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Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

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Comments

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

Ron


Ron, how do you handle state and federal reporting of financial aid issues when it comes to credit load by semester or even just a semester headcount? If a student was taking some classes that are on the quarter system and others on the semester system how would they be reported?  Or maybe that can’t happen in your situation. We run everything on three semesters but there are always some department who wants to run a class between semesters or a class that overlaps two semesters and we have not allowed it because of the reporting issues involved.

 

Thanks

 

Mike Cunningham

VP of Information Technology Services/CIO

Pennsylvania College of Technology

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ron Danielson
Sent: Wednesday, December 04, 2013 7:59 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Quarters and Semesters Simultaneously

 

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

 

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

 

Ron

 

Hi,

 

UCLA Med School and Law School are on semesters and the rest of the campus is on quarters.  If you send me a direct mail (s.kumar@anderson.ucla.edu), I’ll send you contact info for a couple of people who would have more insight.

 

Thanks.

 

S KUMAR

Chief Technology Officer

Anderson Computing & Information Services | ACIS

UCLA Anderson School of Management

Rosenfeld Management Library, Suite E202

110 Westwood Plaza

Los Angeles, CA 90095-1481

(310) 825-7615 office

 

Gary,
 
I don't know if I know enough to answer your questions correctly, but here goes.
 
We are similar to Chaminade, in that, we have credit semesters and continuing education quarters.  Our Registrar's office tells me that the continuing education quarters still use "semester" hours and not "quarter" hours.  We are a Banner shop as well.
 
They set them all up using unique term identifiers and term start and stop dates.  We handle the tuition separately as well.
 
To answer Mike's question, we have some continuing education courses that are state reportable and some that are not.  For the state reportable ones, there is a separate state report for those terms.  I believe it depends on the census date for the term as to which semester's/quarter's report it lands. 
 
There is no federal financial aid involved in continuing education (I think).  Students are reported by the types of courses they take, so they could be reported in the state credit reports and the state continuing education reports. 
 
We also run many, many credit terms of varying lengths and start and stop times (we call them minimesters or parts of term).  It works well in Banner and for state and federal reporting from my understanding.
 
Our Registrar's office is swamped and had some key staff leave, so they are unavailable for a call.  I can loop in some knowledgeable IT support staff if it would help.
 
Dave

 
David Hoyt
Chief Information Systems Officer
 
  Collin College     
  Collin Higher  Education Center
  3452 Spur 399
  McKinney, TX  75069
 
P - 972.599.3133   F - 972.599.3131
>>> On 12/4/2013 at 6:50 PM, in message <973a4b989e934fec8dc8592512162a23@BL2PR05MB211.namprd05.prod.outlook.com>, "Pratt, Gary" <gpratt@EWU.EDU> wrote:

Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously
Sorry for blasting this to everyone. I sent offline to the other responders, but accidentally hit reply to the group on this one. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Pratt, Gary Sent: Monday, December 09, 2013 8:27 AM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004 509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously

Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

Ron


Ron, how do you handle state and federal reporting of financial aid issues when it comes to credit load by semester or even just a semester headcount? If a student was taking some classes that are on the quarter system and others on the semester system how would they be reported?  Or maybe that can’t happen in your situation. We run everything on three semesters but there are always some department who wants to run a class between semesters or a class that overlaps two semesters and we have not allowed it because of the reporting issues involved.

 

Thanks

 

Mike Cunningham

VP of Information Technology Services/CIO

Pennsylvania College of Technology

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ron Danielson
Sent: Wednesday, December 04, 2013 7:59 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Quarters and Semesters Simultaneously

 

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

 

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

 

Ron

 

Hi,

 

UCLA Med School and Law School are on semesters and the rest of the campus is on quarters.  If you send me a direct mail (s.kumar@anderson.ucla.edu), I’ll send you contact info for a couple of people who would have more insight.

 

Thanks.

 

S KUMAR

Chief Technology Officer

Anderson Computing & Information Services | ACIS

UCLA Anderson School of Management

Rosenfeld Management Library, Suite E202

110 Westwood Plaza

Los Angeles, CA 90095-1481

(310) 825-7615 office

 

Gary,
 
I don't know if I know enough to answer your questions correctly, but here goes.
 
We are similar to Chaminade, in that, we have credit semesters and continuing education quarters.  Our Registrar's office tells me that the continuing education quarters still use "semester" hours and not "quarter" hours.  We are a Banner shop as well.
 
They set them all up using unique term identifiers and term start and stop dates.  We handle the tuition separately as well.
 
To answer Mike's question, we have some continuing education courses that are state reportable and some that are not.  For the state reportable ones, there is a separate state report for those terms.  I believe it depends on the census date for the term as to which semester's/quarter's report it lands. 
 
There is no federal financial aid involved in continuing education (I think).  Students are reported by the types of courses they take, so they could be reported in the state credit reports and the state continuing education reports. 
 
We also run many, many credit terms of varying lengths and start and stop times (we call them minimesters or parts of term).  It works well in Banner and for state and federal reporting from my understanding.
 
Our Registrar's office is swamped and had some key staff leave, so they are unavailable for a call.  I can loop in some knowledgeable IT support staff if it would help.
 
Dave

 
David Hoyt
Chief Information Systems Officer
 
  Collin College     
  Collin Higher  Education Center
  3452 Spur 399
  McKinney, TX  75069
 
P - 972.599.3133   F - 972.599.3131
>>> On 12/4/2013 at 6:50 PM, in message <973a4b989e934fec8dc8592512162a23@BL2PR05MB211.namprd05.prod.outlook.com>, "Pratt, Gary" <gpratt@EWU.EDU> wrote:

Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously
Sorry for blasting this to everyone. I sent offline to the other responders, but accidentally hit reply to the group on this one. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Pratt, Gary Sent: Monday, December 09, 2013 8:27 AM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004 509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously

Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

Ron


Ron, how do you handle state and federal reporting of financial aid issues when it comes to credit load by semester or even just a semester headcount? If a student was taking some classes that are on the quarter system and others on the semester system how would they be reported?  Or maybe that can’t happen in your situation. We run everything on three semesters but there are always some department who wants to run a class between semesters or a class that overlaps two semesters and we have not allowed it because of the reporting issues involved.

 

Thanks

 

Mike Cunningham

VP of Information Technology Services/CIO

Pennsylvania College of Technology

 

 

From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Ron Danielson
Sent: Wednesday, December 04, 2013 7:59 PM
To: CIO@LISTSERV.EDUCAUSE.EDU
Subject: Re: [CIO] Quarters and Semesters Simultaneously

 

At Santa Clara, the Law School operates on semesters and the rest of the campus is on quarters (and the summer session operates with two 5-week terms and three 3-week terms).

 

We're PeopleSoft and I'm the wrong person to be discussing how we handled the complexities, but we're certainly open to a conversation if that would help.

 

Ron

 

Hi,

 

UCLA Med School and Law School are on semesters and the rest of the campus is on quarters.  If you send me a direct mail (s.kumar@anderson.ucla.edu), I’ll send you contact info for a couple of people who would have more insight.

 

Thanks.

 

S KUMAR

Chief Technology Officer

Anderson Computing & Information Services | ACIS

UCLA Anderson School of Management

Rosenfeld Management Library, Suite E202

110 Westwood Plaza

Los Angeles, CA 90095-1481

(310) 825-7615 office

 

Gary,
 
I don't know if I know enough to answer your questions correctly, but here goes.
 
We are similar to Chaminade, in that, we have credit semesters and continuing education quarters.  Our Registrar's office tells me that the continuing education quarters still use "semester" hours and not "quarter" hours.  We are a Banner shop as well.
 
They set them all up using unique term identifiers and term start and stop dates.  We handle the tuition separately as well.
 
To answer Mike's question, we have some continuing education courses that are state reportable and some that are not.  For the state reportable ones, there is a separate state report for those terms.  I believe it depends on the census date for the term as to which semester's/quarter's report it lands. 
 
There is no federal financial aid involved in continuing education (I think).  Students are reported by the types of courses they take, so they could be reported in the state credit reports and the state continuing education reports. 
 
We also run many, many credit terms of varying lengths and start and stop times (we call them minimesters or parts of term).  It works well in Banner and for state and federal reporting from my understanding.
 
Our Registrar's office is swamped and had some key staff leave, so they are unavailable for a call.  I can loop in some knowledgeable IT support staff if it would help.
 
Dave

 
David Hoyt
Chief Information Systems Officer
 
  Collin College     
  Collin Higher  Education Center
  3452 Spur 399
  McKinney, TX  75069
 
P - 972.599.3133   F - 972.599.3131
>>> On 12/4/2013 at 6:50 PM, in message <973a4b989e934fec8dc8592512162a23@BL2PR05MB211.namprd05.prod.outlook.com>, "Pratt, Gary" <gpratt@EWU.EDU> wrote:

Colleagues,

 

We have been looking at the potential of moving EWU from quarters to semesters. The Board decided not to pursue this change at this time as an across the board change. But, they asked us to determine what it would take if we were to move a small sub-section of our programs (health-related) to semesters while leaving the rest of campus on quarters. We know the multitude of challenges a change like this would create; but, from the IT side of things, I would like to know:

 

·        Do any of you operate your institutions in a multi-calendar system (quarter/semester) mix?

·        If so, how have you handled the complexities in your ERP (we are a Banner shop)?

·        Would you be open to a conversation about how you approached this challenge?

 

I would appreciate any information you could provide.

 

Thanks,

 

Gary

____________________________________________________________

Dr. Gary L. Pratt
Vice President for Information Technology

Chief Information Officer

Office of Information Technology
202L Huston Hall   Cheney, WA 99004    

509.359.2099   Fax: 509.359.2085

 

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

********** Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/discuss.

Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously
Sorry for blasting this to everyone. I sent offline to the other responders, but accidentally hit reply to the group on this one. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004     509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Pratt, Gary Sent: Monday, December 09, 2013 8:27 AM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously Kyle, Thank you for responding. Would you be open to a conversation to see how you've set up your ERP (Colleague) to accommodate both calendar-types? Our Registrar may want to join in. I appreciate your help. Gary ____________________________________________________________ Dr. Gary L. Pratt Vice President for Information Technology Chief Information Officer Office of Information Technology 202L Huston Hall   Cheney, WA 99004 509.359.2099   Fax: 509.359.2085 -----Original Message----- From: The EDUCAUSE CIO Constituent Group Listserv [mailto:CIO@LISTSERV.EDUCAUSE.EDU] On Behalf Of Kyle Johnson Sent: Wednesday, December 04, 2013 5:07 PM To: CIO@LISTSERV.EDUCAUSE.EDU Subject: Re: [CIO] Quarters and Semesters Simultaneously
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