Registrar's office moves closer to paperless system

Following a growing national trend, Ohio State is continuing the migration toward a paperless approach to many of its registration functions beginning this summer, which will affect the way students register for classes and the methods faculty use for tracking course enrollment and submitting grades.

The ability to put technology to use for many functions of the Office of the University Registrar eliminates the need for duplicative manual systems and documents, explained University Registrar Brad Myers. And in the current fiscal environment, the time is right to streamline and run a more efficient operation, he said.

For faculty (and some staff who participate in submitting grades), the changes mean:

• Beginning autumn quarter, all grades will have to be submitted electronically, a service used by 30 percent of faculty already. Myers noted that this practice will eventually make it easier for the University to phase out early senior finals. Verification of grade rosters will be available only online.

• Class rosters will also be available only online beginning autumn quarter. Online class rosters are currently available online, but faculty are not required to access them electronically.

For students, the major change will occur at the time of registration. The telephone version of BRUTUS will be decommissioned in July, meaning all class registrations, including schedule adjustments, will be conducted online.

Effective in September, the registrar's office no longer will complete the weeklong procedure of processing and printing paper rosters, renting a van and hand-delivering the rosters to faculty across campus. Once paper rosters arrive in faculty hands, they often are already obsolete because of schedule adjustments taking place online after the roster printing, Myers noted. Eliminating that labor-intensive and paper-oriented process will allow the registrar's office to more effectively use tight resources, and will allow faculty to have updated rosters at their fingertips. Rosters will be available on a secured Web site or sent via e-mail.

"This is certainly more convenient for members of the faculty," said K. Austin Kerr, professor of history and a member of the registrar's faculty advisory committee. "We all have to manage our courses and know who is in them. Electronic rosters will be much more accurate and timely."

The mandate for electronic submission of grades will be effective in December, at the completion of autumn quarter.

Kerr described this service, too, as useful for faculty, and said electronic submission of grades is easy to do. "One can do this from many different places as long as one has an Internet connection. This means we don't have to come to campus to hand-deliver a grade roster," he said.

In fact, the ability to submit grades electronically was vital to Kerr at the end of spring quarter last year, when he was immobilized by unexpected surgery but able to submit his grades from home.

"It's definitely a convenience, and ultimately more accurate than paper," he said.

Myers did indicate that some departments may need to upgrade computer equipment so their faculty have the appropriate hardware and software required for electronic registration transactions, but described any associated costs as manageable. He said workstation specifications will be made available to all units as documents are prepared and training is scheduled for the transition to the paperless system.

The Office of the Registrar plans to conduct faculty training throughout summer and autumn, and will place training materials on the Web and offer a help line for faculty with procedural questions. Several communications vehicles will be used to relay training information to the campus community.

Those who call the BRUTUS telephone line after it is decommissioned in July will be guided by a message to the online registration application. Shutting off the phone will result in significant savings, Myers said.

"A rapidly diminishing number of students are relying on the telephone application to conduct business, making it less and less cost-effective to maintain both the telephone and online versions," Myers said. "This is people voting with their feet. Clearly, if people are gravitating toward one application, it makes sense to discontinue the application that is used less and less frequently."

Of the students registering for winter quarter this year, only 18 percent exclusively used the telephone to register. Most of those were seniors and juniors Ñ students who were enrolled at Ohio State before the online approach was available Ñ as well as part-time graduate students who are most likely accessing the University for professional development purposes.

In response to student concerns about ensuring they'll have access to computers when their registration windows open, Myers said the registrar's office will no longer schedule registration windows over weekends or during holidays.

"We heard feedback about this, recognized it was an issue for students, and have responded to that," Myers said. "We're trying to look for ways to make it as palatable as possible without being too burdensome to us. There is a balance we need to strike."

Students currently registering for summer and autumn quarters still have access to the phone, and new freshmen attending orientation will continue to complete paper registration for their first quarter of school.

"We're very sensitive about the need to adequately and effectively communicate to our students about these registration changes, and we intend to be as responsive as we can to concerns that arise as we make the transition," said Martha Garland, vice provost and dean for undergraduate studies. "But in the end, we do think this system will serve students well by familiarizing them and equipping them with technology tools they will need for the rest of their lives."

Ohio State, along with numerous other public and private institutions, has been moving in the paperless direction for years -- for example, the University stopped sending grades by U.S. mail two years ago. But the process now has been accelerated -- with the support of University administrators -- by state and University budget constraints, Myers said.

"With advances in the speed and availability of technology, it's logical and more cost-efficient to do business electronically as much as possible," he said. In fact, he will seek this summer for administrative support of a policy declaring that e-mail is the official method by which the University communicates with its students.

The changes are also part of an ongoing shift in processes occurring in the offices of Student Financial Aid and the University Treasurer.

Ohio State is not alone in its pursuit of technology-enhanced registration systems. Around the country, telephone registration has been or is being phased out at the universities of Nebraska, North Carolina, Oregon and Washington, as well as MIT, Carnegie Mellon, Duke and Iowa State universities. Electronic grade posting is required of faculty at the universities of Florida, Kansas, Maryland, Oregon and Virginia, as well as Carnegie Mellon and Stanford universities. In addition, institutions no longer using (or using very limited editions of) paper master schedules include the universities of Kansas, Missouri, Pittsburgh and California, Los Angeles, and Iowa State, Michigan State and Emory universities.

Ohio State is reducing the availability of a paper version of its master schedule, which is now available on the Web each quarter. In addition, distribution of the Course Offerings Bulletin is being scaled back to go only to incoming undergraduate students and in limited numbers to departments and colleges.

For complete information about the Office of the University Registrar's electronic services, visit the Web at www.ureg.ohio-state.edu/ourweb/online.html.

Tuition update

Graduate, professional fees set for 2002-03; comparison shows in-state undergraduate tuition ranks eighth in Ohio for new students and ninth for continuing students

Ohio State's Board of Trustees on June 7 approved 2002-03 graduate and professional student tuition and fees, completing a tuition package that maintains the University's affordability, especially when compared with other public institutions in Ohio.

"The tuition structure we are implementing for next academic year is essential to continue our efforts to improve the quality of the student experience through the improvement of support services and the recruitment and retention of outstanding faculty and staff. Despite the considerable attention focused on our tuition increases in recent months, it is worth noting that our undergraduate fees continue to compare well in the state -- ranking eighth among the 13 public universities for new students and ninth for continuing undergraduates," said Executive Vice President and Provost Edward J. Ray.

"In this very challenging fiscal environment, we have made every effort to balance what we are asking of our students with our efforts to provide students with need-based aid and with our own internal budget reallocations and pursuit of other funding sources, while meeting our commitment to provide a more competitive compensation package for faculty and staff in keeping with the University's Academic Plan."

Instructional fees for all graduate and professional programs will increase by a base of 5 percent, and nonresident surcharges will also increase 5 percent. Resident graduate instructional and general fees will increase $306 per year, to $6,612; fees for nonresident graduate students will increase $810 per year. Differential -- above the base -- fee increases to fund improved student services inside and outside the classroom have been approved for some professional programs. The total professional fee increases average 12.6 percent for 12 programs offered in seven colleges. All graduate and professional fee increases will become effective autumn quarter. The previously approved increases to undergraduate tuition will go into effect for summer quarter.

The board also approved increases in some noninstructional fees for Ohio State students. The total cost for an in-state undergraduate to attend the Columbus campus and live in University housing will increase by about $838 for the academic year, or 6.6 percent, to an estimated $13,560 for a continuing student, and approximately $1,312, or 10.3 percent, to an estimated $14,034 for a new student.

The annual figures take into account an average 4.7 percent increase for room and board, an estimated 5 percent increase for textbooks and supplies, an 8 percent increase for health insurance, a 10.1 percent increase for parking on the central Columbus campus and a COTA bus pass, and a 5 percent increase in tickets to some athletic events. The total costs also reflect the previously approved two-tiered undergraduate tuition structure's increases of 9 percent for continuing resident students and 19 percent for new in-state students.

Administrators recommending the fees to trustees noted that Ohio State's undergraduate tuition of $5,190 for in-state continuing students next year will be 8.5 percent below the state average of $5,668, dropping to ninth among the 13 public universities in Ohio. OSU's new-student tuition of $5,664 is eighth in Ohio, and is 2.8 percent below the state average tuition for new students of $5,830. Last autumn, Ohio State's undergraduate fees were 4.2 percent below the state average.

In addition, officials said seven of the 13 state universities implemented mid-year undergraduate fee increases this fiscal year (Ohio State did not), and seven will implement a two-tiered tuition structure for undergraduates next fiscal year. Ohio State's 9 percent increase ranks 12th among the state schools in tuition percentage increases for continuing students; the state average is 14 percent. The 19 percent increase for new students at Ohio State ranks sixth in the state; the average for the 13 public universities is 17.3 percent.

Officials also have analyzed tuition and fees at other major public research institutions that serve as Ohio State's benchmarks for comparison. Ohio State's state support per full-time-equivalent (FTE) student is $615 (6.3 percent) lower than the benchmark institutions' average, and in-state fees are $158 (3.2 percent) lower than the benchmark average. Revenues per FTE student are 18 percent less than the benchmark average.

"While we compete effectively with our aspirational peer institutions with respect to academic quality, we do so with fewer resources than our benchmarks in state support, tuition and total revenues per student. Relatively low levels of state support in particular leave us increasingly at risk of falling behind in providing students with a truly outstanding education," said William J. Shkurti, senior vice president for business and finance.

Finally, the board approved continuing -- with no increases -- learning technology fees for students in the colleges of the Arts, Business, Engineering and Nursing, the Department of Computer and Information Science, and the School of Public Policy and Management.

Shkurti reminded trustees that some faculty and staff fees also will increase next year: Parking costs will go up by 10 percent, and employees will see increases of between 4 percent and 19 percent in their share of health insurance premiums, based on the plan in which they are enrolled.

FY03 undergraduate tuition at Ohio public schools

Institution --New Students --Continuing Students

Miami University $7,600-- $7,600

University of Cincinnati $6,936-- $6,936

Bowling Green $6,726-- $6,486

Kent State $6,374-- $6,374

Ohio University $6,336-- $6,036

University of Akron $6,098-- $5,798

University of Toledo $5,836-- $5,836

Ohio State $5,664-- $5,190

Cleveland State $5,496-- $5,196

Wright State University $5,361-- $5,163

Youngstown State $4,996-- $4,996

Shawnee State $4,347-- $4,050

Central State $4,021-- $4,021

State Average $5,830-- $5,668

Sources are the individual institutions

Spring commencement 2002

Ohio State is one of two graduation stops for President Bush this year

The White House confirmed on May 30 that President George W. Bush will speak to spring quarter graduates at Ohio State's commencement on June 14 at Ohio Stadium.

Approximately 5,500 graduates will receive their degrees during the ceremony, which is scheduled to begin at 9:30 a.m.

"Ohio State is honored to have President Bush address our graduates, who are poised to serve the nation as highly educated women and men," said President Brit Kirwan. "At such an important time in our history, we are gratified that the president has chosen to accept our students' invitation. I am sure his words and appearance will mean a great deal, and be a memorable experience, for our graduates."

Although he receives many invitations, Bush is delivering just two commencement speeches this year: the U.S. Military Academy at West Point and Ohio State. Ohio State is the first public university at which Bush has agreed to give a commencement speech.

"We invited the president to speak here because we are living in an extraordinary time and he can provide insight and perspective for graduates," said Eddie Pauline, president of Undergraduate Student Government.

Bush is the second sitting president to speak at the University. Gerald Ford spoke to summer quarter graduates shortly after ascending to the presidency in 1974 after Richard M. Nixon's resignation. Bush's father spoke to spring quarter graduates in June 1983 when he was Ronald Reagan's vice president.

Five people will receive commencement honors, including Bush, who will receive an honorary Doctor of Public Administration degree. The honorary Doctor of Science award will be presented to Walter E. Massey, president of Atlanta's Morehouse College. The honorary Doctor of Business Administration will be presented to George M. Steinbrenner III, principal owner of the New York Yankees and partner in the New Jersey Nets and New Jersey Devils. Marta Tienda, director of the Office of Population Research, will receive an honorary Doctor of Social Science award. The Distinguished Service Award will be presented to Richard M. Hill, professor and dean emeritus of the College of Optometry.

Security measures will change the nature of the ceremony. Those with questions should check the Web at www.osu.edu/commence for other commencement concerns. Information here reflects details as of June 11.

• All guests must have a ticket. Tickets provide general admission to the stadium, but seating is available on a first-come, first-served basis.

• Stadium gates open at 6 a.m. Guests should arrive early prepared for a security screening, and may enter through any gate on the south or east side of the stadium, or gates 9, 11 or 13 on the west side. All guests and graduates will be subject to security screening. Metal detectors will be in place at French Field House and at all open gates of Ohio Stadium. Guests are urged to arrive early. Admittance cannot be guaranteed after 8:30 a.m. Lines may be long and personal items may be searched.

• Certain items are prohibited in Ohio Stadium. To avoid lengthy security delays, guests are encouraged not to bring prohibited items, and to avoid (if possible) hard-to-search items like baby strollers. Items that are prohibited include: coolers, backpacks, large handbags, umbrellas, chair-back seats, mace and similar substances, or weapons of any type. Any graduate or guest who attempts to enter Ohio Stadium with prohibited items will be turned away. Permitted items include cameras, video recorders, uncased binoculars, small handbags, pagers, cell phones, seat cushions and appropriate clothes for weather conditions.

• Food and beverages Concession stands selling beverages and limited food items will open at 6 a.m.

• Disability seating Ohio Stadium provides easy access for guests with permanent or temporary disabilities. Guests with disabilities may enter the stadium through gate 14. Contact the Office of Commencement and Special Events at 292-9051 for further information.

• Faculty and staff parking There will be restrictions on parking and access to buildings near the stadium beginning late June 13 and continuing until the afternoon of June 14. Specifically, the east and west stadium parking lots will be closed to parking beginning at 11:30 p.m. on June 13 until 1 p.m. on June 14. All vehicles must be removed by that time or be towed at the owner's expense. The circle drive at the base of Morrill Tower also will be closed until 1 p.m. June 14. The adjacent parking lots will most likely be filled to capacity with commencement parking. Parking is also available in the Northwest, Arps and Ohio Union garages free for surface lot permit holders. Employees who usually park in the Tuttle Park garage are encouraged to use the Northwest, Arps or Ohio Union garages on June 14 to help facilitate parking for commencement guests and those with disabilities.

• Guest parking Guests are strongly encouraged to park on west campus and use the shuttle service. Some guest parking will be available at no charge on a first-come, first-served basis in the lots north of the Arps, Northwest and Ohio Union garages. No parking will be permitted in the lots surrounding Ohio Stadium.

• Graduate parking The surface lots around St. John Arena will be reserved for graduate parking.

• Free shuttle from west campus lots A free shuttle will provide continuous service beginning at 5 a.m. June 14 and continuing until the guests are returned to west campus after commencement. Shuttles will pick up guests at Mount Hall on west campus and drop them off at the Sisson Hall footbridge located just west of the Drake Performance and Event Center and Ohio Stadium. Guests will walk across the footbridge, which is wheelchair-accessible, and enter the stadium through the east and south gates.

• Traffic patterns Traffic on Woody Hayes Drive will be restricted from approximately 8 a.m. to 9:30 a.m. June 14 to allow for the graduates' procession from St. John Arena to the stadium. Traffic to the University Medical Center will not be impeded during commencement.

• Disability parking Parking for guests with disabilities may be arranged through the Office of Commencement and Special Events by calling 292-9051. An Ohio handicap placard or a commencement disability permit will be required to be displayed. Parking for people with disabilities will be designated in the surface lot south of Woody Hayes Drive and west of Cannon Drive, as well as in the Tuttle Park Place garage.

• In the event of rain If it is raining or rain is forecast, guests should bring appropriate rain gear. Ponchos, raincoats and something to cover wet seats are advised. Umbrellas are not permitted. If weather conditions are uncertain, listen to WOSU-AM (820) for updates.

• Severe weather If there is heavy rain, a thunderstorm, a tornado watch/warning or other weather severe enough to delay or cancel the ceremony, instructions will be announced on site to graduates and guests. If cancellation is required, diplomas will be distributed in French Field House and other campus locations, as noted in the commencement program. If commencement cannot be held in Ohio Stadium because of the weather, the ceremony will be canceled. No indoor facility on campus is large enough to accommodate the graduates and estimated 40,000 guests.

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