CAP Petitions Are Now Available Online

Stephen Pepper, Staff Associate, UAAP

After many years of planning and discussion, the most commonly used petitions reviewed by the Faculty Committee on Academic Performance (CAP) migrated online as the fall 2015 term opened. The Late Add/Drop (LAD) project is the latest in the series of new online forms, outlined in the Student Information System (SIS) Roadmap, which began with the Registration form in 2013 and continued with Add/Drop/Change status and HASS Concentration forms in 2014. Forms for graduate students and other purposes are in the pipeline.Online CAP Petitions

Now students who miss Add or Drop Date can initiate a CAP petition from the familiar Student Forms and Petitions website; in fact, a student who tries to add a subject after Add Date will be taken directly to the LAD page and guided to create a Late Add petition. As with Add/Drop/Change forms, the new CAP petitions automatically show the student’s choice of major, class year, advisor name, and other information. Students type in a justification for the request, and then click submit.

From there the CAP administrator oversees a fully online workflow that gathers statements from advisors and instructors, assigns the petition to a Committee meeting date, prepares an agenda packet, records the Committee’s decision, updates the student’s record, and assesses relevant fees and fines. The system keeps stakeholders informed throughout the process, sending emails with a link back to each person’s My Forms page.

The new petition process, available globally and 24/7, replaces the previous paper forms, in use for at least 25 years, that required students, advisors, and instructors to handwrite or print information. Students had to carry forms around campus; CAP administrators and Committee members sometimes puzzled over nearly illegible statements.

Several DUE people participated in the creation, testing, and rollout of this complex project. Registrar Mary Callahan and Senior Associate Dean Julie Norman sponsored it; Associate Registrars Brian Canavan and Peter Hayes, along with UAAP Staff Associate Stephen Pepper, helped create the original specifications, answered a steady stream of questions, and tested hundreds of processes to identify and repair bugs. IS&T provided the expert analysts, coders, developers, and Quality Assurance testers who actually created the system. The current team includes Selen Bakkal (now in California), Shawn Dunn, Venkat Mannem, Prasad Vadlamudi, and Jeff Welch, ably led by Madge Lewis, Lori Singer, and Eamon Kearns. Other IS&T staff, including Zahida Taher (current), Matthew Burfeind, Lee Leffler, and Neal Pineda shepherded the project in earlier stages.

Althought there is more work to be done, the migration of these CAP petitions represent another giant step along the SIS Roadmap!