Cycle Notes (Registration Tracker)

Issues/Notes Cycle

Summer Immersion [August 2022]

Overview

The 2022 Summer Immersion cycle was the first in-person season since 2019, and the first to ever offer both online and in-person sessions during the same term. With that, there were a number of complexities that needed to be addressed using the registration tracker to ensure a smooth delivery. This included the addition of course billing, deposits, and employee dependent discounts.

Issues Discovered and Resolved During the Cycle

• A "free" course for academic writing was offered late in the cycle, which was throwing off the course registration validation.
  • An exception list was added to the check to allow for this case to be bypassed during the check, but it would have been good to know it was coming beforehand.

Issues to Consider for Future Cycles

• SEAS STEM Program for High School Students
  • The billing program drives the tuition and fees for this program, so cases where students are enrolled in both the SEAS programs and the SPS program can only be billed automatically for one of the programs. The billing can be done manually, but then a transfer has to take place to get money from one school to the other.
  • The SEAS program is supposed to not admit students that are enrolled in another Columbia program for the term, but there were three cases where this occurred in 2022.
• Inconsistent Withdrawal Processing
  • One of the steps adopted in the 2022 cycle was to change the Response code for the application to "No" when a student withdraws, this step was not consistently applied, resulting in false flags in both the registration and deposit check sheets.
    • It is unclear if this was basic human error, or if the process was not clearly documented; if it is a documentation issue, we should shore that up for the future.
• AYI Billing Assessment
  • Completing AYI billing requires a RESI-CODE be applied through SIS; Barry Broner has agreed to revisit this requirement for the Fall 2023 billing cycle.
  • This will need to be raised for discussion in Summer when the Fall 2023 billing tables are built