Registrar's Office projects

The following is a selection of the Registrar's Office main projects. The RO leadership team is committed to identifying, reviewing and implementing solutions that enhance services used by Okanagan College applicants, students, graduates, instructors, staff and administrators. Please provide comments or suggestions to: registrar@okanagan.bc.ca

The list of projects will be updated at the end of each term. Last update: August 18, 2022

Active projects             Completed projects in sustainment phase  
Projects in exploration phase           Projects not moving forward     
Deferred projects   

 

Active projects

Banner Communications Manager (BCM)

Objective Replacement of current BRM (unsupported) module with BCM.
Area Communications
Systems/Modules Banner Student
External Partners -
Internal Partners IT
Timeframe 2023
Current Status Exploring functionality.

Banner Graduation Application

Objective Explore the utility of Graduation Application: allows students to submit their applications for graduation. (Source: Ellucian) Will include the relationship with graduation ceremony attendance.
Area Graduation
Systems/Modules Banner Student
External Partners  
Internal Partners IT; Public Affairs
Timeframe 2022
Current Status Live and 90% complete

Calendar Management (Kuali)

Objective

Migrate the current Calendar to Kuali Catalogue (Calendar) and retire the current Calendar
Phase 1: Set up Kuali Catalogue (Calendar)
Phase 2: Draw information to display on program pages on the OC website from Kuali
Phase 3: Create a new and more flexible system (app) to display non Calendar information on the program pages such as exact start dates; language around pathways to i.e. start in Salmon and finish in Kelowna.
Area Education Council, Student Information
Systems/Modules Kuali Catalogue, Drupal
External Partners Kuali
Internal Partners Education Council, IT, Portfolio and Regional Deans, College Relations
Timeframe Go live target Dec 7, 2022
Current Status

Phase 1: Complete
Phase 2 and 3: In development (95% complete)

Change of Address

Objective Allow students to update their address in self-services
Area Systems
Systems/Modules Self Service Banner (myOkanagan)
External Partners -
Internal Partners IT, HR, Finance
Timeframe Fall 2022
Current Status

Near completion

Custom Enrolment Verification

Objective Create a custom enrolment verification that lets Domestic and International students request enrolment verification in myOkanagan.
Area Registration
Systems/Modules Banner Student
External Partners -
Internal Partners IT
Timeframe Revitalized: 2022-Early 2023
Current Status Development near completion. Testing soon.

Millenium Student

Objective  
Area Systems
Systems/Modules Millenium Student
External Partners Millenium
Internal Partners IT Services, VP Academic, Institutional Research
Timeframe 2022-23
Current Status

Installed, exploring opportunities

Post-secondary Transcript Exchange

Objective OC will be able to exchange (send/receive) transcripts electronically with BC post-secondary institutions.
Area Admissions
Systems/Modules Banner Student
External Partners EPBC, other PSIs
Internal Partners IT
Timeframe 2023
Current Status XML transcript service in place, identified first exchange institution and conversations have started.

Projects in exploration phase

Banner 9 Registration Enhancements

Objective Implement the Banner 9 registration module
Area Registration
Systems/Modules Banner Student; Banner Student Self Service 
External Partners -
Internal Partners IT
Timeframe 2020-21 
Current Status Reviewing requirements 

Transfer Articulation Module

Objective The Transfer Articulation module in Banner allows an institution to pre-define targeted transfer institutions’ articulated courses with their institutional equivalencies. (Source: Ellucien) In combination with the BC Transfer Guide System Extension and Post-secondary Transcript Exchange projects has the potential to automate some transfer credit processing, increase efficiency, and improve transfer credit services for students.
Area Transfer Credit 
Systems/Modules Banner Student 
External Partners -
Internal Partners -
Timeframe 2022-23
Current Status

Progress made but staffing change and COVID-19 delayed work on the project.
Revitalize project in 2022. Policy and process implications beyond the Registrar's Office.

Use EducationPlannerBC and Banner Admissions for Apprenticeship applicants

Objective Objective Transform the Apprenticeship practices and procedures to make use of standard admissions practices utilizing EducationPlannerBC apply and Banner.
Area Trades; Admissions; Systems
Systems/Modules Banner Student
External Partners -
Internal Partners Trades, IT
Timeframe Needs assessment Summer/Fall 2022
Current Status Reviewing requirements 

Deferred projects

Automated Course Pre-requisite Checking

Objective Implementing pre-requisite/co-requisite checking at time of course registration to reduce improper registrations. Evaluating Banner CAPP functionality.
Area Registration
Systems/Modules Banner Student
External Partners -
Internal Partners -
Timeframe 2020-22
Current Status Trialed in Summer 2021. Issues identified. On hold.

Banner Enrolment Verification

Objective Explore the utility of Enrolment Verification: lets students request enrolment verification for third parties. (Source: Ellucian)
Area Registration
Systems/Modules Banner Student
External Partners -
Internal Partners -
Timeframe 2022-23
Current Status Complete. Did not meet requirements. In development with an alternative methodology for allowing students to obtain the information. New project: Custom Enrolment Verification.
2022-23 - Revisit

Completed projects in sustainment phase

BC Transfer Guide System Extension

Objective BCCAT’s Transfer Credit System (TCS) facilitates the creation and maintenance of articulation agreements in the BC Transfer System (BCTS) and is published on the BC Transfer Guide. The service is extending to allow institutions to also manage their out-of-province and out-of-country articulations through the same centralized work flow.
Area Transfer Credit
Systems/Modules Banner Student
External Partners BCCAT
Internal Partners IT
Timeframe 2019-20
Current Status

Complete. Working on internal process changes to maximize benefits of the system.

Curriculum Management (Kuali)

Objective An Education Council project involving the design and implementation of Kuali's integrated Curriculum Management solution.
Area Education Council
Systems/Modules Kuali
External Partners Kuali
Internal Partners Education Council; Portfolio Deans/Chairs; Registrar's Office; IT
Timeframe Completed Fall 2021
Current Status Sustainment

High School Transcript Exchange

Objective OC will be able to receive official BC Ministry of Education electronic secondary school transcripts at any time upon student approval. Implementation of new XML transcript service.
Area Admissions
Systems/Modules Banner Student
External Partners EPBC
Internal Partners IT
Timeframe 2020-21
Current Status Fully implemented.

Transfer Credit Search Tool

Objective Create a custom search tool that allows applicants and students to search for established domestic and international established ransfer credit on the OC website.
Area Transfer Credit
Systems/Modules Banner Student and BC Transfer Guide (TCS)
External Partners BCCAT
Internal Partners IT
Timeframe 2020
Current Status

Tool is complete and live. Does not work on IE, which has been accepted.
Communications and roll out plan required.

T2202 Compliance

Objective Implementing the new CRA T2202, Tuition and Enrolment Certificate and Summary.
Area Registration
Systems/Modules Banner Student
External Partners Canada Revenue Agency
Internal Partners IT and  Finance
Timeframe April 2019 - February 2020
Current Status Complete

Projects not moving forward

Banner Student Profile

Objective Explore the utility of Student Profile: consolidates a student's information and academic progress in one view. Advisors share the same view, allowing for truly personlized advice to help students make better academic decisions. (Source: Ellucian)
Area Registration; Advising
Systems/Modules Banner Student
External Partners -
Internal Partners IT; Student Services
Timeframe 2020-21
Current Status Complete. Did not meet requirements. In development with an alternative methodology for allowing students to obtain the information

Experience OC Registration System Replacement

Project Name Experience OC Registration System Replacement
Objective The internally developed system to facilitate student registrations for Experience OC events does not meet our needs anymore; find a system or upgrade current system to meet needs for back end control and updates, ease of back end use etc.
Area Recruitment
Systems/Modules TBD
External Partners TBD
Internal Partners TBD
Timeframe 2021-22
Current Status Piloted external platform (Qualtrics Core XM Survey Tool) for February 2020 for Kelowna Experience OC. Did not do as promised and created problems. Reevaluate platform for 2022 as, due to Covid, there is no Experience OC one day event in 2021 that the system would be needed for.