Faculty & Staff: Policy and Reporting

 

Have your WEBI account and need some training on the graduate reporting environment?

 

The graduate school offers information training sessions usually once a year so be sure to sign up for them when they are offered.  You can also contact Jonathan Adams who can provide limited training, just send him an email, or call, and ask to set up a private training session. Each session will be for 1-4 people at a time, lasting 30-60 minutes and will only be held at the graduate school in Thompson Hall, Room 111.

 

Want to provide some feedback on a report or have a question about the content of a report?

 

Email Jonathan Adams and include your comments, questions and whatever else you think is needed. If you have a question about a specific report please include the complete name of the report, including the tracking number at the beginning of the report name.

 

How do I get help?

 

If you need help on how to interpret the content of a report, on the data that is being displayed, or what the report is for - then you should contact Jonathan Adams at the graduate school. If you are having technical difficulty then contact the help desk. There are also two good FAQ's provided by Computer Information Services and Management Reporting. Having technical trouble, need to reset a password, or having trouble running a report? Call the help desk at 603-862-4242 (2-HAHA).  We also provide a quick cheat sheet on WEBI reporting.

 

Want a good overview of each of the reports provided?

 

Run the WEBI UNH Grad School Published Reports report. It is located under category “GS90000 – Grad Miscellaneous” and is called “GS90000 – UNH Grad School Published Reports”. Important: This report shows ALL of our reports, including ones that you may NOT have access to. The report indicates the security levels for each report. Departments are security level 3. We have put out a lot of new reports, as well as the ones we use to provide on our website, so if you have any questions on how to use them or what they are for feel free to ask our office.

 

Forgot where to login to WEBI?

 

Use the Enterprise Systems Gateway page and then under the “Gateway Quick Links” select “Access Web Intelligence”

 

 

Previously, administrative applications like WebI were supported for use on Windows only. This was primarily because the VPN, which is needed in order to access these applications, must run on Windows. However, CIS has recently committed to supporting dual-platform functionality for users. Thus, if a user’s Mac has the capability to run a supported version of Windows, it may be possible to use it for accessing WEBI. For more information, call the CIS Helpdesk (862-4242).  

 

To fully utilize WEBI on a MAC you will need to install the following software.  Note that you would first install the Vmware Fusion for Mac, then the Windows XP operating system, then Adobe and VPN.  Adobe is optional to actually use WEBI, however it is free software for the reader version and it greatly improves the use of the WEBI reports.  You can purchase the software through the UNH Computer Store.

• Vmware Fusion for Mac

• Windows Operating System (XP recommonded)

• Adobe Reader (free)

• Web VPN (Will self-install when logging in for the first time, need to be running Windows though, free)

• Optional: You may want to also have Excel installed.

 

Graduate School Action sheets are run out of WEBI. Our office will code the action sheets each day. You will then get an email for each applicant that had action sheets coded that day. You then run the action sheets the following business day, print them off, complete them, and return them to us. When referring to days please use business days (i.e. days UNH is open for business) since those are the days WEBI and BANNER are updated.

Steps (using made up examples):

1. Paula codes a bunch of action sheets, in Banner, on 4/28/09 for Education, Computer Science and History.
2. The second she codes them in Banner an email will be automatically generated and sent to the department for each applicant coded for an Action Sheet (one email per applicant). The email will have the date, name, and program of the person the action sheet is for. You would then run the action sheet in WEBI for that person on the following day using the date of 4/28/09.
3. The action sheet reports in WEBI are under the admissions area and they come in 3 flavors – By Department, By Program and By Name. The report names are GS24150, GS24151 and GS24152.
4. When the report runs the department will be asked to enter their DEPARTMENT (or PROGRAM), a BEGIN DATE and an END DATE. So History would enter "History" for the department and 4/28/09 for BOTH the begin and end date. Then the report will generate all the action sheets for History that were done on 4/28/09.
5. The action sheets can then be printed off and completed for the department.
6. Action sheets get returned to Danielle Olsen in our office. They can be sent in campus mail, faxed (862-0275), scanned and emailed to us, or hand delivered. There is also the option to save these action sheets in excel and do them entirely electronically - see FAQ below for more details.
7. If running the "By Name" version of the action sheets you will not be prompted for any dates. Instead you enter your department and the term code. You then have to enter a last and first name. Wildcards are accepted. So if you are looking for "Jonathan Adams" and were not sure how my first name was spelled you might enter "Adams" for the last name and "Jo%" for the first name.

* Note that you can use the Applications In Process report ("GS22210 - Applications in Process by Department") to see all pending action sheets that should be at the department.

 

* Sample Email: Subject line: Automated email: Action Sheet Coded On '10-OCT-2008' an action sheet was prepared for Milady Sweetsong in Biochemistry for 200902. It will be available in WEBI on the next business day. Run report using the date of '10-OCT-2008'.

Action Sheet FAQ

When do I run an action sheet?

 

Well there are two scenarios when you would run the action sheet job:

• Primary Reason - You get an email: If you get an email notifying you that you have pending action sheets that is the main time you would run the action sheet report (usually the one by department or program). The email will give you the date to run the action sheets for and lets you know these are the newly processed action sheets.
• Secondary Reason - Reprinting: If you can't find an action sheet, or need to reprint one for your files, you would run the action sheet report for whatever date range or name you need one for.

Why A Date Range?

 

We provide a date range so each department will have the ability to reprint any missed action sheets they might have missed. This will let you get a couple days worth of action sheets or reprint one from weeks or even months ago. If you just want one days worth of action sheets then just use the same date for both the begin and end date.

 

How can I tell what I entered for the prompts?

 

At the top of each action sheet the name of the department you selected and the dates you entered will be displayed.

 

What if I need an action sheet but can't get to WEBI?

 

For special circumstances our office can run the action sheets for a department and email them as a PDF file or send them in campus mail.

 

Can we do this all electronically?

 

While you can not edit any information through WEBI you can save the action sheets as an EXCEL file. You can then update and make comments in that excel file and email it back to our office (Danielle Olsen). You just have to be careful to edit the cells, that have the information you want to add or edit, very carefully. You can't change their sizes or anything that would mess up the printing as we will still need to print them off in our office. Also when using excel you have to limit them to one action sheet PER excel file. Excel does not have any page breaks so if you have more than one record in the spreadsheet it really messes up the printing. You can also fax a printed action sheet back to our office. I also know of one department that can scan documents and convert them to a PDF file that they then email out. This is also acceptable.

 

I am still confused - how can I get more help?

 

The best way is to contact Jonathan Adams at the Graduate School and ask for a walk through - either in person or over the phone.

 

 

When it comes time to graduate students each department has to complete the certificate of degree completion form, which is now provided through WEBI.  There is WEBI report that provides most of the information needed to certify students.  The report is called "GS50200 - Student Certification by Department" and exists under the degrees awarded section of the graduate school reporting area.

 

When you run the report it will provide you with a complete course history, of graduate level work (it will not include undergraduate or non-degree work), sorted by term or by course number.  It then provides the certificate of degree completion forms for Masters/Cags, Doctorate and Post-Bachaluarete Certificate degrees.  Lastly it provides all the instructions for using the form (which is also provided below).

 

If you have any questions on using the form, how it gets populated, what the prompts are, etc., please contact Laurie Witham or Jonathan Adams at the graduate school.

 

General Processing Reminders

The purpose of certifying is to confirm, with your signature, that a student is entitled to the degree requested. The base curriculum for each student is the catalogue year they entered the university, i.e., you must start with the printed curriculum, not as it currently appears but as it appeared in the students year of admission. If there is a deviation, i.e., a transfer course counts for an elective or waives a core requirement; please make sure that you attach a clear explanation when you return the signed certs. The Graduate Schools role is to confirm that the curriculum, as approved by the faculty, and published in the catalogue, was met. If we can rectify deviations up front it will really speed things along.

 

Report Information

Term: All data is based on the intent term entered - this includes student data, current enrollments, course history and intent data. For example if the term entered is 200801 then the report will show student status as of 200801, course history <= 200801, and current enrollment and intent data for term 200801. This report is only meant to be run for current graduation terms.

 

Course History: Covers all level 05 (Graduate) course work taken while a student at UNH (including any previous graduate degrees). Term and Cumulative GPA totals are also based on all level 05 coursework. If a student took a class before they matriculated and did not transfer in the credits the class will not show up. This is a good trigger to make sure that we get the transfer paperwork with the certs. Also transfer course work (non-UNH that is) will not display (transfer credits will show up under the grand total of credit hours completed - but the individual courses won't).

 

In Progress Work: This table shows current enrollments. If the student has completed the course, and had grades rolled to academic history, then it will NOT show up in this table - instead it will be under the course history. This is usually only an issue during the summer when grades are rolled weekly over the various summer parts of term.

 

Intent to Graduate Data: The activity date reflects the last date there was ANY activity on that students degree record. The "User Id" indicates the person who last processed the intent. Note that if he User Id is "SATURN" that means it was submitted by the student using the online intent process and has NOT yet been verified by our office.

 

Student Status: This table shows the students current student status. They should be ACTIVE with no unmet stipulations. Also shows if the student is in a dual degree which can helpful when matching up student records to their degree records. Time Limit indicates final date to graduate buy and should always be >= the current term.

 

Degree History: This table will display any previously awarded graduate level degrees (which are all part of the overall GPA and course history).

 

Master's Thesis Totals: This shows total (for all grad work) number of credits for 899 thesis work broken out by academic history total and current enrolled total. Final total should not exceed 10 credit hours. Note that 899 work that received a grade of W is not counted towards total credit hours.

 

Alerts, Errors and Other Flags

The report also provides a variety of special "alerts" that may indicate errors or problems for the student being reviewed.

• Special Alerts: The reports are set up so that "potential" problems are highlighted in some manner to bring them to your attention. Not all alerts are actual errors or problems.
• Failing Grades: Any student with a failing grade has name and/or course work highlighted a pale red.
• Mismatched Programs: If the Students current student program differs from their degree program it will be highlighted a pale blue. This is just a warning - in some situations this is perfectly ok.
• Dual Alert: Student is in a secondary (dual) degree situation have their program highlighted a pale green.
• Unmet Stipulations: Any student with an unmet stipulation, condition, or provision has the font changed to a bold red color.
• Non-Active student: This shouldn't ever show up but if a student is not active and has an intent they will have their record highlighted in yellow.
• Previous Grad Degree: If the student has previous graduate degrees (which is important to note as that work will be part of their course work history and overall cumulative GPA) they will appear highlighted in orange in the degree history table.
• Incomplete Grades: Any incomplete grades (IA, IC, IX) will be in bold, italic, blue font.
• Master's Thesis 899 Credit Limit: Highlighted in pale purple anyone who has taken more then 10 credit hours of 899 course work.
• Master's Thesis W Grade: Any 899 course work with a grade of W is highlighted purple for informational purposes only.