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: December 7, 2020

Active projects

Curriculum and Calendar Management (CCM)

Objective An Education Council project involving the design and implementation of Kuali's integrated Curriculum and Catalog Management solution.
Area Education Council
Systems/Modules Kuali
External Partners Kuali
Internal Partners Education Council; Portfolio Deans/Chairs; Registrar's Office; IT
Timeframe 2019-21
Current Status See Education Council for project status.

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 2019-21 
Current Status

Progress made but staffing change and COVID-19 delayed work on the project.
Revitalize project in 2021. Policy and process implications beyond the Registrar's Office.

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 2020-21
Current Status Development near completion. Testing soon.

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 Testing CAPP functionality

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
Internal Partners IT
Timeframe 2020-22
Current Status New XML transcript service in place, reviewing additional requirements.

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.

Projects in exploration phase

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 2021-22
Current Status Exploring functionality.

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 

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 2020-21
Current Status Reviewing requirements

Domestic Admission Process Improvements

Objective Evaluation and assessment of Domestic Admission processes.
Area Admissions
Systems/Modules -
External Partners -
Internal Partners -
Timeframe 2020-21
Current Status

Reviewing requirements

International Admission Process Improvements

Objective Evaluation and assessment of International Admission processes.
Area Admissions
Systems/Modules -
External Partners -
Internal Partners IntEd
Timeframe 2019-21
Current Status Major improvements on hold due to other projects but continuously reviewing minor improvements.

Deferred projects

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.

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 2021-22
Current Status Reviewing requirements 

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.

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 2020-21
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.

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.

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

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