cm_200 student lifecycle management overview v11 student lifecycle management overview cm_200

CM_200 Student Lifecycle Management Overview v11

Student Lifecycle Management Overview

CM_200


• SLCM Introduction

• Unit 1 – Student Administration

• Unit 2 – Student File

• Unit 3 – Student Master Data

• SLCM Help and Terminology

Course ContentCourse Content


Learning ObjectivesLearning Objectives

• Understand the integration of SLCM processes with each other and with other IRIS functions

• Understand the Student Administration tab on the myUK 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 IntroductionSLCM 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


FI, FMHR

FI, FMHR

Integration Across IRISIntegration Across IRIS

• SLCM data integrates with other IRIS modules

Student ID is integrated with HR Person ID

If a student is also an employee the Student ID and the employee Person ID will be the same

Student Accounts are integrated with the Financial

Student Master

Data

Academic

Records

Student File

Academic

Structure

Aca

dem

ic

Cal

end

ar


Student LifecycleStudent 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


Student LifecycleStudent Lifecycle

Academic Calendar

Application

Reporting

Academic

Structure

Rules &

Regulations

Events

Student Master Data

Resources

StudentAdministration

Teaching & Study

Student Accounting

Event Planning

Academic

History

of

Study

PriorityRegistration

Booking (Course

Registration)

De-registration

ProgressionSessionalRegistration

Examination & Grading

Equivalency

Determination

Admission

Change of

Program

Degree

Auditing

Graduation

Recruitment Alumni

Italics = Optional

CM_200 Student Lifecycle Management Overview v11 8

SLCM Access and RolesSLCM Access and Roles

• To access SLCM transactions, you need:

To be designated by your college contact as a person with the responsibility to view, create, and/or change SLCM records College contact needs to send your approved training plan to

[email protected]

To successfully complete the required SLCM course and pass the assessment (for Level 300 courses)

To sign your Statement of Responsibility (SOR) form located at http://myhelp.uky.edu/SOR This form only needs to be signed one time (typically signed when

the user takes UK_100)

• If you do not have access within 3-4 days after successfully completing a course, please work with your college contact to get this access assigned College contact list is located at

http://www.uky.edu/IRIS/news/designatedcontacts.html


SLCM Access and RolesSLCM Access and Roles

• Your role may give you access to the

Student Administration tab on the myUK portal Access to subtabs is

tied to roles

SAPGUI transaction codes in IRIS production Typically PIQST00,

PIQCAM, ZEVPLAN, etc.

Both of the above


Academic CalendarAcademic Calendar

• Runs from the fall session through the second summer session

• Example: Academic Year 2008-2009 consists of

Fall session

Winter intersession

Spring session

Summer session 1

Summer session 2

• Can be viewed through the Student Administration portal or in the production system


Unit 1Unit 1

Student Student AdministrationAdministration


Student AdministrationStudent Administration

• 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


Student AdministrationStudent Administration

• 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)


Student Administration NewsStudent 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


Academics TabAcademics Tab

• Includes

Academic Calendar

Course Catalog

Transfer Equivalencies


Administration Services TabAdministration 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


Admissions TabAdmissions Tab

• Includes

Admissions Overview

Undergraduate Admissions Form

Recruitment Service

Graduate Admissions Form


Advising Services TabAdvising 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


Faculty Services TabFaculty Services Tab

• Includes

Faculty Services Overview

Class Rolls

Grading

Blackboard


Student Services TabStudent Services Tab

• Students access their records via the Student Services tab


Student Services TabStudent 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


Unit 2Unit 2

Student File


Student FileStudent 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


PIQST00PIQST00

• In production, use one of the following methods to access PIQST00 which contains both Student File and Student Master Data records

Enter PIQST00 in the command field and press Enter

Add PIQST00 to your favorites (preferred by most users)

Use the menu path, Student Lifecycle Management PIQST00 Student File


PIQST00 Student FilePIQST00 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


Student NumberStudent 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


Student SearchStudent 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


Student SearchStudent 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 double-click on the student’s name


FERPAFERPA• 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


Key DateKey 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


• 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

Key DateKey Date


High DateHigh 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


Student FileStudent File

• Numerous tabs display student academic work

• Your role will determine the information you are able to display and/or change


Tab NavigationTab 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


PIQST00PIQST00

• Three types of icons exist on PIQST00 Student File

Application icons

Student Master Data icons

Tab specific icons

• Access to specific icons also is determined by your role in the system


PIQST00– Application IconsPIQST00– 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.


PIQST00 – Student Master Data IconsPIQST00 – 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


PIQST00 – Tab Specific IconsPIQST00 – 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


Student File - TipsStudent 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


Student File - HoldsStudent File - Holds

• Block the processing of certain activities for a student

Examples: registration, admission, etc.

• Can be viewed in the myUK 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)



• Status field displays whether the hold is active or inactive

Green square = active hold

Gray diamond = inactive hold (historical record)



• Icons on the Holds tab are used to:

Create a hold

Change a hold

Inactivate a hold

View a hold



• 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


Student File - HoldsStudent File - Holds• To close the data windows, click on Continue or press Enter


Student File – RecruitmentStudent 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.)


Student File – ApplicationsStudent File – Applications

• Contains records pertaining to UK admissions applications including:

Notification number

Description

System Status


Student File - AdmissionStudent File - Admission

• Contains application to UK including Program of Study, Application Status, Academic Year, etc.


Student File – Admission Check ListsStudent File – Admission Check Lists

• Used for undergraduate admissions

• Each applicant will have a set of check list items (requirements) which includes:

Admit type

Admit level

Program of study


Student File – Majors/Minors/OptionsStudent File – Majors/Minors/Options

• Contains undergraduate majors, minors, options, etc. and graduate area of study


Student File – RegistrationStudent File – Registration

• Populated automatically by the admission process and for each semester thereafter of continuous enrollment


Student File – Program Type ProgressionStudent 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.)


Student File – General DataStudent File – General Data

• Contains general information including

Program of study

Anticipated graduation date

Etc.


Student File – StatusStudent File – Status

• Contains student status information including:

Status (applicant, attending, etc.)

Valid from and to dates


Student File – Advisor(s)Student File – Advisor(s)

• Contains student advisor information including: Advisor Name

Advisor Function


Student File – Requirement CatalogsStudent File – Requirement Catalogs

• Contains information including

Audit Type

Requirement Catalog

Version

Etc.


Student File – Application for DegreeStudent File – Application for Degree

• Contains records pertaining to applications for degrees including

Academic year

Academic session

Application status

Program ID


Student File – UK Degrees AwardedStudent File – UK Degrees Awarded

• Contains UK degree information including:

Qualification (degree, certification, etc.)

Degree type

Degree level

Etc.


Student File – Enrollment Certification RequestStudent 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.


Student File – Transcript RequestsStudent 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.


Student File – Activity DocumentsStudent File – Activity Documents

• Contains system records audit trail for student activities including:

Module Booking

Change of Program

Sessional Registration


Unit 3Unit 3

StudentMaster Data

StudentMaster Data


Student Master DataStudent 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


Student Master DataStudent Master Data

• To access the Student Master Data screen, go to PIQST00, then click on the Display icon to the right of Student Number field

• To return to Student File, click on the Back icon


Student Master DataStudent 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


Master Data – Personal DataMaster Data – Personal Data

• Information includes:

Gender

Name

ID Number (Social Security Number), if known

Birth Date


Master Data – Standard AddressMaster Data – Standard Address


House number and street

City, state, and ZIP code

Phone number

Email address


Master Data – Address OverviewMaster Data – Address Overview

• An overview which contains multiple addresses for the student including:

Standard address

Current address

International address

Permanent address


Master Data – Additional DataMaster Data – Additional Data


Data privacy warning (FERPA)

Ethnic origin


Master Data – Visa/Residence DataMaster Data – Visa/Residence Data


Resident status and country

Passport number

Visa type, number, country of issue

Etc.


Master Data – Transcripts/TestsMaster Data – Transcripts/Tests


Transcripts from external organizations (high school and/or college)

Tests from external sources


Master Data – PCC UnitsMaster Data – PCC Units

• Displays Pre-College Curriculum (PCC) credits (high school curriculum credits used for undergraduate admission)


Master Data – Related PersonsMaster Data – Related Persons

• Contains emergency contact(s) and other related person information including:

Name

Address

Contact information


Master Data – myPasscode_ADMaster Data – myPasscode_AD

• Contains Access and AD user ID information


SLCM Help &SLCM Help &TerminologyTerminology


Student Lifecycle Management HelpStudent Lifecycle Management Help

• myHelp Website:

http://myhelp.uky.edu/rwd/HTML/CM.html

Contains Quick Reference Cards, updated course manuals, Simulations, CM Frequently Asked Questions, CM Go-Live Book, and other job aids

• IRIS Website

http://www.uky.edu/IRIS/CM/

Contains Information Directory, Forms, and other references


SLCM Training CoursesSLCM Training Courses

• Classroom Lab Courses – Register at http://www.uky.edu/IRIS/tr/

CM_AD_300 Event Planning

CM_AD_340 Programs of Study & Majors

• SLCM Web Courses - http://myhelp.uky.edu/rwd/HTML/CM.html

CM_200 Student Lifecycle Management Overview

CM_AD_310 Student Records

CM_AD_315 Booking Rules

CM_AD_320 Booking

CM_WP_210 Grading

CM_WP_220 Overrides

CM_WP_230 SLCM Faculty Overview

CM_WP_310 Advising


Key TerminologyKey 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.




Program of Study

The college and the degree

Example: BA-AS is the program of study Bachelor of Arts in the College of Arts and Sciences

ModuleA course in the IRIS system

Example: BIO 103

Module Group

A grouping of Academic requirements such as majors and minors

Example: MANA is the module group for a Management major



Terminology Definition

Booking Class registration

Event TypeThe activity type of a course

Example: PSY 100 is made up of the event types Lecture and Laboratory

EventThe meeting pattern and location of the event type

Event PackageThe equivalent of a sectionExample: A-H 106 001




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

AppraisalGrading; 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


Course SummaryCourse 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 myUK portal

• Navigate the Student File tabs

• Navigate Student Master Data tabs

•

cm_200 student lifecycle management overview v11 student lifecycle management overview cm_200

Documents

student accounts

student lifecycle diagram

student services slide

student administration

student file unit

student file tabs

student administration

student master data