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February: Individual Provisioning Proposal submitted & work begins with tech

April 22: New Tool Launches

Maren attended SOA touchbases

Addition of Academics Related items to checklist

Automations based on transcript status

Better tracking in Salesforce

Launch new, escalated advising model

June 23: Automated Placement Updates begin

June 30: 80% of eligible students register for courses

93% of students eligible to register

July 18: Course Selection Closes

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a really, really good thought

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Time period extended to about 3 months from 2 weeks

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Extending the course reg window was a game changer!

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Having the numbers earlier helped with section estimation

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The new question regarding STEM and pushing people to take the Math placement helped so much. Best change so far!

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Having students complete the math placement exam before selecting courses

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Having students complete the math placement exam before selecting courses

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PRG - requiring an AAU primary/alternative on the course selection form

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PRG - requiring an AAU primary/alternative on the course selection form

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Starting earlier before the bulk of waitlist pulls, students had more certainty of what attending Verto would look like , similar concept for payments

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Course selection as a checklist item

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The framing of course selection this year was amazing for SOAs and having students complete other required materials. I presented it as a step-by-step in order to get to course selection (unofficial transcript, access to Canvas, math placement, THEN course selection)

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Real time answers to student questions alleivated uncertainty around selecting courses

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Colleen's weekly updates helped to show progress over this period. Helped to know that the process was moving

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The updates to Course Selection and student permissions made the tool easy to use.

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Helped to plan sections more accurately

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Students appreciated the office hours that AAHQ offered, as shown by survey completion.

Great training opportunity for Colleen, Israel, and Hillary

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Ability to have academics hold office hours and advising. Even if it seems only 10% utilized, 10% take 90 % of the time. This is also the same time period SOA's are doing passports and visas, and SOA is the only team in the org that does that service. If we have to spend 90% of our time with 10% of the students who have a problem that is not "our department", it takes away from our ability to focus on our "key/core" item that nobody else helps with but is absolutely critical for students getting onsite

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Academic Office Hours + Extended Window 

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Academic Office Hours + Extended Window 

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This gave students more time and information to confidently select courses. Less frantic students contacting staff that may not know the intricacies of academics/their channel school/majors

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Maren joining SOA, answering in slack, looking into cases not giving canned responses. She is truly the best !

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Interdepartmental TEAMWORK worked!

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Critical to help give students insight into the "study" part of "Study Abroad." Helps to realize our value proposition of high support throughout the entire process, pre-departure to post-Verto

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Too many methods of communication for questions. (eg. Chatter, Mogli, email, Slack.....)

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London had very little to no melt this year which effect our course planning. We also had a lot of late additions which do not help when we are at max capacity in a lot of the classes which already have a lot of sections.

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Students missing that the CReg Guides outline transferability to all courses, not just those on offer in their location

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As an ADAM I underestimated the alternate selections and over estimated the primary selections that hindered my section estimation.

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Minor but always comes up (and continues to come up now) : courses listed for specific schools or majors are "recommended", not required, but students (and parents) feel it is required and necessary.

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I believe this is user error on the part of the student, but I'm not totally sure how visible it is to the students in the form that they also need to select alternative courses to be able to submit

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Having to average 16 students a class when planning sections when I have 3 classes that don't hold 16 students.

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Lots of good resources and continuous improvement in that area. How can we get them in front of students and families in a way that people digest? The resources are great, people don't always understand how to use them

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Lack of visibility for students that they are ranking their course selections

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Enrolling in PACE still dependent on manual enrollment, and slows down students ability to complete things in a timely manner. Esp. critical for those late add students

When students change their emails, not automatically changed in Canvas

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Turnaround time getting students in Canvas and processing placement exams

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Turnaround time getting students in Canvas and processing placement exams

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(processing placement exams already solved with the automated uploader!)

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Students have to click "agree" on the tab to see if there are any additional courses to choose from. Not the clearest UX

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Israel had a lot of editing and updating to partner records across the semester

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Need to highlight the changes in student population

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Need to highlight the changes in student population

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Ship of Theseus problem, the class stays the same, but could be all different students all different interests

Steph and Jodi working to better surface information to onsite teams

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Missing IDs, having to chase them down weekly. Unclear ownership.

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Ensure students have to select 5 primaries. And no duplicates. EG ENGL 1112 and ENGL1114. They will be in one or the there but reviewing the numbers tells a different story.

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Hide course information tab in MyVerto, until schedules are released. Students thought Add/Drop was where course selection took place.

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Consolidate or centralize all relevant data for students. Too much in too many places.

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I look forward to the case mgmt system in SF for escalated or challenging cases

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Basket of Courses based on program/area of study

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Basket of Courses based on program/area of study

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Creating a wizard that helps build students selections based on these criteria so that they already have a basket of courses selected when they open the tool. Based on how full their basket is, they can either add things to it or change things out

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Close course selection a week earlier to help onsite staff prepare for number of sections. Faculty get antsy when they want to get a sense of section numbers but we haven't closed course selection yet to help them get a better idea. I know this is hard with AP scores.

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While helpful that SOAs are notified via chatter why transcripts/prior learning credits are denied, it would be amazing if that could be added into the denial email as a note.

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If we continue to use rankings in schedule building and audits. Make it clearer on the Course Selection form how to rank and what rankings the student is selecting (e.g., number their selections)

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We have lots of great resources, some fun videos (shorts) to understand how to use the resources and steps . Large documents are intimidating for people and people's lives are busy.....but they will watch a 1 -2 minute video

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I don't know how this would work but for example we had an SOA this year who was trained to also assist the SFS department with more permissions/access/visibility. As Verto gets bigger/staff size increases having an SOA with less students who can also help with academic advising sessions may be beneficial

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I don't know how to verbalize this or what specific changes I want haha, but the academic accommodations process is a headache/something we don't have visibility or training on

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Some students can only physically send an official transcript. While we don't want more students than needed to mail physically, more visibility on where exactly this needs to be sent if they fall into this category

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I still think we should be working on proposing tracks and limiting student choice a little bit. Most universities have set tracks for freshmen.

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Find a way to notify ADAMs of elig changes that lead to changes in course sel.