Perm Augmentation Project

Overview

A perm number is a student identification number assigned to every UC Santa Barbara applicant and student. As the number of applicants and students has steadily increased over the years, the number of available perms has dwindled. Perms are integrated into many campus information systems, so a team of IT professionals has been exploring possible solutions that will responsibly grow with campus for decades to come. The intention is to create an alphanumeric perm, but this decision will depend on the outcome of the initial perm usage and system analysis.

Impact

No students currently — or previously — enrolled at UC Santa Barbara will be impacted by this effort. New perm numbers will be assigned in November 2021 (being assigned to the incoming class of Fall 2022). All existing perm numbers will continue to work as they always have, with no expected changes to their length or format.

Project Timeline

  • Discovery, Analysis, and Planning: 6/1/2019 - 6/30/2020
  • Execution and Updates: 7/1/2020 - 12/31/2020
  • Integration Testing and QA: 1/1/2021 - 9/30/2021
  • Project Closure: 11/1/2021 - 11/30/2021

Resources

Whitepaper (Coming Spring 2020)

We will be delivering a white paper outlining the details of the change in Spring 2020.

Contact

For questions, concerns, inquiries, and other items related to this project, please send an email to perm@sa.ucsb.edu.

Project Sponsors

Margaret Klawunn, Vice Chancellor for Student Affairs
Executive Sponsor

Anthony Schmid, Associate Registrar
Business Project Sponsor

Joe Sabado, SIS&T Executive Director and Associate CIO for Student Affairs
Technical Project Sponsor

Project Team

Josh Andersen
Project Manager

Keri Bradford
Communication Lead

Shajan Kay
Campus Project Coordinator

Frequently Asked Questions (FAQs)

A perm number is a six-digit student identification number assigned to every UC Santa Barbara student and applicant. 

 Perm numbers are assigned to every UC Santa Barbara student and applicant, and as the pool of students and applicants has steadily increased over the years, the number of available perms has dwindled. The current six digit perm only offers 999,999 unique perm values. Based on current estimates, we anticipate we will run out of available Perm numbers as early as 2023, and as late as 2030.

No students currently — or previously — enrolled at UC Santa Barbara will be impacted by this effort. New perm numbers will be assigned in November 2021 (being assigned to the incoming class of Fall 2022). All existing perm numbers will continue to work as they always have, with no expected changes to their length or format. Students enrolled starting with Fall 2022 will receive perm numbers in a modified format.

The primary impact to staff will be getting accustomed to any changes related to the appearance or composition of a student perm. Additionally, technical staff will need to be involved to determine whether their applications will work with the proposed solution as-is, or if updates will be required to ensure the applications can work with a modified perm.

The primary impact to Faculty will be getting accustomed to any changes related to the appearance or composition of a student perm. Additionally, Faculty who have systems or services that utilize student perms will need to be evaluated to determine whether they will work with the proposed solution as-is, or if updates will be required to ensure the applications can work with a modified perm.

Based on feedback on the availability of systems to work with alphanumeric perms, we will make a decision as to whether to include all characters (A-Z), or a subset. We will take into consideration not using ambiguous characters to minimize confusion and data entry errors.

Though we have not gotten to these details yet, at this time, we do anticipate avoiding using X in the first character of any alphanumeric perms, so as to avoid this confusion. Based on further analysis, it is plausible we may ignore X entirely in any alphanumeric perms, as there may be other logic in various systems looking for an X is the student ID to make this delineation between UCSB and UCSB Extension student IDs.

Though we have not gotten to these details yet, at this time, we do not anticipate making the alphanumeric perms case-sensitive, since going with a non-case-sensitive alphanumeric perm will give us more than enough perm numbers to last us into the future.

Communication History

Dear SIS&T Colleagues,

As you are likely aware, our department has started work on the Student Perm Augmentation project. I am sharing the following details for informational purposes only — meaning, unless you are already working with the Student Perm Augmentation team, I do not need for you to take any action at this time. However, you will likely be involved with this project at some point down the road as we move to implement the perm-related changes.

In short, as our student body and annual applicant pool has increased over the years, the number of available perms has dwindled. We do recycle perms as much as possible, but doing so requires a lot of effort, and we continue to have fewer and fewer perms to utilize, even as we do recycle them. Our team has analyzed this issue for several years, and based upon our best estimation, we anticipate running out of perms as early as 2024. We are now focusing on analyzing one proposed solution that we believe may best fit our needs and requirements: Introducing an alpha-numeric perm.

You can read more details about this project in the Student Perm Augmentation Project Confluence Space. As we begin to engage with our campus IT partners and other stakeholders, you will receive more communication about this project. In the meantime, thank you for considering this early heads up. If you have any concerns, please do not hesitate to reach out to me.

Sincerely, Josh

Project Leads:
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors:
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

I am writing to give you an early heads up about the Student Perm Augmentation project that a team of us in SIS&T has been working on. Please know that we do not need you to take any action at this time — rather, please consider the following for informational purposes only, as we anticipate this becoming a major project that could impact future planning across campus.

A perm number is an all-numeric student identification number assigned to every UCSB student and applicant, and as the pool of students and applicants has steadily increased over the years, the number of available perms has dwindled. Perms are integrated into many campus information systems, used by many campus employees. Our team has been exploring possible solutions, and after much analysis, we have decided to focus on one proposed solution that best fits our needs and requirements: The introduction of an alpha-numeric perm.

We have analyzed this issue for several years, and based upon our best estimation, we anticipate running out of perms as early as 2024 and certainly by 2030. We have been able to recycle some perms, but this stop-gap solution requires a lot of effort by many to disentangle students' data — some of which we are required to retain.

We will work closely with our campus IT partners to implement a timely solution that will work for campus and vendor systems. For now, we just want to make you aware of this project — more information can be found at https://sist.sa.ucsb.edu/projects/student-perm-augmentation.

Sincerely, Joe

Project Leads:
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors:
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

I am writing today to give you an early heads up about the Student Perm Augmentation project SIS&T has recently begun working on (more information will be sent about this effort to the broader campus community in the coming weeks), and to ask for your help in the initial phase of our analysis.

In short, we are running out of available perm numbers to assign to applicants and students. A perm number is a numeric student identification number assigned to every UCSB student and applicant, and as the pool of students and applicants has steadily increased over the years, the number of available perms has dwindled. We have been able to recycle some perms assigned to applicants who do not attend UCSB, but even with this recycling effort in place, we anticipate running out of perms as early as 2024. We are now focusing on one proposed solution that may best address this problem: introducing alphanumeric perms into our systems (perm length and check-digits would not change). This is where we need your help.

We need to begin by analyzing what systems on our campus currently use perm, and of those applications, which can and cannot work with an alphanumeric perm. My request today is to ask that by Friday, November 1, 2019, you please work with your respective organizations to review this list of applications in Google Drive and indicate in the Uses Student Perm? (Column P) and Can Support Alphanumeric Perm? (Column Q) if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

For example, applications that store perms as a string or set of characters likely could support an alphanumeric perm. However, applications that store student perms as an integer may not be able to support an alphanumeric perm. On this same list, please add any applications (and the aforementioned perm-related details) that are missing. Please consider your own systems, shadow systems, and vendor tools that use perm numbers.

I recognize that this is a busy time for all of us — we greatly appreciate your help. If you have any questions or concerns, please do not hesitate to let me know. Additionally, if you have a specific contact within your department you would like me to work with to complete this request, please let me know. I am also happy to meet to discuss this ask in more detail.

Finally, for more information, please see the Perm Augmentation Project Page on the SIS&T website, or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear CSF Colleagues,

I am writing today to give you an early heads up about the Student Perm Augmentation project SIS&T recently began working on (more information about this effort will be sent to the broader campus community in coming weeks), and to ask for your help in this phase of our analysis.

In short, we are running out of available perm numbers to assign to applicants and students. A perm number is a numeric student identification number assigned to every UCSB student and applicant, and as the pool of students and applicants has steadily increased over the years, the number of available perms has dwindled. We have been able to recycle some perms assigned to applicants who do not attend UCSB, but even with this recycling effort in place, we anticipate running out of perms as early as 2024. We are now focusing on one proposed solution that may best address this problem: introducing alphanumeric perms into our systems (perm length and check-digits would not change). This is where we need your help.

We need to begin by analyzing what campus systems currently use perm, and of those applications, which can and cannot work with an alphanumeric perm. My request today is to ask that by Friday, November 1, 2019, would you please work with your respective organizations to review this list of applications in Google Drive and indicate in the Uses Student Perm? (Column P) and Can Support Alphanumeric Perm? (Column Q) if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

For example, applications that store perms as a string or set of characters likely could support an alphanumeric perm. However, applications that store student perms as an integer may not be able to support an alphanumeric perm. On this same list, please add any applications (and the aforementioned perm-related details) that are missing. Please consider your own systems, shadow systems, and vendor tools that use perm numbers. As you are going through the list, it would be helpful for you to verify any information already reported in Cols. P and Q — if you feel like there is a discrepancy with any of the information, please report it to perm@sa.ucsb.edu for further analysis.

I recognize that this is a busy time for all of us — we greatly appreciate your help. I initially sent this request to our Associate CIOS, but in order to meet our November 1 deadline — when each line in Cols. P and Q must be filled — I am casting a wider net and asking for your help. If you have any questions or concerns, please do not hesitate to let me know. Additionally, if you have a specific contact within your department you would like me to work with to complete this request, please let me know. I am also happy to meet to discuss this ask in more detail.

Finally, for more information, please see the Perm Augmentation Project Page on the SIS&T website, or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

Earlier this month, I sent you an email about the Student Perm Augmentation project that SIS&T is working on and to ask your help in determining if our campus systems — which currently use an all-numeric perm — could support an alphanumeric perm.

We continue to collect information about these systems, but we need your help by Friday, November 1. Would you please work with your respective organizations to review this list of applications in Google Drive and indicate in the Uses Student Perm? (Column P) and Can Support Alphanumeric Perm? (Column Q) if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

Again, applications that store perms as a string or set of characters likely could support an alphanumeric perm. However, applications that store student perms as an integer may not be able to support an alphanumeric perm. On this same list, please add any applications (and the aforementioned perm-related details) that are missing. Please consider your own systems, shadow systems, and vendor tools that use perm numbers.

We greatly appreciate your help. If you have any questions or concerns, please do not hesitate to let me know — I am happy to meet to discuss this ask in more detail.

Lastly, for more information about this project, please visit the Perm Augmentation Project Page on the SIS&T website or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

Thank you to those who have already contributed to the Student Perm Augmentation project. We still have a ways to go before we can fully determine if our campus systems — which currently use an all-numeric perm — can support an alphanumeric perm, so I am extending our final deadline and asking once more for your help.

We need your help completing our analysis by Friday, November 22. Would you please review this list of applications in Google Drive and indicate in the Uses Student Perm? (Column P) and Can Support Alphanumeric Perm? (Column Q) if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

Again, applications that store perms as a string or set of characters likely could support an alphanumeric perm. However, applications that store student perms as an integer may not be able to support an alphanumeric perm. On this same list, please add any applications (and the aforementioned perm-related details) that are missing. Please consider your own systems, shadow systems, and vendor tools that use perm numbers.

We greatly appreciate your help. If you have any questions or concerns, please do not hesitate to let me know — I am happy to meet to discuss this ask in more detail.

Lastly, for more information about this project, please visit the Perm Augmentation Project Page on the SIS&T website or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

We are nearing the final deadline for completing this list of applications in Google Drive, as it relates to the Student Perm Augmentation project. I am reaching out to you one last time because we believe you may be able to help us decide if the remaining applications on this list Use(s) Student Perm? (Column P) and Can Support AlphanumericPerm? (Column Q)

We need your help completing our analysis by Friday, November 22. Please review this list of applications and indicate if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

Please add any applications and perm-related details that are missing, and please also consider your own systems, shadow systems, and vendor tools that use perm numbers.

If you have any questions or concerns, please do not hesitate to let me know — I am happy to meet to discuss this ask in more detail.

Lastly, for more information about this project, please visit the Perm Augmentation Project Page on the SIS&T website or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

The deadline for completing perm information from this list of applications is due this Friday, Nov. 22. I am reaching out to you for a final time because we believe you may be able to help us decide if the remaining applications on this list Use Student Perm? (Column P) and Can Support Alphanumeric Perm? (Column Q)

We need your help completing our analysis by this Friday, Nov. 22. If you have not already done so, please review this list of applications and indicate if each application:

1) currently uses perm numbers, and;

2) can support alphanumeric perms.

Please add any applications and perm-related details that are missing, and please also consider your own systems, shadow systems, and vendor tools that use perm numbers.

Those who indicate that they use or support applications that cannot work with alphanumeric perms will receive a follow-up email soon, asking them to provide additional information via a brief Google Form.

If you have any questions or concerns, please do not hesitate to let me know — I am happy to meet to discuss this ask in more detail.

Lastly, for more information about this project, please visit the Perm Augmentation Project Page on the SIS&T website or send an email to perm@sa.ucsb.edu. Thank you!

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

On the Google Sheet in which our team is collecting information about campus applications, it has been indicated that one or more applications that you or your team uses may not or cannot support an alphanumeric perm. In order to continue with our initial analysis, we need some additional information from you about said application(s).

By December 13, please use this brief Google Form to provide us the information we need, such as why the application(s) may not or cannot work with an alphanumeric perm, and whether there may be ways for these applications to work with an alphanumeric perm.

We sincerely appreciate your help, and any new information we learn in this process will greatly improve the accuracy of our analysis. Thank you in advance for your assistance.

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid

Dear Colleagues,

Thank you so much for helping our team with its initial analysis of campus applications that use perm numbers, and their potential ability to work with alphanumeric perms. We are getting ready to enter into our second phase of analysis in Winter 2020, during which we will perform a deeper dive into our findings, propose our solution, and create a white paper describing the technical details of the proposed plan. We anticipate this phase will wrap up at the end of April 2020, after which we will work on the execution phase for the remainder of 2020.

Additional information about this project and its timeline can be found at https://sist.sa.ucsb.edu/student-perm-augmentation-project. We will continue to reach out when we need your help and as we have project updates (for example, some of you indicated that applications you support may not or cannot work with an alphanumeric perm, and we have already reached out to you with a request for more information, via a Google Form, due December 13). We understand this is a busy time, so we will try to reach out only when we really need your help. In the meantime, we can't thank you enough for your support and participation. We hope everyone has a great winter break, and look forward to our deeper analysis in Winter 2020.

If you have any questions or concerns, please do not hesitate to let me know, or you can also send an email to perm@sa.ucsb.edu. Thank you!

Sincerely,

Sincerely, Josh

Project Leads
Project Manager: Josh Andersen
Communication Lead: Keri Bradford
Campus Coordinator: Shajan Kay

Project Sponsors
Executive Sponsor: Margaret Klawunn
Technical Sponsor: Joe Sabado
Business Sponsor: Anthony Schmid