Student Lifecycle Management Overview SLCM200 Student Lifecycle Management

Student Lifecycle Management Overview SLCM_200 Student Lifecycle Management Overview 1

Course Content • SLCM Introduction • Unit 1 – Student Administration • Unit 2 – Student File • Unit 3 – Student Master Data • SLCM Help and Terminology SLCM_200 Student Lifecycle Management Overview 2

Learning Objectives • Understand the integration of SLCM processes with each other and with other IRIS functions • Understand the Student Administration tab on the my. UK portal • Navigate the Student File tabs • Navigate Student Master Data tabs Note: The student data used in this course is not real University student data. It has been specially created for training. SLCM_200 Student Lifecycle Management Overview 3

Check for Understanding Instructions • Click Attachments (upper right corner) • Click SLCM_200 Check for Understanding • Print the SLCM_200 Check for Understanding pdf • Use the pdf to note the answers to each question as you finish each unit • Enter answers on the Check for Understanding Exercise at the end of the presentation SLCM_200 Student Lifecycle Management Overview 4

SLCM Introduction • SLCM is the Student Lifecycle Management module within IRIS that includes: Admissions Registration Majors/Minors/Options Academic History Enrollment Information Accounts Management Other Student Services SLCM_200 Student Lifecycle Management Overview 5

Integration Across IRIS • SLCM data integrates with other IRIS modules with HR Person ID § If a student is also an ud en t Da Ma ta ste integrated with the Financial e r employee the Student ID and the employee Person ID will be the same Student Accounts are ile F nt ud St FI, FM HR ic m e e ad tur c A ruc St Ac Re ade co mi rd c s Academ ic Calenda r Student ID is integrated St SLCM_200 Student Lifecycle Management Overview 6

Student Lifecycle • There are four areas in the SLCM Module: Student Accounting Student Administration Teaching and Study Event Planning • The Student Lifecycle diagram (next screen) shows the progression of the student’s records and the relationship with IRIS SLCM module areas throughout the student’s association with the University SLCM_200 Student Lifecycle Management Overview 7

Student Lifecycle Alumni Recruitment Student Accounting Admission Student Master Data Equivalency Determination Academic Structure Application Student Administration Priority Registration De-registration Reporting Academic History of Study Rules & Regulations Academic Calendar Teaching & Study Events Graduation Degree Auditing Resources Booking (Course Registration) Change of Program Event Planning Sessional Registration Examination & Grading Progression SLCM_200 Student Lifecycle Management Overview Italics = Optional 8

my. Help SLCM Portal Access • In order to access SLCM data, the user needs: To successfully complete this course To be designated as a person who displays student records To sign the Statement of Responsibility (SOR) § Instructions available at: http: //www. uky. edu/IRIS/train/SOR_Information. html § If you have signed the SOR in UK_100, you do not need to sign it a second time • If you do not have access, please work with your college contact to get this access assigned The college contact list is located at http: //www. uky. edu/IRIS/CM/cm_group. html SLCM_200 Student Lifecycle Management Overview 9

SLCM Access and Roles • Your role may give you access to the Student Administration tab on the my. UK portal § Access to subtabs is tied to roles SAPGUI transaction codes in IRIS production § Typically PIQST 00, PIQCAM, ZEVPLAN, etc. Both of the above SLCM_200 Student Lifecycle Management Overview 10

Academic Calendar • Runs from the fall session through the second summer session • Example: Academic Year 2010 consists of Session Calendar Year Academic Year Code Academic Session Code Fall 2009 2010 10 Winter 2009 2010 20 Spring 2010 30 Summer I 2010 51 Summer 2 2010 52 Full (CEU) 2009 -2010 99 • Can be viewed through the Student Administration portal or in the production system SLCM_200 Student Lifecycle Management Overview 11

Unit 1 Student Administration Tab SLCM_200 Student Lifecycle Management Overview 12

Student Administration Tab • Easiest way for staff and faculty to access basic SLCM information However, not all activities can be handled using the Student Administration tab; some can only be completed using IRIS production • You will ONLY see tabs and links for applications for which you have permission • Student Administration tab contains subtabs: Academics Administrative Services Admissions Advising Services Faculty Services SLCM_200 Student Lifecycle Management Overview 13

Student Administration Tab • Student Administration tab used to: Display a student profile (directory information) Display student schedule Display course offerings Display/print real-time class rolls Submit midterm and final grades Display unofficial transcript Display list of advisees Lift academic advisor holds Issue electronic course overrides (permissions) Perform administrative booking (course registration) SLCM_200 Student Lifecycle Management Overview 14

Student Administration News • Up to date news items display on the right side of the Student Administration screen under Latest Stuff • News can include: Registration windows Grading windows System outages Recent changes SLCM_200 Student Lifecycle Management Overview 15

Academics Tab • Includes Academic Calendar Course Catalog Transfer Equivalencies SLCM_200 Student Lifecycle Management Overview 16

Administrative Services Tab • Includes College Reports § College Reports Administrators § Assign Student Overrides § Course Capacities § Booking Rules Registrar § Booking Rules § Course Capacities § Historical Course Changes § Override Permissions § Course Cache Update SLCM_200 Student Lifecycle Management Overview 17

Admissions Tab • Includes Admissions Overview Undergraduate Admissions Form Recruitment Service Graduate Admissions Form SLCM_200 Student Lifecycle Management Overview 18

Advising Services Tab • Includes Advising Services Overview Advisee Record Unofficial Transcript Historical Course Changes Registration § Admin Booking § Course Catalog § Assign Student Overrides Print Student Schedule Appointment Scheduler Appointment Manager SLCM_200 Student Lifecycle Management Overview 19

Faculty Services Tab • Includes Faculty Services Overview Class Rolls Grading Blackboard SLCM_200 Student Lifecycle Management Overview 20

Student Services Tab • Students access their records via the Student Services tab SLCM_200 Student Lifecycle Management Overview 21

Student Services Tab • Their access includes Applying for admission and reviewing related information Updating their current and permanent address Activating their user accounts (email, web, etc. ) Accessing their financial account and making online payments Creating a pass code for information access Displaying financial aide information Displaying their registration window Booking courses Displaying grades Checking for holds Applying for graduation and updating expected graduation date Applying for admission and reviewing related information Updating their current and permanent address SLCM_200 Student Lifecycle Management Overview 22

Unit 1 – Check for Understanding • The Student Administration portal… Is the easiest way for staff and faculty to access basic SLCM information. Is the only way to access student information. Is the way the students access information. • Which tab would you use to print a student’s schedule? Academics Tab Administrative Services Tab Admissions Tab Advising Services Tab Faculty Services Tab • Which tab would you use to print a class roll? Academics Tab Administrative Services Tab Admissions Tab Advising Services Tab Faculty Services Tab SLCM_200 Student Lifecycle Management Overview 23

Unit 2 Student File SLCM_200 Student Lifecycle Management Overview 24

Student File • Student File records are created when UK receives applications, test scores, transcripts, etc. • Student File contains information about the student’s relationship with UK, including: Holds Majors/Minors/Options Admission Registration Academic Standing Advisor SLCM_200 Student Lifecycle Management Overview 25

PIQST 00 • In production, use one of the following methods to access PIQST 00 which contains both Student File and Student Master Data records Enter PIQST 00 in the command field and press Enter Add PIQST 00 to your favorites (preferred by most users) Use the menu path, Student Lifecycle Management PIQST 00 Student File SLCM_200 Student Lifecycle Management Overview 26

PIQST 00 Student File • The Object Manager displays on the left side of the screen Most users do not use this feature To close, use the menu Settings Hide Object Manager • The student’s academic records display on the right side of the screen SLCM_200 Student Lifecycle Management Overview 27

Student Number • The Student Number is a unique 8 -digit ID number assigned to each student by the IRIS system • The Student Number is the key to student records and is used instead of the SSN UK maintains the SSN, if known, so you will be able to search by SSN, if necessary, using the ID Number field SLCM_200 Student Lifecycle Management Overview 28

Student Search • There are three ways to pull up a student’s records Enter the student’s ID in the Student Number field Enter the student’s last name in the Student Number field, press Enter, and then double-click on the student’s name in the search screen SLCM_200 Student Lifecycle Management Overview 29

Student Search Click on the Possible Entries icon in the Student Number field, enter the student’s last name, first name, and/or ID number (SSN) on the Personal Data tab, press Enter, and then doubleclick on the student’s name SLCM_200 Student Lifecycle Management Overview 30

FERPA • Students may place privacy flags on their records which indicate that the student has restricted directory information under the Family Educational Rights and Privacy Act (FERPA) • When the records are accessed, the Data Privacy Warning (FERPA) window displays • If this message displays, no information can be released on this student, not even to the student unless the student provides picture ID • Close the window by clicking on the Continue icon or pressing Enter SLCM_200 Student Lifecycle Management Overview 31

Key Date • The Key Date is the date as of which IRIS displays, processes, or creates student data Determines what data you can see Defaults to the current date (recommended default setting) Can change the date by typing a new date into the field SLCM_200 Student Lifecycle Management Overview 32

Key Date • To change the Key Date field, either enter the date in the field or click on the Define Key Date icon • Choices include: Today Start of Year – Academic Year and Session Key Date – Defaults to current date Start of Current Academic Year • Click on Continue to close the window SLCM_200 Student Lifecycle Management Overview 33

High Date • Another important date is the system High Date which is the default validity end date of 12/31/9999 • This default end date stretches far into the future, to keep the validity of a record or action from being delimited (ended) prematurely SLCM_200 Student Lifecycle Management Overview 34

Student File • Numerous tabs display student academic work • Your role will determine the information you are able to display and/or change SLCM_200 Student Lifecycle Management Overview 35

Tab Navigation • Three ways to navigate tabs Click on the tab Click on the Next or Previous icons Click on the Tab List icon and then the tab name SLCM_200 Student Lifecycle Management Overview 36

PIQST 00 • Three types of icons exist on PIQST 00 Student File Application icons Student Master Data icons Tab specific icons • Access to specific icons also is determined by your role in the system SLCM_200 Student Lifecycle Management Overview 37

PIQST 00– Application Icons • End user icons include Account Balance § Displays open student account data Academic Work Overview § Displays student’s academic work Note Overview § Displays notes placed on the student’s records, such as advising, admissions, registrar, etc. SLCM_200 Student Lifecycle Management Overview 38

PIQST 00 – Student Master Data Icons • Use the Display icon to navigate to the Student Master Data screen Once on the Student Master Data screen, a Change/Display toggle will allow you to switch to change mode Do not use the Create icon, since it will create a new student in the system SLCM_200 Student Lifecycle Management Overview 39

PIQST 00 – Tab Specific Icons • Each tab contains icons specific to the records on the tab • Example: Icons on the Registration tab are used to create, display, and change programs of study SLCM_200 Student Lifecycle Management Overview 40

Student File - Tips • Make sure you are in the correct student file! After you select or type a new Student number, press Enter to populate the Student File fields Check the name and other information that populates the Student File screen before you begin working with the data • Clear the fields before entering a student’s number in the Student Number field by highlighting the number, pressing Delete, and then pressing Enter SLCM_200 Student Lifecycle Management Overview 41

Student File - Holds • Block the processing of certain activities for a student Examples: registration, admission, etc. • Can be viewed in the my. UK portal Only Advisor holds can be inactivated using the portal • Can be viewed, created, and/or inactivated in the IRIS SAPGUI interface (IRIS Production system) SLCM_200 Student Lifecycle Management Overview 42

Student File - Holds • Status field displays whether the hold is active or inactive Green square = active hold Gray diamond = inactive hold (historical record) SLCM_200 Student Lifecycle Management Overview 43

Student File - Holds • Icons on the Holds tab are used to: Create a hold Change a hold Inactivate a hold View a hold SLCM_200 Student Lifecycle Management Overview 44

Student File - Holds • To display information about a hold, click on the Select icon to the left of the hold • Click on Display • Click on Contact Address to see who to contact to release the hold SLCM_200 Student Lifecycle Management Overview 45

Student File - Holds • To close the data windows, click on Continue or press Enter SLCM_200 Student Lifecycle Management Overview 46

Student File – Recruitment • May be entered either Manually, such as when a student attends a UK event Automatically, such as when UK receives a test score, etc. • Contains Type (Undergrad, Grad) and Source (Application, Alumni Recruitment, etc. ) SLCM_200 Student Lifecycle Management Overview 47

Student File – Applications • Contains records pertaining to UK admissions applications including: Notification number Description System Status SLCM_200 Student Lifecycle Management Overview 48

Student File - Admission • Contains application to UK including Program of Study, Application Status, Academic Year, etc. SLCM_200 Student Lifecycle Management Overview 49

Student File – Majors/Minors/Options • Contains undergraduate majors, minors, options, etc. and graduate area of study SLCM_200 Student Lifecycle Management Overview 50

Student File – Registration • Populated automatically by the admission process and for each semester thereafter of continuous enrollment SLCM_200 Student Lifecycle Management Overview 51

Student File – Program Type Progression • Contains progression records of the following: Academic honors (Dean’s list, etc. ) Academic standing (good standing, probation, suspension, etc. ) Progression classification (freshman, sophomore, etc. ) SLCM_200 Student Lifecycle Management Overview 52

Student File – General Data • Contains general information including Program of study Anticipated graduation date Etc. SLCM_200 Student Lifecycle Management Overview 53

Student File – Status • Contains student status information including: Status (applicant, attending, etc. ) Valid from and to dates SLCM_200 Student Lifecycle Management Overview 54

Student File – Advisor(s) • Contains student advisor information including: Advisor Name Advisor Function SLCM_200 Student Lifecycle Management Overview 55

Student File – Requirement Catalogs • Contains information including Audit Type Requirement Catalog Version Etc. SLCM_200 Student Lifecycle Management Overview 56

Student File – Application for Degree • Contains records pertaining to applications for degrees including Academic year Academic session Application status Program ID SLCM_200 Student Lifecycle Management Overview 57

Student File – UK Degrees Awarded • Contains UK degree information including: Qualification (degree, certification, etc. ) Degree type Degree level Etc. SLCM_200 Student Lifecycle Management Overview 58

Student File – Enrollment Certification Request • Contains requests for enrollment certification, such as Education verification for enrollment Good student discount for insurance Insurance proof of dependency or student status Etc. SLCM_200 Student Lifecycle Management Overview 59

Student File – Transcript Requests • Contains information regarding requests for student transcripts, such as Hold Until End of Semester Hold for Post Degree Hold for Processing of Repeat Option Etc. SLCM_200 Student Lifecycle Management Overview 60

Student File – Activity Documents • Contains system records audit trail for student activities including: Module Booking Change of Program Sessional Registration SLCM_200 Student Lifecycle Management Overview 61

Unit 2 – Check for Understanding • Which tab would you use to view the student’s program of study? Program Type Progression Tab Registration Tab Holds Tab • On the Holds tab, how can you tell if a hold is active? A green square is in the Status field A gray diamond is in the Status field A red circle is in the Status field A blue square is in the Status field • How can you find out who the student should contact to release the hold? Display the hold and then click on the Change Information button Display the hold and then click on the Contact Address button SLCM_200 Student Lifecycle Management Overview 62

Unit 3 Student Master Data SLCM_200 Student Lifecycle Management Overview 63

Student Master Data • Contains student’s biographic and demographic information • Your authorization in the system will determine which data you can access • Tip: A green checkmark on the tab indicates it contains student information • Reminder: Unless you are making a change to a student’s master data, remain in Display mode! If you enter the Student Master Data screen in Maintain mode, you will lock that student’s information and other users cannot change that student’s data SLCM_200 Student Lifecycle Management Overview 64

Student Master Data • To access the Student Master Data screen, go to PIQST 00, then click on the Display icon to the right of Student Number field • To return to Student File, click on the Back icon SLCM_200 Student Lifecycle Management Overview 65

Student Master Data • Display/Change toggle allows you to change from Display mode to Maintain mode, provided your role allows the access In Display mode, fields are gray and cannot be modified In Maintain mode, modifiable fields are white SLCM_200 Student Lifecycle Management Overview 66

Master Data – Personal Data • Information includes: Gender Name ID Number (Social Security Number), if known Birth Date SLCM_200 Student Lifecycle Management Overview 67

Master Data – Standard Address • Information includes: House number and street City, state, and ZIP code Phone number Email address SLCM_200 Student Lifecycle Management Overview 68

Master Data – Address Overview • An overview which contains multiple addresses for the student including: Standard address Current address International address Permanent address SLCM_200 Student Lifecycle Management Overview 69

Master Data – Additional Data • Information includes: Data privacy warning (FERPA) Ethnic origin SLCM_200 Student Lifecycle Management Overview 70

Master Data – Visa/Residence Data • Information includes: Resident status and country Passport number Visa type, number, country of issue Etc. SLCM_200 Student Lifecycle Management Overview 71

Master Data – Transcripts/Tests • Information includes: Transcripts from external organizations (high school and/or college) Tests from external sources SLCM_200 Student Lifecycle Management Overview 72

Master Data – PCC Units • Displays Pre-College Curriculum (PCC) credits (high school curriculum credits used for undergraduate admission) SLCM_200 Student Lifecycle Management Overview 73

Master Data – Related Persons • Contains emergency contact(s) and other related person information including: Name Address Contact information SLCM_200 Student Lifecycle Management Overview 74

Master Data – my. Passcode_AD • Contains Access and AD user ID information SLCM_200 Student Lifecycle Management Overview 75

Unit 3 – Check for Understanding • How do you move from the Student File to the Student Master Data screen? Click on the Display icon next to the Student Number field Click on the Student Master Data icon Click on the Change icon next to the Student Number field Use transaction code SSMD 00 • On which tab would you find the student’s emergency contact person? Personal Data Tab Additional Data Tab Related Persons Tab • Your authorization… Will allow access to all student data Determines which data you can access SLCM_200 Student Lifecycle Management Overview 76

SLCM Help & Terminology SLCM_200 Student Lifecycle Management Overview 77

Key Terminology IRIS Term Definition Student File A collection of student information, viewed via tabs, pertaining to the student’s relationship with the University of Kentucky. Student Master Data A collection of student information, viewed via tabs, pertaining to the student’s biographical and demographic data including addresses, veteran information, privacy flag, transcripts and test scores from other institutions, and more. Student Number (NOT SSN!) A unique 8 -digit ID number assigned by IRIS. This is the key to student records. We will still maintain the SSN, if known, and search is permitted by SSN. SLCM_200 Student Lifecycle Management Overview 78

Key Terminology IRIS Term Definition The college and the degree Program of Study Module Group Example: BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences A course in the IRIS system Example: BIO 103 A grouping of Academic requirements such as majors and minors Example: MANA is the module group for a Management major SLCM_200 Student Lifecycle Management Overview 79

Key Terminology Definition Booking Class registration The activity type of a course Event Type Example: PSY 100 is made up of the event types Lecture and Laboratory Event The meeting pattern and location of the event type Event Package The equivalent of a section Example: A-H 106 001 SLCM_200 Student Lifecycle Management Overview 80

Key Terminology IRIS Term Definition Sessional Registration A student will have a sessional registration for each semester of enrollment; basically means the student is eligible to register Priority Registration Time period for continuing students to register for the upcoming semester; occurs every November and April Appraisal Grading; an institutional process for evaluating (grading) in a planned, structured, and standardized way Business Partner (BP) One who has a financial relationship with UK; all students are also business partners SLCM_200 Student Lifecycle Management Overview 81

Help Websites • my. Help website: http: //my. Help. uky. edu/rwd/HTML/index. html Contains Quick Reference Cards (QRCs), updated course manuals, Simulations, Frequently Asked Questions, and other job aids • IRIS website http: //www. uky. edu/IRIS/ Contains Information Directory, Forms, and other references SLCM_200 Student Lifecycle Management Overview 82

SLCM Courses • Classroom Lab Courses SLCM_AD_300 Event Planning SLCM_AD_340 Programs of Study & Majors SLCM_CA_310 Student Account Balance Display • SLCM Web Courses SLCM_200 Student Lifecycle Management Overview SLCM_AD_310 Student Records SLCM_AD_315 Booking Rules SLCM_AD_320 Booking SLCM_WP_210 Grading SLCM_WP_220 Overrides SLCM_WP_230 SLCM Faculty Overview SLCM_WP_310 Advising SLCM_200 Student Lifecycle Management Overview 83

SLCM_200 Exercises • After the course, you can practice viewing student data in the Training Sandbox Click on Attachments Click on SLCM_200 Practice Guide Print the SLCM_200 Practice Guide pdf Go to the Training Sandbox and follow the directions in the practice guide SLCM_200 Student Lifecycle Management Overview 84

Course Summary You are now able to: • Understand the integration of SLCM processes with each other and with other IRIS functions • Understand the Student Administration tab on the my. UK portal • Navigate the Student File tabs • Navigate Student Master Data tabs SLCM_200 Student Lifecycle Management Overview 85

Check for Understanding Instructions • To begin the Check for Understanding, click Continue (bottom left corner of the screen) • Click Here to continue when the system message appears • Click Start Test to continue Although it says “Test”, this course does not have an assessment • When you have entered your answers, click End Test (located at the bottom right of your screen • Click Close (lower right corner of the screen) SLCM_200 Student Lifecycle Management Overview 86

Course Completion Instructions • Click Logoff (lower right corner) • When the WBT window closes, go back to your original browser window Click on the browser window in your taskbar and wait for the screen to refresh • Scroll down the page until you see the Confirm Participation section • To complete the course, click Confirm Participation SLCM_200 Student Lifecycle Management Overview 87