A c a d e m i c P r o g r a m E v a l u a t i o n &

AA c a d e m i cc a d e m i c

PP r o g r a mr o g r a m

EE v a l u a t i v a l u a t i o n & o n &

XX p l o r p l o r a t i o n a t i o n

APEX APEX TRAININGTRAINING

APEX AdvancedAPEX Advanced

FERPA

FIRST AND FOREMOST!!!FIRST AND FOREMOST!!!

APEX acknowledges FERPA since APEX acknowledges FERPA since private student data is recorded private student data is recorded throughout the audit.throughout the audit.

Requirement – vs - Subrequirement

SECOND AND FOREMOST!!!SECOND AND FOREMOST!!!

IMPORTANT SYMBOLS ON AUDITIMPORTANT SYMBOLS ON AUDIT

(R)

?

>DX

>R

-R

+R>IS

>IP

>DQ

>DE

>AB

RO+RO-

>PL

PL+

PL-

PL

WHAT DO THEY ALL MEAN?WHAT DO THEY ALL MEAN?

Each symbol is briefly Each symbol is briefly defined in the “Legend”. defined in the “Legend”.

WHERE IS the “legend”?

Let me show you on the APEX audit.


Symbols may fall under one Symbols may fall under one of four levels:of four levels:

1.) Grade Level1.) Grade Level

2.) Requirement Level2.) Requirement Level

3.) Subrequirement Level3.) Subrequirement Level

4.) Course Level4.) Course Level


- Grade Level -? = Missing or Unknown Grade


“?” attached to grade = Planned Grade

- Requirement Level -

PL = Planned course within PL = Planned course within requirement.requirement.


- Subrequirement Level -


PL+PL+ Requirement complete if course Requirement complete if course completed as planned.completed as planned.



PL-PL- Requirement not complete even if Requirement not complete even if course completed as planned; course completed as planned; additional course(s) may be additional course(s) may be required.required.



+R+R Out of all subrequirements within Out of all subrequirements within requirement, this one has to be requirement, this one has to be completed to fulfill requirement. completed to fulfill requirement. The The plus sign expresses plus sign expresses subrequirement’s completion.subrequirement’s completion.



-R-R Out of all subrequirements within Out of all subrequirements within requirement, this one has to be requirement, this one has to be completed to fulfill requirement. completed to fulfill requirement. The minus sign expresses The minus sign expresses subrequirement’s current state of subrequirement’s current state of incompletion.incompletion.

- Course Level -IMPORTANT SYMBOLS ON AUDITIMPORTANT SYMBOLS ON AUDIT

(R)(R)

>PL>PL

No matter how many courses that No matter how many courses that are required the course, with this are required the course, with this symbol, has to be completed before symbol, has to be completed before requirement is considered requirement is considered complete.complete.

Course flagged as “planned Course flagged as “planned course”.course”.

- Course Level -


>AB>AB

>DX>DX

Course flagged as part of Course flagged as part of “Academic Bankruptcy”.“Academic Bankruptcy”.

Course flagged as “duplicate Course flagged as “duplicate credit”.credit”.

- Course Level -


>DE>DE

>DQ>DQ

- Course Level -


>IP>IP

- Course Level -


>R>R

>DX/>DX/>R>R

>I>ISS

General Education Transfer General Education Transfer AgreementAgreement

What is it?What is it?

NOTE:NOTE: Current “GETA” structure on audit Current “GETA” structure on audit is being modified to something more is being modified to something more accurate and practical.accurate and practical.

ON THE AUDIT…ON THE AUDIT…

G E T AG E T A

TITLE CHECKSTITLE CHECKSRecognizing a “title check”:Recognizing a “title check”:

How does a title check work?How does a title check work?

Why departments and advisors Why departments and advisors need to be consistent.need to be consistent.



HUNGRY ELECTIVEHUNGRY ELECTIVE


TRANSFER COURSESTRANSFER COURSESHow it normally should display…How it normally should display…


TRANSFER COURSESTRANSFER COURSESWhat to look out for…What to look out for…

What are “exceptions”?What are “exceptions”?

Basically, exceptions are anything approved for students outside what is actually required such as course substitutions and waivers.

EXCEPTIONSEXCEPTIONS

Who processes Who processes “exceptions”?“exceptions”?Currently, they are being processed by selected college personnel and Team APEX.


Colleges enter exceptions Colleges enter exceptions for:for:

- Modifying catalog year-terms.- Modifying catalog year-terms.Easily identified = start with a “Y”

- Acknowledgement when - Acknowledgement when student student

completes Graduation completes Graduation ApplicationApplication

Easily identified = start with a “GR”

NOTE: These exceptions were created so that they are less complex to process than other exceptions.


Year-Term Exceptions (aka “Y-exceptions”)Where are they?Where are they?


“Normal” exceptions have about 25 fields, however, the structure of “Y-exceptions” is less complex. See for yourself…


Exceptions Request Form


TROUBLESHOOTING…TROUBLESHOOTING…

Encoding ErrorsEncoding Errors An encoding error may be the culprit An encoding error may be the culprit if…if…

- material is in the bulletin and either:

+ material is on audit, but not working as expected- or –

+ material is not on audit at all

Solution: Send email to either College Solution: Send email to either College Contact or to anyone on Team APEX.Contact or to anyone on Team APEX.


Bulletin ErrorsBulletin Errors - Basically, degree programs encoded according to bulletins.

- Overall, degree programs encoded according to approved Senate Transmittals.

Solution: If something is not on audit, not Solution: If something is not on audit, not in bulletin, and has been approved by in bulletin, and has been approved by Senate send email to either College Senate send email to either College Contact or to anyone on Team APEX.Contact or to anyone on Team APEX.


Interpretation ErrorsInterpretation Errors

Interpretation of bulletin and/or Senate Rule may sometimes differ.

- This may impede encoding requiring a solution.

Solution: Senate Transmittals will be first Solution: Senate Transmittals will be first stop for clarification. If not clear, the stop for clarification. If not clear, the remaining solution is an official request remaining solution is an official request for Senate Interpretation.for Senate Interpretation.

Changes in SIS, but not APEX…Why?

LAST SECOND - FINAL THOUGHT(S)LAST SECOND - FINAL THOUGHT(S)

BEHIND THE SCENES…

1.) APEX pulls records for currently enrolled students.

= at least, one semester back= future registration(s)

2.) Changes to these records take about24 hours to reflect in APEX since

this SIS extract will update APEX records on a nightly basis.

Changes in SIS, but not APEX…Why?

LAST SECOND - FINAL THOUGHT(S)LAST SECOND - FINAL THOUGHT(S)

STUDENTS NOT BEING UPDATED:

+ Readmitted students who have not enrolled yet.

+ Transfer students who have not enrolled yet.

+ Students, no longer enrolled, who still have Independent Study courses awaiting a final

grade.

SOLUTION…

+ Contact your APEX College Contact.

ANYANY

QUESTIONS…QUESTIONS…

Associate Registrar (& APEX/CAS Supervising Official)

Jacquie Hager

APEX/CAS SpecialistsBruce Manley

Sherry MorrisJason Webster

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Our contact information should be located on the APEX brochure.

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Team APEXTeam APEX

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