Rewritten academic load exception process packs operational improvements, streamlined resolution

An under-the-hood update to the process through which academic load exceptions are handled is about to launch with a number of operational improvements in tow. After just over a year of work, the rewritten process is set to go live on September 4, the first class day of the Fall 2024 term.

What’s new

The code behind the process has been rewritten from SQR to App Engine, which not only simplifies the code but also provides more flexibility in configurations. Simplified code will make it easier for the Office of the Registrar team to understand the nuances of the process and more easily troubleshoot issues as they arise. As a result, the RO will be better able to serve the campus community by providing case resolution more efficiently.

Under the hood

Among the improvements is a change to how historical academic load exception records are displayed. An exception allows a student’s academic load (i.e. full time, half time) to be considered higher than what the number of credits they’re enrolled in would by itself imply; this can be done to reflect the nature of the student’s educational efforts both inside and outside the classroom, such as working as a teaching assistant or participating in an experiential learning opportunity that pairs coursework with hands-on work in a related industry. Currently, data updates multiple times per day regardless of whether there are changes, making it difficult to determine exactly when an exception was posted and review exception record history. Once the new process launches, members of the RO team and select campus partners will be able to not only see the exception’s effective date but also any previous exceptions in a term. Also new is the automation of term credit minimums, which set minimum credit thresholds for eligible students, such as student athletes and international students studying on F-1 and J-1 visas. Automating this process will free up team resources and time while reducing the burden on these groups of students to demonstrate they meet enrollment-related eligibility requirements.

Background

The work is the result of an inquiry into potential process impacts as part of the Administrative Transformation Program. With the need to change the code, the project expanded to include a number of additional improvements.

A group effort

Team members from across the RO’s three functional units – ADTS, Student Services, and Academic Services – each played a role in creating and testing the new process. Members of the ADTS team, including David Hall, Heather Hollister, Leslie Gardner, Maria Peters, Kim Alling, and Megan Rodenburg, worked on everything from reviewing code to developing the new app engine and a testing plan, among other key tasks. From Student Services, Aaron Apel served as the project’s sponsor and Katie Paar served as a subject matter expert and primary tester. In addition, members of the Academic Services team helped review the changes to ensure they worked as designed. Keeping the project moving forward were Beth Warner and Division of Information Technology project managers Nicole Olthafer and Hannah Kinley.