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Managing Higher Education with Information Technology: A Case Study of UCLA’s Online Environment : 

Managing Higher Education with Information Technology: A Case Study of UCLA’s Online Environment Dr. John V. Richardson Jr., Professor of Information Studies and Associate Dean, UCLA Graduate Division jrichardson@gdnet.ucla.edu

Presentation Outline: 

Presentation Outline Mission, Goals, and Objectives of the University World Class Universities UCLA in Context Online Academic Student Information System Admissions and Statement of Intent to Register SRS, Student Records System FAMS, Financial Aid Management System PAC, Payroll and Accounting BAR, Billing and Receivable TLC, the University Library’s OPAC

Mission, Goal, and Objectiveof the University: 

Mission, Goal, and Objective of the University MISSION: To create new knowledge as well as … to disseminate older knowledge GOAL: To be a world class university OBJECTIVE: To use information technology to creatively support our goal and mission

World Class Universities: 

World Class Universities League of European Research Universities (N=12) founded in 2002: University of Cambridge, University of Edinburgh, Université de Genève, Ruprecht-Karls-Universität Heidelberg, Helsingin Yliopisto, Universiteit Leiden, University of Oxford, Karolinska Institutet, Università degli Studi di Milano, Ludwig-Maximilians-Universität, Université Louis Pasteur Strasbourg, Katholieke Universiteit Leuven.

World Class Universities: 

World Class Universities Stanford’s goal: “To be THE place that attracts the best graduate students and provides them unparalleled education in preparation for their leadership roles in a complex, global society.” SOURCE: Report of the Commission on Graduate Education, 2005, p. 12

Universiteit Leiden: 

Universiteit Leiden ‘The Universiteit Leiden never hesitates to push aside what is outdated or obsolete, yet values tradition and the attainments from the past. It often has to lead the way, and always takes a critical stance on fashion and trends. Since 1575, our teaching and research—usually—have contributed prominently to prosperity, welfare and culture. Leiden University continuously strives for the highest level of education and research.” SOURCE: The Economist, Aug/September 2003, page 77

University of California System: 

University of California System University of California’s 10 campuses: Berkeley Davis Irvine Los Angeles * Merced (brand new) Riverside San Diego San Francisco Santa Barbara Santa Cruz

UC Systemwide Figures: 

UC Systemwide Figures 192,000 students 157,000 faculty and staff members $13 billion annual budget $3 billion from the state of California

UCLA Sources of Operating Revenue: 

UCLA Sources of Operating Revenue Student tuition and fees $202M State of California $658M Grants and contracts $659M Sales and services $1.300B TOTAL REVENUE $2.819B SOURCE: 2001-2002 Annual Financial Report, p. 1

California State Rankings: 

California State Rankings FIRST IN: Highest in concentration of tech firms SECOND IN: Venture capital environment Number of fast-growing tech firms Concentration of scientists THIRD IN: Concentration of engineers Tech workers per capita FOURTH IN: Percentage of payroll in high-tech Tech contribution to state economy SOURCE: “High-tech Report Card,” San Diego Union-Tribune, 31 March 2004 report based on Milken Institute’s rankings.

UCLA Physically: 

UCLA Physically 419 acres (170 hectares) 298 buildings including 7 residential halls and 12 parking structures with 22,000 parking spaces (only 345 metered) 66 libraries and reading rooms C. E. Young Research Library and 7 other major collections 2,000 study spaces in YRL http://www.ucla.edu/about/buildings/libraries.html

UCLA’s Lombardian Romanesque Architecture: 

UCLA’s Lombardian Romanesque Architecture

UCLA’s Only Collegiate Gothic Architecture: 

UCLA’s Only Collegiate Gothic Architecture Given by Mrs. Louise E. Kerckhoff in honor of her husband, William G., neither of whom ever attended UCLA…

UCLA’s Neo-Brutal Architecture: 

UCLA’s Neo-Brutal Architecture Bunche Hall, named for Ralph Bunche, Class of 1927 and winner of the Nobel Peace Prize…

Virtual Tour of UCLA’s Campus: 

Virtual Tour of UCLA’s Campus The interested viewer can take a tour virtually of the campus by clicking on: http://siggy.chem.ucla.edu/Visit_UCLA/Visit_UCLA.html

UCLA’s Unified Public Network: 

UCLA’s Unified Public Network SOURCE: http://www.bol.ucla.edu/services/wireless/coverage/

UCLA in Context: 

UCLA in Context Academic Senate Members Academic Senate Committees Post Graduate Fellows Academic Units Administrative Officers Types of Students Student Associations Academic Other

Academic Senate Faculty Members: 

Academic Senate Faculty Members 3,270 Faculty Members with the following academic titles: Professor Emeritus (upon retirement) (Full) Professor Associate Professors (with tenure) Assistant Professors (have 7 years to make tenure) Lecturers with or without security of employment (often, but not always, non-PhD holders)

UCLA Endowed Chairs (N= 230): 

UCLA Endowed Chairs (N= 230) $1.0M each needed to establish a chair “for recruitment or retention initiative for faculty of distinction”…

Shifting Research Paradigm: 

Shifting Research Paradigm 1970s, show us your publications 1980s, these are all in top ranked refereed journals (books devalued) 1990s, on a single theme (focused) 2000s, and funded with extramural monies (aka The “DeLorean Theory”)

Top Ten NRC Ratings (1995): 

Top Ten NRC Ratings (1995) 3rd, Linguistics 4th, Physiology; Psychology 5th, Sociology 6th, Philosophy; History 8th, Geography; Political Science 9th, Classics; Anthropology SOURCE: Appendix H1-5, Faculty Quality Ratings

Next Best in NRC (1995): 

Next Best in NRC (1995) 10th, Electrical Engineering; Aerospace Engineering 11th, Economics 12th, Mathematics; English; Statistics/Biostatistics 13th, Chemistry; Art History 14th, Biochemistry; Mechanical Engineering; Computer Science 15th, Neurosciences; Physics 16th, Comparative Literature; Spanish; Astronomy 17th, Cell and Developmental Biology 18th, French; Music SOURCE: Appendix H1-5, Faculty Quality Ratings

NRC is the Gold Standard: 

NRC is the Gold Standard UCLA has more programs in the top twenty than any other university in the 1995 NRC study How will we rank in the September 2009 study?

Other Interesting Rankings: 

Other Interesting Rankings UCLA is 16th in North America or 26th among the world’s top 200 universities (Times Higher Education Supplement, 5 November 2004) UCLA is 16th among the world’s top 500 universities (Academic Ranking of World Universities, 2004 at http://ed.sjtu.edu.cn/rank/2004/top500list.htm)

Academic Senate Committees: 

Academic Senate Committees Academic Freedom (free speech and professional competency) Committee on Academic Personnel (promotions) Library Committee Photocopying and copyright issues; allocation of online resources (bandwidth); file sharing; and failure of ORION2, the campus OPAC Privilege and Tenure (violations of Faculty Code of Conduct) Legislative Assembly (elected representative from programs)

Post Graduate Fellows: 

Post Graduate Fellows 1100 Post Graduate Researchers (up to 10 years after PhD) Life and Physical Sciences Social Sciences Humanities 400 Visiting Scholars professors from other universities on leave of absence (i.e., sabbatical which usually occurs once every seven years) All three fields mentioned above As Associate Dean of Graduate Division I approve the initial appointment and renewal of these 1500 fellows

Academic Units: 

Academic Units 38,000 employees campus-wide, according to Campus Human Resources 72 plus departments http://www.registrar.ucla.edu/Catalog/catalog-1.htm 182 programs http://www.registrar.ucla.edu/Catalog/catalog-1.htm 85 centers, 67 laboratories, 20 institutes, and 21 other types http://www.research.ucla.edu/labs/index.htm 22 ORUs (organized research units) http://www.apo.ucla.edu/facultyhandbook/9.htm#9j 30 interdisciplinary programs (IDPs)

Departments and Programs: 

Departments and Programs Departments (e.g., Department of Information Studies) Departmental Chair Vice Chair MA, MS and PhD Programs

Schools: 

Schools Schools (composed of two or more departments): Arts and Architecture; Business; Dentistry; Education and Information Studies; Engineering and Applied Science; Law; Medicine; Public Health; Public Policy and Social Research; and Theatre, Film, and TV

Like Oil and Water?: 

Like Oil and Water? UCLA has more professional schools than any other UC school… The role of professional schools in a research university… One of tension? Skills, professional practice High quality program Vision? I-School at University of Washington or University of Michigan or University of Texas Model? Kaliper Study of LIS

The UCLA College: 

The UCLA College College of Letters and Science Divisions of Humanities, Life Sciences, Physical Sciences, and Social Sciences

Administrative Officers: 

Administrative Officers President of the University of California System (Oakland) Chancellor of the Campus 10 campuses: UCLA, Berkeley, Davis, Irvine, Merced (under construction), Riverside, San Diego, San Francisco (medical only), Santa Barbara, and Santa Cruz Executive Vice Chancellor, Vice Chancellor, and Assistant Vice Chancellors Provost of College Dean of (School or Division) Associate Dean Assistant Dean Directors Assistant Directors Student Affairs Officers Administrative Analysts

Graduate Division: 

Graduate Division Vice Chancellor for Graduate Studies and Dean of Graduate Programs Associate Dean Post Graduate Fellows and Visiting Scholars Departments—program reviews (every 7 years) Dean’s Special Actions—admissions to programs Awards—Fellowships, Scholarships, etc. TA/GSR work related issues (e.g., amount of time they can work per week) Problems—scientific misconduct (e.g., plagiarism), harassment, and admission denials Directors of the… Office for Admissions and Academic Affairs Office of Graduate Student Support Student Affairs Officers and Administrative Analysts

Types of Students (2001-2002): 

Types of Students (2001-2002) 12,166 Graduate Students (including medical interns and residents) 4,840 PhD students (5-8 years or longer) MA or MS students (1-3 years) Other professional degree students (Business, Information Studies, Law, and Medicine) 25,328 Undergraduate Students Upper Division: Senior (fourth year) Junior (third year) Lower Division: Sophomore (second year) Freshman (first year)

UCLA Alumni (Association): 

UCLA Alumni (Association) 339,000 living alumni (87.5K members) First PhD in History (1938*) Association publishes a magazine, special CA license plates, scholarships, etc. SOURCE: http://www.uclalumni.net/home.cfm

24 Degrees Offered: 

24 Degrees Offered Academic Degrees BA or BS; MA or MS; C. Phil; and PhD Professional Degrees MAT, M.Ed., and Ed.D. MLIS M.Engr. MBA M. Arch. and MFA MM and DMA DDS MD LL.M. and JD MSN MPH and Dr. PH MPP

Grade Point Average (GPA): 

Grade Point Average (GPA) A+ = 4.0 or extraordinary achievement A = 4.0 or superior achievement A- = 3.7 or excellent achievement B+ = 3.3 or very good achievement B = 3.0 or good achievement B- = 2.7 or lacks evidence of potential for professional achievement SOURCE: “Academic Policies: Grades” in the UCLA General Catalog, 2003-2005, p. 66ff.

Average GPA…: 

Average GPA… At Harvard, in 2003, 46% of all grades are A’s At Ivy League schools, MIT, Stanford, and the University of Chicago 44-55% of all grades are A’s At Duke, less than 10% of all grades are C’s SOURCE: Roger A. Arnold, “Way That Grades Are Set is a Mark Against Professors,” LA Times 22 April 2004.

Students in Scholastic Difficulty: 

Students in Scholastic Difficulty 572 students by quarterly GPA 100 students by cumulative GPA Lapsed Incomplete (an I letter grade) turns into an F letter grade (0.0 GPA) SOURCE: SRS, “Students in Scholastic Difficulty” (monthly)

Student Associations: 

Student Associations Represented in Graduate Student Association (GSA) or Undergraduate Student Association (UGSA); by election Graduate students who serve as Teaching Assistants and Graduate Student Researchers are represented by a union (pay membership dues) Optionally, undergraduate students may wish to join a Greek letter society: Fraternity for men (e.g., ATO or SN) Sorority for women (e.g., DG, Tri-Delta--DDD) Which provides housing, meals, and social activities ASUCLA, employs 1500 students a year

Academic Other: 

Academic Other Librarians Assistant Librarian Associate Librarian (Full) Librarian Librarians Association of the University of California (LAUC) http://www.library.ucla.edu/committees/laucla/ Professional organization of all UC librarians, each campus has division which is advisory to University Librarian and administration Union representation, AFT Local 1990 (Unit 18) Faculty status effort dating from 1967; collective bargaining since 1983 Professional (e.g., middle class) versus union member (e.g., working class--truck drivers, automobile assembly line workers)

OASIS: 

OASIS The online production environment for central administrative applications including student information, financial, contracts and grants, purchasing and accounts payable, personnel and payroll, UCLA ID, events, DACSS/ASAP, Report Distribution System, staffing list and cashiering. See http://www.ais.ucla.edu/access/ Access to AIS systems and services is provided to any employee with a job-related need for access. Access must be consistent with University policies and practices on security, privacy, system integrity, resource use, and functional office procedures.

Admissions and SIR: 

Admissions and SIR For all programs, other than dentistry, law, and medicine, UCLA receives: 30,000 graduate applications (92% of whom apply online) at http://www.gdnet.ucla.edu/gasaa/admissions/applicat.htm 6,000 offers of admission (these are web-based since 2003) Admits and offers of student support by 15 April of each year (CGS agreement) 3,000 statements of intent to register (SIR)

WWW Queries: 

WWW Queries TOP IP Addresses BOTTOM IPs 1. United States 116. Belarus 2. Taiwan 117. Maldives 3. Australia 118. Georgia 4. Korea (Republic Of) 119. Tunisia 5. India 120. Turkmenistan 6. Canada 121. Gabon 7. China 122. Dominican Rep. 8. United Kingdom 123. Moldova 9. Japan 124. Uganda 10. Singapore 125. Jamaica

Evolution of Online Graduate Applications: 

Evolution of Online Graduate Applications Cycle Admit Term Total Online Scanned 1996-1997 Fall 1997 11,460 1,900 9,560 1997-1998 Fall 1998 12,004 3,316 8,688 1998-1999 Fall 1999 12,785 4,578 8,207 1999-2000 Fall 2000 13,062 5,429 7,633 2000-2001 Fall 2001 13,988 8,840 5,148 2001-2002 Fall 2002 17,408 15,590 1,818 2002-2003 Fall 2003 16,482 16,400 82 NOTE: Excludes Anderson Graduate School of Management SOURCE: UCLA Graduate Division; 2002-03 thru February 2003

Departmental Admissions : 

Departmental Admissions Departmental faculty committee reviews applications Their recommendation to admit: Applicant’s statement of purpose UG GPA (3.0 or higher on 4.0 system) GRE (percentiles; 65 percentile, often) TOEFL or TWE (560 or 220, Graduate Division minimum) 3 letters of recommendation

CGS April Deadline Day: 

CGS April Deadline Day Each year, all American institutions of higher education agree to honor the Council of Graduate Schools April 15th deadline for offers of admissions and graduate student support Letter of acceptance come from Dean of Graduate Division Letters of denial come from Associate Dean of Graduate Division

SRS (aka SIS): 

SRS (aka SIS) “The Student Records System (aka Student Information System) provides 10 years of student data on-line for current and former students. The student information available includes demographic data, grades, addresses, holds and registration data. The system also provides departments, staff, and faculty with comprehensive information on courses, requisites and class scheduling. The Enrollment System is used to enroll students in courses for which they are eligible and to provide detailed information on student enrollment. Extensive information on current campus events is also available. On-line mechanisms are provided for both hard copy and on-line report ordering including transcripts and degree progress reports. Integration with other student systems provides for user simple, straightforward cross-system navigation and up-to-date information. Value based security allows selected departments to update specific class, student and/or enrollment data .“ See http://www.ais.ucla.edu/ais/applications/applsis.htm

URSA: 

URSA “A web based system (URSA On-line) was implemented in August 1996 to allow students to have direct access to their records via the INTERNET. Current functions allow changes to address, privacy restrictions and PIN, and inquiry for Degree Audit reports, study list, enrollment appointment times, holds, financial aid information and student billing (BAR) balances.” See http://www.ursa.ucla.edu/

Dial-Up via Bruin OnLine: 

Dial-Up via Bruin OnLine “Bruin OnLine (BOL) is a collection of services that provide UCLA students, faculty, and staff with remote dialup and on-campus access to the campus backbone network and the Internet. In order to use Bruin OnLine services, you must have a BOL account. See the Accounts page to find out how to create your account and start using it. See http://www.bol.ucla.edu/

MyUCLA.edu: 

MyUCLA.edu For students, a Web-based interface to URSA For faculty, a Web-based interface to Registrar’s grade submission system For how it works, see https://be.my.ucla.edu/how_works.htm

FAMs: 

FAMs The Financial Aid Management System (FAM) provides the foundation for the collection and evaluation of data needed for the processing of all need-based and merit-based student financial support at UCLA. It supports the operations and missions of the Financial Aid Office, the Graduate Student Support Office, the School of Medicine Financial Aid Office, Student Loan Services, and Student Systems Accounting. FAM interacts extensively with the Undergraduate Admissions, University Admissions, and Student Records Systems; interfaces with Billing and Receivable (BAR), Purchasing and Payroll. See http://www.ais.ucla.edu/ais/applications/applfams.htm

Payroll and Accounting (PAC): 

Payroll and Accounting (PAC) “The Business Applications area is responsible for the development and maintenance of the financial, personnel, and research-related applications in the AIS portfolio, as well as other applications related to the business of the University. These applications have expanded their usage on campus significantly over the past five years.” http://www.ais.ucla.edu/ais/applications/applwbfs.htm

BAR: 

BAR “BAR was developed to improve service to the campus by automating and consolidating the billing for registration and invoice processing. BAR is a component of Student Information Systems (SIS). BAR incorporates several financial functions including assessment of tuition charges, accounts payable, accounts receivable, on-line cashiering, application and disbursement of financial aid, and tax withholding charges to the student accounts. Charges and payments enter the system on-line as well in a batch mode. BAR generates files to be sent to the financial system (general ledger), accounts payable (refund checks), and monthly billing statements. Several Balancing reports are also generated.” See http://www.ais.ucla.edu/ais/applications/applsbar.htm

UCLA Research Libraries: 

UCLA Research Libraries Ranked 7th in the nation (2002-2003) Ranked 3rd in the nation (19971998) 7.5 million volumes 145K volumes added last year 79K serial titles $79M in total expenditures 403 permanent staff SOURCE: ARL in The Chronicle, 30 April 2004, p. A17

UCLA Library Statistics: 

UCLA Library Statistics 109 librarians 325 permanent staff 497 students (largest employer of graduate students on campus) Total budget, $30.5M UCLA Librarian, Annual Report 2002-2003, p. 9

ORION2 = TLC (July 2004): 

ORION2 = TLC (July 2004) UCLA library holdings exceed eight million items including 80K journals: The OPAC, ORION2, supported by Endeavor Information Systems’ Voyager software, provides access to books and journals (print and e-versions) at http://orion-2.library.ucla.edu Virtual reference question answering service, AskaLibrarian at http://help.library.ucla.edu/index.cfm?Category=orion2&LinkType=Icon

Implications: 

Implications Staffing Clerks/secretaries are no longer enough Computer analyst skill set Constituencies Large number of undergraduates drives the system Graduate needs are an afterthought?

Further Implications: 

Further Implications Are information technologies: Undermining the faculty? Increasing the power of administrators? Serving students poorly? SOURCE: David F. Noble, Digital Diploma Mills, 2001

Recommendations: 

Recommendations State the system requirements Identify appropriate fit criteria Importance of faculty review in shared governance environment

Further Reading: 

Further Reading “SOURCES FOR THE HISTORY OF UCLA, A Selected & Annotated Bibliography” at http://www.library.ucla.edu/libraries/special/scweb/uaucla.htm

Questions?: 

Questions?