Connie W. Graunke

Executive Director

Ph: (850) 201-7363

SUNCOM: 213-7363

Fax: (850) 201-7322

M E M O R A N D U M

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TO:

Institutional Managers

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FROM:

Connie Graunke

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DATE:

January23, 2003

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SUBJECT:

FACTS Critical Functions

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The Center is in the process of implementing three critical functions that are intended to

provide enhanced services to our users. The new functions include: 1) the addition of a

standardized PIN help page; 2) the sending and receiving of electronic transient forms;

and, 3) the implementation of 2+2 degree audits. In order for us to implement these

functions in a consistent fashion, we are asking that you give priority to the requests

listed below in an effort to implement them by the end of February 2003.

PIN Function

A recent analysis of unsuccessful transactions indicates that a large number of errors

are occurring during the logon/pin process at the institutions. Students forget their PIN

numbers or are entering the wrong information. A multitude of problems could be

occurring, but when this happens students are not getting adequate information from

the institutions PIN Help Page. As a result, over 80 percent of the inquiries to the

FACTS Help Desk are regarding problems students are having with their PIN.

Consequently, FCAAS is requiring that each institution include on their PIN Help Page

the basic PIN information provided in the attached document. If an institution does not

have a PIN Help Page on their web site, then we are asking that you develop one. The

basic information (i.e. the PIN template) does not require you to present the information

in a standard form, it does however, require that you include the list of information items

presented. By providing the information listed in the attached document, the majority of

students’ pin questions can be answered quickly and accurately online, saving the

student frustration and the Center considerable effort in responding to inquiries.

Florida Center for Advising & Academic Support

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Executive Office

. 325 West Gaines Street . Suite 1414. Tallahassee, Florida 32399 . P(850) 201-7363 . F(850) 201-7322

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Operations Office

. 4202 East Fowler Avenue . Suite AOC200 . Tampa, Florida 33620 . P(813) 974-6346 . F(813) 974-4205

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www.facts.org

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A colla borative project from the Florida Department of Education

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Page Two

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FACTS Critical Functions

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January 23, 2003

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Transient Form

The Electronic Transient Form provides an electronic workflow process and form, which

facilitates the enrollment of a student in a course at an institution other than their home

institution. Several institutions are implementing the Transient Form and will soon be

able to send the electronic forms. However, in order for the process to be successfully

implemented the institution(s) to which they are sending the form, must be able to

receive it electronically. It is especially important for community colleges to be able to

receive the forms being sent from the universities. The process that allows an

institution to receive a transient form can be implemented with minimal effort. The

implementation can be handled via a conference call with the Center walking a

designated institutional representative through the steps. Institutions would need to

assign a designated person to receive the form electronically. That person would be

required to periodically check the FACTS system to see if transient forms have been

received. The forms can then be processed as desired at your school. Someone from

our help desk will be contacting you to set up an appointment with the appropriate

person to assist with this implementation.

2+2 Articulated Audit

Implementation of the 2+2 Articulated Audit function has been extended from the Phase

IV MOU to the Phase V MOU due to extensive changes in the format. The function is

now ready for institutional testing. As we move into the legislative session, FCAAS has

been asked to prepare a timeline for institutional implementation of this function. When

we contact you regarding the transient form, please be ready to share your

implementation plans for the Articulated Audit function with FCAAS. We will need an

estimated date to begin testing and a projected production date. If you already have

that information, please forward it as soon as possible to factshelp@admin.usf.edu.

In summary, regardless of your institution’s phase of completion, we are asking that you

attempt to complete the above functions by February 28, 2003. If you have any

questions, or FCAAS can be of assistance with moving your institution forward

regarding these issues, please contact our help desk at 813-974-2118 (Suncom 574) or

email us at factshelp@admin.usf.edu.

Thank you for your continued support of FACTS.

CG/ymh

Attachment

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Community College Vice Presidents of Student Affairs

State University System Academic Contacts