. Moving the window allows students more time to discuss with their advisor and weigh out the best option. This frees up department time from having to do as many paper late withdrawals since students can do it themselves. This also puts us more in line with our peer institutions.

  • Summer full-time status – Summer term is shorter and it can be difficult for students who need full time enrollment in the Summer to take the required hours. The full-time status requirement for Summer term has been reduced to six hours for Undergraduate and Graduate students starting Summer 2023. The Undergraduate and Graduate catalogs are currently being updated to reflect this change.  This change does not affect Financial Aid rules and regulations.

  • Academic Fresh Start – The one-year time limit was removed so students are not at a disadvantage when submitting an Academic Fresh Start application if they did not know the program existed. Students who have an Associate’s degree are now eligible if the four year separation from another institution exists. View full details on Academic Fresh Start.

  • Residency Requirements – A revision to the University’s residency requirements was approved by Faculty Senate in Fall 2024, allowing students who attended UofM and transferred out to have their earlier UofM work count in the residency requirements upon returning to UofM to complete their degree. Programs may have more stringent residency requirements, as always, but this change will help UofM be more transfer friendly for returning students.

  • Digital Diplomas – Starting in Fall 2024, all graduating students will receive a digital diploma in addition to the paper diploma. Digital diplomas are available soon after the degree is awarded in Banner, and students are notified when the digital diploma can be accessed online. Students will have lifetime access to the link to their digital diploma and can celebrate their success by sharing the digital diploma on social media if they choose to do so.

  • Parchment/Smart Panda/Raptor – UofM is one of the first schools in Tennessee to implement Parchment Raptor, which provides a way to digitally load transfer coursework into Banner, eliminating the need for human data entry. This will speed up transfer process time and improve the student transfer experience. Students will know what credit they will receive for their transfer work much sooner with this new system housed in Undergraduate Admissions. Transcripts in XML or PDF (using OCR technology to lift the coursework text and create a digital file) can be loaded in Banner with this system.

  • Credit by exam  – The Registrar’s Office has created a credit by exam listing at https://www.memphis.edu/registrar/register/cbe-courses.php   Having an actual list of opportunities should help guide everyone better.

In Progress

  • Improved Dual Enrollment Registration Process – A process has been outlined to make it easier for staff in Enrollment Services to register dual enrollment students using a script instead of the current process which can take several hours.  The project will be reviewed with Information Technology Services in Spring 2025.

  • Opt back into classes after a drop –  A process has been outlined to improve the registration back into classes after a drop has occurred (such as a drop for nonpayment that occurs each semester.) The project will be reviewed with Information Technology Services in Spring 2025.

  • Transfer committee – The transfer committee has compiled the policies and processes of transfer work and are working on creating audience-specific documents such as training manuals for advisors, websites for students so they can be aware of what policies exist that can help them. A policy will be drafted. Information coming soon.

  • Continual Slate Development – The Slate implementation and continued development will help with timing and clarity of information disseminated to students by integrating messaging university-wide.

  • Slate College Training – The Slate team has recently begun a series of training for academic colleges to run reports and create communications out of Slate.

  • Banner security process improvement – There is a Process Improvement for the security process to become easier for all.

  • Academic standing – UG and GR academic standing will be re-worked to improve accuracy and efficiency.

  • Max Hour Overload – Currently, students have less than 24 hours to register for courses after the hours have been increased in Banner based on receipt of an approved Overload form.  A request has been submitted to IT to create a script to bypass the time restriction once Banner has been flagged with an approved override.

  • More Graduate Programs in Degreeworks – Many of the Graduate degrees are now coded in Degreeworks and will be used to help speed up processing time.

  • Syllabi Upload Project – Some colleges have a centralized server to house course syllabi and other colleges do not. The syllabi upload system will allow faculty to upload their syllabi when they choose to a central storage. When students register, a link to the syllabi will be available, making it easier for students to review syllabi at the time of registration. If the syllabi has not been uploaded by the faculty, a message will display to let students know that it is not available in the system at that time. Students will be able to make better decisions on their classes with the help of syllabi review. This project is in direct support of the Student Government Association vote where syllabi were desired at the time of registration.