Scheduling Nightmares

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1 Scheduling Nightmares Mary Eisenbraun Director, Student Financial Services Bismarck State College Pete Gallagher Assistant Controller Thomas Edison State College Ken Wolterman Bursar University of Cincinnati

2 Bismarck State College Transfer: First and second year of studies leading to a bachelor's degree. Students earn an associate in arts degree or an associate in science degree. Technical: Nearly 40 programs leading to a program certificate, program diploma, or associate in applied science degree. Online Programs and Courses: Sixteen programs leading to a certificate of completion, program certificate, or associate degree; many general education courses. Distance learning is also provided through the N.D. Interactive Video Network and Interactive Television. Online Bachelor of Applied Science: The BAS in energy management, designed for those seeking supervisory and management positions in the energy industry.

3 Bismarck State College BSC is one of 11 institutions within the North Dakota University System using PeopleSoft Version Enrollment: 4,895 FY 2013 Gross Tuition Revenue: $13,855,957 FY 2013 Year-End Receivables: $579,322 Programs: Mode of Instruction: Liberal Arts 30% Campus: Face-to-Face 37% Technical 42% Blended: Face-to-Face and Online 19% Non-Degree 21% Distance: Online 44% BAS 7%

4 Academic Terms Fall Semester = 16 weeks Spring Semester = 17 weeks Each term is separated into sessions Sessions always start on a Monday and end on Sunday Session length can be 16 weeks down to 5 days Federal Financial Aid is disbursed after the student has started one class after the first week of class. Disbursement issues with different drop dates - 100% refund Accounts Receivable increase

5 Academic Terms

6 Thomas Edison State College Who we are Thomas Edison State College is designed exclusively for adults and serves students wherever they live or work. Chartered in 1972, Thomas Edison State College is one of New Jersey s 11 senior public institutions of higher learning and one of the oldest schools in the country designed specifically for adults. The College offers associate, bachelor s and master s degree programs in more than 100 areas of study as well as undergraduate, graduate and professional certificates. Our students More than 20,000 students from all 50 states and approximately 60 countries around the world attend the College. The average age of our students is approximately 36. Large Military population (38%).

7 Academic Terms Undergraduate Twelve terms peracademic year Each term runs 12 weeks A new term starts on the first of each month Graduate Four terms per-academic year Each term runs 12 weeks A new term starts every 12 weeks Bachelor to Master s program Accelerated MBA program Six terms per-academic year Each term runs 8 weeks A new term starts every other month

8 Financial Aid Disbursements Occur weekly, 51 weeks per-year Twelve major disbursements; one for each new undergrad term (four graduate terms included in these twelve disbursements) Typical weekly disbursement schedule: Tuesday/Wednesday>>>Review and Disburse Thursday>>>Refund Processing Friday>>>Check Print and Mail

9 Scheduling Nightmare Release of early PELL Early Pell process needs to be done 12x per year and until recently, was a 100 percent manual process Large military population, many receive PELL Our student population tends to be older; many have attended College in the past and may have used max PELL Process improved by creation of SQL report to identify Pell recipients for each term and filtered by current balance less Pell term award amount; still manually enter release date into Colleague system

10 University of Cincinnati Large Comprehensive Research University Main Campus, 2 branches, College of Medicine, Pharmacy and Law 42,656 Students 31,983 Undergraduate Students 9,646 Graduate Students 1,027 Professional Students 308 Programs of Study

11 Academic Terms First 1/2 Session First 1/3 Session Full Term Second 1/3 Session Second 1/2 Session Third 1/3 Session Flex Term Classes of Varying Length (1 Day to Many Weeks)

12 Scheduling Nightmare Pell Adjusts with Enrollments Through Lock Date Refunding Process Needs Work Due Dates are Based on Full Term Service Blocks and Late Fees Don t Post Until First Date of Class Much More Complicated R2T4 with Significantly Unfair Impact to Students

13 Questions Mary Eisenbraun (701) Pete Gallagher (609) x 2395 Ken Wolterman (513)

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